Sales Orders > Sales Order Processing > Sales Order Entry Express

Sales Order Entry Express

You use this program to capture sales orders quickly using a grid-style entry process.

The functionality available is similar to SYSPRO's standard SO Entry program (which is form-based) except that the express version provides a simplified process of data capture on a single screen.

A tree view structure shows details such as comment lines, kit components, miscellaneous or freight charges.

Toolbar and menu

Field Description
File  
Cancel Order Cancels the entire order and discards any entries made to the order you are currently processing or maintaining.
Order Entry Processes a new order.
Order Maintenance Maintains an existing order.
Copy Creates a copy of an existing sales order.
TPM  
Global Promotions View/apply global promotions applicable to the order.
Query  
Order Value Displays the value of the sales order based on the original and outstanding amounts.
Customer Query Displays detailed customer information.
Customer Sales Movements Displays sales movements for the customer.
Options  
Branch Defines the branch to use for orders for the current run of the program.
Dates Defines the default dates you want to use for the current run of the program.
SCT Warehouses Defines the warehouses to use for a supply chain transfer order.
Counter Sales These options are only enabled when you select a counter sale order type.
Change Cash Drawer Selects a cash drawer against which to process a counter sale transaction.
Open Cash Drawer Physically opens the cash drawer without printing an invoice.
View Deposits View all deposits that have been recorded, but not yet applied as payments.
Select Deposit This option is available only when maintaining an order and where no order number is selected.
Pay Cash Out Pay out money that is not attributable to a customer or an invoice.
Take Cash In Receive money that is not attributable to a customer or an invoice.
Order Commitment Graph Graphically represent details of your sales order commitments projected into the future for a range of selected customers.
Customer Enter the customer against whom to process an order.
New Order Process a new sales order.
Reserve/Ship Indicate the options you require for reserving stock.
Type
Option Description
Order Select this to enter a customer order that you want to deliver in full or that you want to part-deliver.
Billing Indicates a customer order that must be processed immediately.
Scheduled Order Indicates a customer order that you want to process at a specific date in future, or where the customer has requested different delivery dates for the items on the sales order.
Credit Note

Processes a credit (or refund) against a customer's account and produce a formal document for the customer.

When you process a credit note linked to an existing invoice that includes an Off Invoice promotion with an Off invoice allowance type of Line promotion, then these lines are recorded against the credit note if the trade promotions setup option Credit off invoice lines from invoices is enabled. In addition, when a qualifying credit note line quantity is changed, the value of the off invoice promotion miscellaneous line is reduced based on the quantity credited. The value of the promotion recorded on the miscellaneous line is simply calculated on a pro-rata based on quantity credited.

Debit Note Processes a debit adjustment against a customer's account and produces a formal document for the customer.
Forward Order Processes customer orders that require stock allocations to be made at a future date.
Counter Sale Processes a cash sale over the counter.
IBT Processes stock transfers between branches in your company.
Supply Chain Transfer Transfers stock between multiple warehouses in your company.
Save Order and End without Printing Saves and closes the order.
Save Order and Print Document Ends the order and prints the relevant document immediately.
Save Order and Display Printing Options Ends the order and displays Finalize Sales Order window.
Take Payment Processes payment details for an order without having to capture a counter sale order.
Order Header Maintains the header details for the order you are currently processing.
Assign Order Number Assign an order number prior to adding order lines.

See Activity considerations in Notes and warnings.
Order Enter the order you want to maintain.

Order Header

Field Description
Header Details  
Sales order The sales order number you are currently processing or maintaining is displayed. Select the Assign Order Number option to enter an order number.
Document type This displays the type of order you are currently processing.
Order status This displays the current status of the order.
Invoice whole order This indicates that the order can only be released for invoicing, or invoiced if it is a billing, if there are no quantities in backorder on any of the order lines (i.e. the entire order must be shipped simultaneously).
Customer purchase order This indicates the purchase order reference supplied by your customer for the order.
Order branch Enter the branch applicable to this sales order only.
Salesperson Enter the code associated with the person in your company who was responsible for the sale and to whom sales commission might be payable.
Area Enter the geographic area applicable to the customer for this order.
Order date Enter the date on which the order is captured, or the date on which the sale is made.
Ship date Enter when the ordered stock is due to leave the warehouse.
AR invoice terms This defines the period in which a customer qualifies for discount and the period within which an invoice is due to be paid.
Payment method The selection made here is output to the sales tax file and is reflected against each invoice printed on the Sales Tax report.
Ordered By Enter the order type that classifies the type of sale made for the order.
Alternate key Capture user-defined information that can be used as an additional sequencing key for your orders.
Set default order quantity to 1

Default the order quantity to 1 every time you add a stocked line to the order.

