Sage Accpac OE User Guide

.
SAGE ACCPAC
Sage Accpac ERP
Order Entry 5.5A

User Guide
Sage Accpac International, Inc. Confidential
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Contents
Chapter 1: Introducing the User Guide

HowtoUseThisGuide ......................................................... 11
TheGettingStartedManual ..................................................... 12
WhereToNow? ................................................................ 13
Chapter 2: What You Need to Know Before Using

Order Entry
OverviewofOrderEntryProcessing ............................................. 22
TransactionProcessing.......................................................... 22
Orders,Shipments,andInvoices ............................................. 25
SalesOrderIntegrationwithProjectandJobCosting ........................... 27
ProcessingOrdersandQuotes ................................................... 27
EnteringOrderandCustomerInformation .................................... 29
UsingOrderEntryTemplates ............................................... 219
ProcessingDifferentOrderTypes ........................................... 220
ChangingOrderInformation
............................................... 223
EnteringOrderDetails ..................................................... 223

UsingKitsinOrderEntry
.................................................. 236
CalculatingSalesTaxesandEditingTaxInformation.......................... 237
EnteringOptionalFieldInformation......................................... 240
EnteringSalesSplitInformation............................................. 240
EnteringExchangeRateInformation
EnteringPrepayments
........................................ 241
..................................................... 241
VerifyingOrderTotals ..................................................... 243

PostingOrders ............................................................ 247
User Guide
Sage Software Confidential
iii
PostingQuotesorOrderswithOptionalFields............................... 249
PostingJobRelatedQuotesandOrders
.....................................
249
PrintingQuotes,OrderConfirmations,PickingSlips,andInvoices ............. 249

DeletingOrders ........................................................... 253
CreatingNewOrdersfromExistingOrders.................................. 254
ProcessingShipments ......................................................... 254
ShippingEntireOrders .................................................... 257
CreatingPartialShipments ................................................. 258
VerifyingShipmentTotals
PostingShipments
.................................................
258
........................................................
260
CompletingOrders ........................................................ 261

ProcessingInvoices
...........................................................
EnteringInvoices
.........................................................
VerifyingInvoiceTotals
...................................................
263
263
265
EditingPaymentTerms .................................................... 267

PostingInvoices
..........................................................
267
PrintingInvoices .......................................................... 268

PrintingShippingLabels................................................... 269
ProcessingCreditNotesandDebitNotes
EnteringanInvoiceNumber
.......................................
270
...............................................
271
CompletingCreditNotesandDebitNotes ................................... 272

VerifyingCreditNoteandDebitNoteTotals
................................
275
PostingCreditNotesandDebitNotes ....................................... 276

PrintingCreditNotesandDebitNotes ...................................... 277
DayEndProcessing ........................................................... 278
TasksPerformedbyDayEndProcessing .................................... 279
WhattoDoBeforeRunningDayEndProcessing ............................. 280
BatchesCreatedinAccountsReceivable......................................... 281
JournalEntriesGeneratedbyPostedTransactions................................ 282
Shipments ................................................................ 283
Invoices .................................................................. 284
UnconsolidatedDetailsonA/RInvoicesforJobRelatedOrderDetailsand
OrderDetailswithOptionalFields ...................................... 285
iv
Sage Accpac Order Entry
EntriesforKittingItemsonA/RInvoices..................................... 286
Prepayments .............................................................. 286
CreditNotesandDebitNotes ............................................... 287
JobRelatedTransactionEntries ............................................. 288
ReportingOrderEntryData .................................................... 291
ViewingData
............................................................. 291
PrintingReports ........................................................... 292

PrintingForms ............................................................ 293
ClearingHistoricalData
....................................................... 293
UsingOrderEntrywithOtherSageAccpacPrograms
............................ 295
AccountsReceivable ....................................................... 295

GeneralLedger ............................................................ 296
InventoryControl
......................................................... 296
PurchaseOrders ........................................................... 297

ProjectandJobCosting
.................................................... 297
WhereToNow? ............................................................... 299
Chapter 3: Maintaining Setup Information

IconsUsedforMaintainingSetupInformation
SetupMaintenance
.................................... 32
......................................................... 32
SetupReports .............................................................. 33
ChangingOrderEntryOptions .................................................. 33
ChangingCompanyOptions
................................................ 34
ChangingProcessingOptions ................................................ 34
ChangingDocumentNumbering
ChangingAgingPeriods
........................................... 310
................................................... 310
AfterChangingOptions .................................................... 310