When enabled, the order quantity is set to 1 and the relevant line ship and backorder quantities are refreshed after a valid stock code is entered.

This option is not displayed by default. It is added using the Show Captions option.
Order discount percentage You use these fields to enter up to 3 chained discount or surcharge percentages to apply to the order value of merchandise lines.
Discount percentage
Option Description
Less Select this to subtract a discount from the total order value, based on up to 3 chained discount percentages.
Plus Select this to add surcharges to the total order value, based on up to 3 chained percentages.
Discount %1 Enter the 1st discount/surcharge percentage you want to apply to the order.
Discount %2 Enter the 2nd discount/surcharge percentage you want to apply to the order.
Discount %3 Enter the 3rd discount/surcharge percentage you want to apply to the order.
Tax When you change the tax/GST status on the order header and there are existing lines on the order, then when the order header is saved, the order value is recalculated and the totals are redisplayed.
Tax status Indicate the tax status to apply to the invoice for the current order.
OptionDescription
TaxableSelect this to apply tax to the invoice for this order based on the tax code assigned to the stock code.
Non taxableSelect this to issue an invoice to a customer who qualifies for tax exemption and no tax should be calculated.
Taxable (use 'other')Select this to apply tax to the invoice for this order based on the Other tax code assigned to the stock code.
Tax exemption Enter the tax exemption number of the customer where the customer qualifies for tax exemption on certain goods.
Customer tax regn Enter the customer's company tax registration number applicable to the order.
Extended tax code This indicates the code that forms part of the full tax geo code. This is only displayed if either the USA Tax by advanced geocodes system or the USA AVP sales tax system is enabled.
Intrastat details When creating a sales order for an EC customer you must enter the EC information required for EC statistical reports.
Shipping location This indicates the default shipping location assigned to the customer or warehouse, but can be changed if required.
Nationality This indicates the nationality code for the country in which the account/supplier/customer is located.
[Note]

If the EC Vat system required option is in force (Admin Tax Options), then this field is mandatory.
Delivery terms

This indicates the three-character alphanumeric Incoterms code, denoting the terms of delivery.

[Note]

The Incoterms code indicates the portion of costs and risks agreed to by the parties in a contract of purchase or sale.

For example, the Delivery term CIP (Carriage and Insurance Paid), indicates that the seller pays the cost of carriage and insurance necessary to bring the goods to a named destination (i.e. Shipping location).

This field defaults to the delivery terms defined against the customer.

If the terms are not defined against the customer, then this field defaults to the delivery terms defined for the company.
Nature of transaction

This indicates a three-character numeric code denoting the type of transaction being declared on the Supplementary Declaration.

This field defaults to the nature of transaction code for invoices or credit notes (depending on the type of order being processed) defined against the customer.

If this code is not defined against the customer, then this field defaults to the nature of transaction code for dispatches defined for the company.

The default can be changed if required.
Mode of transport

This indicates a two-character numeric code denoting the mode of transport used to deliver the goods.
Process

This indicates a single-character numeric code denoting the process used.
Triangulation required

Select this if you need to convert from one currency to another currency via an intermediate currency (to conform with European Monetary Union regulations).

For the triangulation feature to work, you need to select the option: Triangulation required (Company Maintenance). In addition, you need to use the Browse on Currencies program to define the Triangulation options for the currencies in which you want to process sales orders.
Sales order notes Select this to use the notepad editor program to add free format notes to the order.

Address

Field Description
Ship address  
Ship to name Enter the name of the customer to whom the order must be shipped.
Building Enter the name of the building in which the customer is located.
Street Enter the street name and number of the customer's address.
City Enter the city in which the customer is located.
Locality Enter the locality (e.g. suburb) of the customer.
State Enter the state or province of the customer's address.
Country Enter the country in which the customer is located.
Zip Enter the postal or zip code for the customer's address.
Geolocation Enter the longitude and latitude of the address.
Language If you enabled the Multi-language for document printing setup option (System Setup) then you can indicate the language code to use (see Multi-language capability).
Shipping Details  
Ship via code Enter the shipping instructions.
Ship via Enter the shipping instructions.

Customer Information

Field Description
Basic Details  
Customer Indicates the code of the customer for whom you are adding or maintaining the order.
Customer class Indicates the category to which the customer has been assigned.
Customer branch Indicates the branch assigned to the customer.
Area This indicates the geographic area location assigned to the customer.
Currency Indicates the currency in which the order was captured.
Exempt status Indicates whether the customer is exempt from sales tax.
Invoices View customer invoices and their corresponding payments.
Sold to address Indicates the address to which documentation such as statements and invoices must be sent for the customer .
Sold to name Indicates the customer name.
Building Enter the name of the building in which the customer is located.
Street Enter the street name and number of the customer's address.
City Enter the city in which the customer is located.
Locality Enter the locality (e.g. suburb) of the customer.
State Enter the state or province of the customer's address.
Country Enter the country in which the customer is located.
Zip Enter the postal or zip code for the customer's address.
Geolocation Enter the longitude and latitude of the address.
Credit information  
Credit limit Indicates the credit limit defined against the customer.
Over limit Indicates the amount by which the customer's credit limit has been exceeded.
Order value Indicates the value of orders and dispatch notes not yet invoiced for the customer.
Number of orders Indicates the number of active sales orders together with the number of completed orders held against the customer since the last sales order purge was run.
Last payment Indicates the date on which the last payment received from the customer was processed against the customer's account.
Last sale This indicates the date on which the last sales order was processed for the customer.
Average days to pay This field is recalculated each time you use the AR Payment And Adjustments program to process a payment for the customer, or you run the Balance function of the AR Period End program.
Customer notes This displays the first few lines of customer notes for the customer. You enter these notes within the AR Customer Query program.

Sales Order Lines Capture

You use this pane to enter order lines for the order.

When you maintain an order, only the order lines for warehouses to which you have been granted access are displayed.

Field Description
Line type

Select the order line type from the drop down option at this field.

Option Description
Comment

Enter comment lines against the order or against a previous stocked line.

When comments are attached to a line (i.e. by selecting the option: Attach comment to a previous line) the comment is printed only if the line to which the comment is attached is printed, or any subsequent qualifying order line preceding the comment line is printed.

If you delete the stocked line to which a comment is attached and insert other lines, the comment line will be attached to the next stocked line between the deleted stock line and the comment. If a stocked line does not exist, the comment will remain unattached.
Warehouse Enter the warehouse from which you will ship the stock.

See Restrictions and limits in Notes and warnings
Stock code Enter the stock code of the item being ordered.
Description This indicates the description for the item.
Order qty Enter the quantity of the stock item ordered by the customer.
Ship qty Enter the quantity of the item to be delivered.
BO qty Enter the portion of the customer's order quantity that is not available to be shipped or reserved.
Supply request Select this to indicate what action to take when there is insufficient stock.
Price code override Select this to change the default price code displayed.
Price code Enter a price code.
Price override Select this to change the default price displayed.
Price Enter the price of the item.
Price uom Enter the pricing unit of measure.
Net value The net value for the line is displayed in this field.

Order Information

Field Description
Split commissions Indicates which salespersons were involved with the order and the commission percentages applicable to each.
Salesperson 1 Enter the salesperson to whom you want to assign a percentage of the commission.
Commission %1 Assign commission to the salesperson responsible for the sale.
Salesperson 2 Enter the 2nd salesperson to whom you want to assign a percentage of the commission.
Commission %2 Assign commission to the salesperson responsible for the sale.
Salesperson 3 Enter the 3rd salesperson to whom you want to assign a percentage of the commission.
Commission %3 Assign commission to the salesperson responsible for the sale.
Salesperson 4 Enter the 4th salesperson to whom you want to assign a percentage of the commission.
Commission %4 Assign commission to the salesperson responsible for the sale.
Order Comments Uses the Notepad Editor program to add free format notes to the order.