ChangingG/LIntegrationOptions .............................................. 311
ChangingOptionsontheIntegrationTab .................................... 312
ChangingOptionsontheTransactionsTab
.................................. 314

Adding,Editing,andDeletingTemplates ........................................ 316
User Guide
AddingaTemplate ........................................................ 317

EditingaTemplate ........................................................ 317
DeletingaTemplate ....................................................... 318
AfterChangingTemplates ................................................. 318
Adding,Editing,andDeletingMiscellaneousCharges ................................ 318
UsingMiscellaneousChargeswithProjectandJobCosting
...................
319
AddingaMiscellaneousChargeRecord ..................................... 320

EditingaMiscellaneousChargeRecord
.....................................
321
DeletingaMiscellaneousChargeRecord .................................... 321

AfterChangingMiscellaneousChargeRecords
Adding,Editing,andDeletingShipViaCodes
..............................
322
..................................
322
AddingaShipViaCode ................................................... 322

EditingaShipViaCode
...................................................
323
DeletingaShipViaCode .................................................. 324

AfterChangingShipViaCodes
............................................
324
AddingandEditingEmailMessages ........................................... 324

AddingEmailMessages
..................................................
325
EditingEmailMessages ................................................... 325

AfterChangingEmailMessages
...........................................
326
Adding,Editing,andDeletingOptionalFields................................... 326
AddingOptionalFields .................................................... 326
EditingOptionalFields .................................................... 327
DeletingOptionalFields ................................................... 327
AfterChangingOptionalFields
............................................
ImportingandExportingSetupRecords
........................................
328
328
Chapter 4: Processing Orders, Shipments,

and Invoices
IconsUsedtoProcessOrders,Shipments,andInvoices ............................ 43
UsingtheOrderEntryForm
....................................................
45
AddingandEditingOrders ................................................. 48
PaymentTerms ........................................................... 425
vi
EditingTaxInformation .................................................... 426

EditingOptionalFieldsforO/ETransactions ................................. 429
PostingOrderswithOptionalFields ......................................... 431
EditingSalesAllocations ................................................... 431
EditingExchangeRates
.................................................... 432
EnteringOrderPrepayments
............................................... 434

AuthorizingCredit
........................................................ 438
UsingtheNewContractWizardforJobRelatedQuotes ....................... 439

CopyingExistingOrderstoNewOrders ..................................... 440
AssigningOptionalFieldsintheCopyOrdersForm
ViewingCurrentOrders
.......................... 443
................................................... 444
UsingtheShipmentEntryForm
................................................ 445
AddingandEditingShipments
............................................. 446
VerifyingShipmentTotals .................................................. 451

PostingShipmentswithOptionalFields
UsingtheInvoiceEntryForm
EditingPaymentTerms
..................................... 453
.................................................. 454
.................................................... 458
EnteringInvoicePrepayments .............................................. 459

VerifyingInvoiceTotals .................................................... 462
PostingInvoiceswithOptionalFields
....................................... 463
PrintingPostingJournals....................................................... 464
PrintingQuotes ............................................................... 466
PrintingaSingleQuoteImmediatelyafterPosting ............................ 467
PrintingaRangeofQuotesafterPosting ..................................... 468
PrintingOrderConfirmations
.................................................. 470
PrintingaSingleOrderConfirmationImmediatelyafterPosting
PrintingConfirmationsforaRangeofOrders
............... 471
................................ 473
PrintingPickingSlips .......................................................... 475

PrintingShippingLabels ....................................................... 478
PrintingInvoices .............................................................. 479
PrintingaSingleInvoiceImmediatelyafterPosting ........................... 480
PrintingaRangeofInvoicesafterPosting .................................... 482
User Guide
vii
UsingtheCurrentOrdersInquiryandPendingShipmentInquiryForms ........... 484

LookingUpCurrentOrders ................................................ 484
LookingUpPendingShipments ............................................ 486
UsingtheSalesStatistics,SalespersonInquiry,andSalesHistoryForms ............ 488
ViewingSalesStatistics .................................................... 488
ViewingSalespersonStatistics .............................................. 489
ViewingSalesHistory ..................................................... 491
Adding,Editing,andDeletingSalesStatistics ................................ 492
ImportingandExportingOrderInformation
....................................
492
ImportingOrdersandShipments ........................................... 492

ExportingOrders,Shipments,andInvoices .................................. 493
Chapter 5: Processing Credit Notes and Debit Notes

IconsUsedtoProcessCreditNotesandDebitNotes ................................. 52
UsingtheCredit/DebitNoteEntryForm ......................................... 53
EnteringInvoiceandCustomerInformation .................................. 54
EditingDetailInformation .................................................. 57
EditingTaxInformation
....................................................
59
EditingExchangeRates .................................................... 512

VerifyingCreditNoteandDebitNoteTotals
................................
513
PostingCredit/DebitNoteswithOptionalFields ............................. 514

PrintingCredit/DebitNotePostingJournals ..................................... 515
PrintingCreditNotesandDebitNotes .......................................... 517
ImportingCreditNoteandDebitNoteInformation .............................. 519
Chapter 6: Periodic Processing

DayEndProcessing ............................................................ 62
CreatingGeneralLedgerBatchesandPostingA/RBatchesinAccountsReceivable ... 63
PrintingPeriodicReports ....................................................... 66
ClearingHistory ............................................................... 67
viii
Chapter 7: Reports
StandardReportFeatures
....................................................... 71
PrintingReports................................................................ 72
AgedOrders ................................................................... 73
CreditNotesandDebitNotes
EmailMessages
G/LIntegration
................................................... 75
............................................................... 76
................................................................ 77
G/LTransactions ............................................................... 77
InvoiceAction
................................................................. 79
Invoices ...................................................................... 710

MiscellaneousCharges......................................................... 712
Options
...................................................................... 713
OptionalFields................................................................ 714
OrderAction.................................................................. 714
OrderConfirmations
.......................................................... 715
PickingSlips .................................................................. 717

PostingJournals ............................................................... 720
Quotes
....................................................................... 721
SalesHistory .................................................................. 723

SalesStatistics................................................................. 724
SalespersonCommissions ...................................................... 724
ShipViaCodes
............................................................... 725
ShippingLabels ............................................................... 725

Templates
.................................................................... 726
TransactionList ............................................................... 727
Appendix A: Errors, Warnings, and Confirmations

UsingOnlineMessageHelp .................................................... A1
User Guide
ix
Appendix B: Importing and Exporting

ImportingandExportingDataTipsandReminders
............................ B2
ImportingRecords ......................................................... B2
ImportOptions
............................................................ B2
ErrorsDuringImporting .................................................... B4
ExportingfromRecordswithMultipleRecordTypes .......................... B4
SelectingExportRecords.................................................... B5
O/EImportandExportData .................................................... B6
MiscellaneousCharges
..................................................... B6
OrdersandInvoices ........................................................ B7
CreditNotes ............................................................... B7
Appendix C: Order Entry Security

PermissionsandRights ......................................................... C1
Appendix D: Technical Information

CreatingMacrosforOrderEntry ................................................D1
VisualBasicSampleMacro ..................................................D1
MultiuserConsiderations .......................................................D3
GlobalLocking
............................................................D4
MultiuserDataProtection...................................................D5
Index
OEUG-1.doc, printed on 3/12/2008, at 2:01:46 PM. Last saved on 6/23/2006 3:53:00 PM.
ThischapterintroducesyoutotheOrderEntryUserGuide.TheUser
GuidecontainsanoverviewofOrderEntryprocessingaswellas
detailedinformationaboutthedaytodayandperiodicoperationsof
OrderEntry.
How to Use This Guide