Invoice Totals

Field Description
Calculate Invoice Totals Refreshes the order totals.
Order Totals  
Order value Indicates the total value of the order, after discounts and including tax.
Order tax Indicates the total value of tax for the outstanding order value.
Order total Indicates the total outstanding order value.
Invoice tax Indicates the total value of tax for the outstanding invoice value.
Invoice total Indicates the total outstanding invoice value.
Currency of order Indicates the currency in which the order was captured.
Hash totals  
Merchandise value Indicates the total value of merchandise items, including non-stocked items, for the order.
Hash quantity Indicates the total quantity of merchandise items, including non-stocked items, for the order.
Volume Indicates the total volume of merchandise items, including non-stocked items, for the order.
Mass Indicates the total mass of merchandise items, including non-stocked items, for the order.

Recent Purchases

This displays a list of the customer's recent purchases (only applicable to customers where the customer/stock code cross reference option is enabled (AR Customer Maintenance).

Field Description
Refresh Populates the list view with the details of recent purchases for the customer.
Insert as Order Lines Adds the line currently highlighted into the order.
Clear Removes all lines displayed in the list view.

SO Template

This enables you to view sales order templates currently defined.

Field Description
Type
Option Description
General template Use a general template.
Customer template Use the template for the current customer.
Template Enter the code of the general template you want to display.
Insert Lines Add all lines with a quantity greater than zero to the quote.

Recent Sales Orders

This pane displays information on sales orders recently processed for the selected customer. The listview in this pane displays the last 10 orders captured (according to entry date) for the current customer.

Notes and warnings

Restrictions and limits

  • Unlike in Sales Order Entry, the Warehouse cannot be changed once a line is added. The line must be deleted and recaptured with the required warehouse together with the lots, bins and serials where applicable.

Intrastat considerations

  • Delivery Terms and Shipping Location's can only be captured if:

    • a valid Nationality code has been entered, and EC Vat is in force, or

    • the option to Capture delivery terms for non EC members is enabled in the Admin Tax Options program.

  • The Delivery Terms and Shipping Location defaults defined in AP Supplier Maintenance and AR Customer Maintenance take precedence over those defined in the Admin Tax Options program.

  • To reflect the Delivery Terms and Shipping Location on sales order and purchase order documents, ensure that these fields are enabled in the document format setup programs (only available with Word and SRS document printing).

  • Delivery terms are maintained using the Browse on Intrastat Delivery Terms program.

  • Shipping locations are maintained using the Intrastat Shipping Location Maintenance program.

  • Nature of transaction codes are maintained using the Browse on Intrastat Transaction Nature program.

eSignature considerations

Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.

Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the Electronic Signatures program.

eSignature Transaction Description
SO Add sales order

Controls access to the New Order and Order Entry functions for Orders in the Sales Order Entry and Sales Order Entry Express programs.
SO Add credit note

Controls access to the New Order and Order Entry functions for Credit Notes in the Sales Order Entry and Sales Order Entry Express programs.
SO Add supply chain transfer

Controls access to the New Order and Order Entry functions for Supply Chain Transfers in the Sales Order Entry and Sales Order Entry Express programs.
SO Change sales order

Controls access to the maintenance of sales orders in the Sales Order Entry and Sales Order Entry Express programs.
SO Cancel sales order

Controls access to the Cancel Order function in the Sales Order Entry and Sales Order Entry Express programs.
SO Print sales order

Controls access to the Print functions in the Sales Order Entry and Sales Order Entry Express programs.
SO Copy sales order

Controls access to the Copy function in the Sales Order Entry and Sales Order Entry Express programs.
SO Change sales order status

Controls access to the Order Status field and function in the Sales Order Entry and Sales Order Entry Express programs.