TheOrderEntryUserGuidecontainsthefollowingchapters:
Chapter 2, What You Need to Know Before Using Order Entry,
containsgeneralinformationabouthowOrderEntryprocesses
order,shipment,invoice,debitnote,andcreditnotetransactions.
Thechapterdiscusseshowyouenter,post,andreviewtransactions,
anditdescribeshowtousevariousOrderEntryreportsandcarry
outthedayendandperiodictasksandproceduresthatarepartof
yournormalroutine.
Chapter 3, Maintaining Setup Information,describesthetasks
involvedinchangingOrderEntryoptionsandaddingand
maintainingtherecordsyouneedtosetupanduseOrderEntry.
Chapter 4, Processing Orders, Shipments, and Invoices,describes
thetasksinvolvedinentering,posting,andreportingorders,
shipments,andinvoicesinyourOrderEntrysystem.
Chapter 5, Processing Credit Notes and Debit Notes,describesthe
tasksinvolvedinentering,posting,andreportingdebitnotesand
creditnotesinyourOrderEntrysystem.
Chapter 6, Periodic Processing, describesthetasksthatarepartof
processingyourtransactionsandkeepingyourorderentrysystem
updated,includingrunningdayendprocessingandclearinghistory.
User Guide
11
Introduction
Chapter 1
Introducing the User Guide
The Getting Started Manual
Chapter 7, Reports,describesthefeaturesofOrderEntryreports,
journals,forms,andlistings.Theinformationforeachreport
includesadescriptionofitspurposeandinstructionsonwhenand
howtoprintit.
Appendix A, Error Messages,describesthemessagesyoumay
encounterwhileusingOrderEntry,andexplainshowtorespondto
them.
Appendix B, Importing and Exporting,describestheOrderEntry
datayoucanimportandexport,andcontainstipsonhowtoselect
dataforimportingorexporting.
Appendix C, Order Entry Security,listsanddescribestheOrder
Entrytaskgroupstowhichyoucangrantorrestrictaccess.
Appendix D, Technical Information,providesinformationformacro
developersandforadministratorsofmultiuserenvironments,
includingdescriptionsoftherecordaccesstypesusedtoprotectdata
inamultiuserenvironment.
TheIndexcontainsanalphabeticallistingoftopicsinthisguide,
withcorrespondingpagenumberreferences.
The Getting Started Manual

TheOrderEntrydocumentationincludesthisUserGuideandthe
OrderEntryGettingStartedmanual.
TheOrderEntryGettingStartedmanualintroducestheOrderEntry
program.Itprovidesanoverviewthatwillhelpyoumakebestuse
oftheprogramspowerfulfeatures,andthenstepsyouthrough
startingandsettingupyourownOrderEntrysystem.Theappendix
providesinstructionsforprintingtheOrderEntrySetupChecklist
thatyoucanusewhilesettinguptheprogram.
12
Where To Now?
InstalltheSageAccpacSystemManager,AccountsReceivable,
InventoryControl,andOrderEntryprogramsonyourcomputer,
followingtheinstructionsintheSystemManagerAdministratorGuide.
OnceyoucreateyourOrderEntrysystemandarereadytobegin
usingOrderEntryfordaytodayoperations,readChapter2inthis
guide,WhatYouNeedtoKnowBeforeUsingOrderEntry,foran
overviewofOrderEntryprocessing.
Refertotheremainingchaptersinthisguideforinformationabout
usingparticularOrderEntrymaintenance,processing,andreporting
functions.
User Guide
13
Introduction
Where To Now?
OEUG-2.doc, printed on 3/18/2008, at 9:54:45 AM. Last saved on 3/18/2008 9:54:00 AM.
OverviewofOrderEntryProcessing ............................................. 22
TransactionProcessing.......................................................... 22
Orders,Shipments,andInvoices ............................................. 25
SalesOrderIntegrationwithProjectandJobCosting.
.......................... 27
ProcessingOrdersandQuotes ................................................... 27
EnteringOrderandCustomerInformation .................................... 29
FieldsandOptionsontheOrderTab
..................................... 29
FieldsandOptionsontheCustomerTab ................................. 215

ButtonsontheOrderTabandtheOrderEntryForm ...................... 217
UsingOrderEntryTemplates ............................................... 219
ProcessingDifferentOrderTypes ........................................... 220
ActiveOrders
......................................................... 220
FutureOrders ......................................................... 221

StandingOrders ....................................................... 221
Quotes ................................................................ 222
ChangingOrderInformation
............................................... 223
EnteringOrderDetails ..................................................... 223

EnteringItemDetails ................................................... 224
EnteringMiscellaneousChargeDetails
.................................. 235
JobRelatedMiscellaneousCharges ...................................... 235

UsingKitsinOrderEntry
.................................................. 236
CostofKittingItemsinJobRelatedOrders ............................... 237

CalculatingSalesTaxesandEditingTaxInformation.......................... 237
TaxesforContractsThatAreInvoicedinOrderEntry ..................... 239
EnteringOptionalFieldInformation......................................... 240
EnteringSalesSplitInformation............................................. 240
User Guide
2i
Before
Setting Up
Chapter 2
What You Need to Know
Before Using Order Entry
EnteringExchangeRateInformation ........................................ 241

EnteringPrepayments ..................................................... 241
VerifyingOrderTotals..................................................... 243
OverridingtheOrder,Shipment,orInvoiceDiscountPercentage
..........
246
PostingOrders ............................................................ 247