This applies to manually changing a sales order status using the Sales Order Entry program. It does not apply when the system changes the status such as placing a sales order into suspense following a credit limit check.
SO Cash drawer

Controls access to the Cash Drawer function in the Sales Order Entry and Sales Order Entry Express programs.
SO Add sales order merchandise line

Controls access to the Enter Stocked Line and Enter Non-stocked Line functions in the Sales Order Entry and Sales Order Entry Express programs.
SO Change sales order merchandise line

Controls access to the maintenance of merchandise lines in the SO Entry, Inventory Demand Review and SO Entry Express programs.
SO Cancel sales order line

Controls access to the Cancel Line function in the Sales Order Entry and Sales Order Entry Express programs.

This eSignature together with the %LoadsExist condition can be used to prevent operators from cancelling sales order lines against which Load Planning delivery loads exist.
SO Insert sales order line

Controls access to the Insert Before Line and Add to End functions in the Sales Order Entry and Sales Order Entry Express programs.
SO Add sales order non-merchandise line

Controls access to the addition of non-merchandise lines in the Sales Order Entry and Sales Order Entry Express programs.
SO Change sales order non-merchandise line

Controls access to the maintenance of non-merchandise lines in the Sales Order Entry and Sales Order Entry Express programs.

Facilities not currently supported

  • Custom Forms for non-merchandise lines.

Saving order details

  • Order details are not saved as each order line is entered, but at the end of capturing the order when you select one of the Save Order icons. Lots, bins and serials are not allocated or reserved until the order is saved.

Adding sales order notes

  • You need to save the order before you can add sales order notes (notes can only be assigned against an existing order number). Alternatively, you can select the Assign Order Number function to assign an order number prior to entering any lines. This will allow you to capture sales order notes without having to end and then maintain the order.

Global Trade Promotions

  • If you have defined trade promotions and:

    • the customer is defined as a trade promotions customer
    • a global promotion exists which applies to the sale order
    • you have not selected to automatically apply global promotions

    then you need to select the relevant global promotion on saving the order.

  • If you selected to automatically apply global promotions then the promotions will be applied when the order is saved.

Associated products promotion levels

  • Discounts for the associated products are applied at the end of the order if the promotion level is reached.

  • The promotion discount for the associated product line is calculated as a percentage of the line value.

    • If the total associated products level is not greater than the promotion level, then the promotion discount is added to the total promotion discount.

    • If the total associated products level is greater than the promotion level, then a portion of the discount corresponding to the remaining level is added.

    Example of a promotion of 20 associated products in an order receiving a 10% discount:

    Order line Line value Discount
    1 (10 associated products used) 1000 100 (discount calculated on the total value of the items)
    2 (5 associated products used) 500 50 (discount calculated on the total value of the items)
        5 remaining items out of 20 applicable for promotion
    3 (10 associated products used) 1000 25 (discount calculated on the portion of the remaining 5 items)

  • When the promotion level has been reached, or all lines on the order have been processed, then a miscellaneous line is added to the grid displaying the description of the promotion and the discount amount.

Limiting budgets

  • If an order is cancelled, deleted or changed and the allocated amount falls below the budget amount, the promotion will automatically be reactivated. This only applies if the Reactivate promotion when limit utilization reduced trade promotions setup option is enabled.

  • If a promotion limit is exceeded during an order creation, the promotion will still be applied for that order. This only applies if the Apply promotion if limit will be exceeded trade promotions setup option is enabled.

Activity considerations

Activity Description
SO Order Entry - re-qualify Trade Promotions Controls whether an operator can use the Sales Order Entry or Sales Order Entry Express program to apply a newly-created trade promotion (Promotion Code Maintenance) to an existing sales order.
SO Create order with no lines Controls whether an operator can select the Create Order function from the Sales Order Entry program (and the Assign Order Number function from the Sales Order Entry Express program) to create a sales order with no order lines (i.e. to create a sales order header only).

Inserting Application Help

You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.

Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.

  1. Open the program for which you want to insert application help into a customized pane.

    This functionality is only available for a program that has panes.

  2. Right-click any form field.

    You can also click the triangle menu icon that appears in the title area of a pane.

  3. Select Insert Application Help from the context-sensitive menu.

    The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.

Removing the Application Help pane

If you no longer want to display application help in a pane for your current program, you can simply remove it.

  1. Select the Close icon in the right-hand corner of the application help pane.

  2. Confirm that you want to delete the pane.