PostingQuotesorOrderswithOptionalFields............................... 249
PostingJobRelatedQuotesandOrders
.....................................
249
PrintingQuotes,OrderConfirmations,PickingSlips,andInvoices ............. 249

OrderConfirmations
..................................................
251
ShippingLabels ....................................................... 252

PickingSlips .......................................................... 252
DeletingOrders ........................................................... 253
CreatingNewOrdersfromExistingOrders.................................. 254
ProcessingShipments ......................................................... 254
ShippingEntireOrders .................................................... 257
CreatingPartialShipments ................................................. 258
VerifyingShipmentTotals
PostingShipments
.................................................
258
........................................................
260
PostingJobRelatedShipments
.........................................
261
CompletingOrders ........................................................ 261

ProcessingInvoices
...........................................................
EnteringInvoices
.........................................................
VerifyingInvoiceTotals
...................................................
263
263
265
EditingPaymentTerms .................................................... 267

PostingInvoices
..........................................................
267
PrintingInvoices .......................................................... 268

PrintingShippingLabels................................................... 269
ProcessingCreditNotesandDebitNotes
EnteringanInvoiceNumber
.......................................
270
...............................................
271
CompletingCreditNotesandDebitNotes ................................... 272

ItemsReturnedtoInventory/ItemsRemovedfromInventory ............. 273
DamagedItems
.......................................................
274
PriceAdjustment ...................................................... 274
2ii
VerifyingCreditNoteandDebitNoteTotals ................................. 275

PostingCreditNotesandDebitNotes
....................................... 276
DayEndProcessing
........................................................... 278
TasksPerformedbyDayEndProcessing..................................... 279
WhattoDoBeforeRunningDayEndProcessing
............................. 280
BatchesCreatedinAccountsReceivable ......................................... 281

JournalEntriesGeneratedbyPostedTransactions ................................ 282
Shipments
Invoices
................................................................ 283
.................................................................. 284
UnconsolidatedDetailsonA/RInvoicesforJobRelatedOrderDetails
andOrderDetailswithOptionalFields .................................. 285
EntriesforKittingItemsonA/RInvoices..................................... 286
Prepayments .............................................................. 286
CreditNotesandDebitNotes ............................................... 287
JobRelatedTransactionEntries ............................................. 288
ShippingandInvoicinginOrderEntry
.................................. 289
ProjectInvoicinginProjectandJobCosting
.............................. 290
ReportingOrderEntryData .................................................... 291

ViewingData
............................................................. 291
PrintingReports ........................................................... 292

PrintingForms ............................................................ 293
ClearingHistoricalData
....................................................... 293
UsingOrderEntrywithOtherSageAccpacPrograms
............................ 295
AccountsReceivable ....................................................... 295

GeneralLedger ............................................................ 296
InventoryControl
......................................................... 296
PurchaseOrders ........................................................... 297

.................................................... 297
QuotesandEstimates
.................................................. 298
MiscellaneousCharges ................................................. 298

WhereToNow? ............................................................... 299
User Guide
2iii
Before
Setting Up
PrintingCreditNotesandDebitNotes....................................... 277
ThischaptercontainsgeneralinformationabouthowOrderEntry
processesorder,shipment,invoice,debitnote,andcreditnote
transactions.
Thechapterdiscusseshowyouenter,post,andreviewtransactions,
anditdescribeshowtousevariousOrderEntryreportsandcarry
outthedayendandperiodictasksandproceduresthatarepartof
yournormalroutine.
FordetailsonusingOrderEntryformsseethefollowingchapters:
Chapter3,MaintainingSetupInformation.
Chapter4,ProcessingOrders,Shipments,andInvoices.
Chapter5,ProcessingCreditNotesandDebitNotes.
Chapter6,PeriodicProcessing.
Chapter7,Reports.
Forinformationaboutsettingupanorderentrysystemandadding
records,seeChapters2and3oftheGettingStartedmanual.
ThechartonthenextpageoutlinesthestepsinanormalOrder
Entryprocessingcycle.
User Guide
21
Before
Setting Up
Chapter 2
What You Need to Know
Before Using Order Entry
Overview of Order Entry Processing
Overview of Order Entry Processing

Process daily
transactions
Create general
ledger batches
Run day-end
processing
Enter and post orders
Print order confirmations, picking slips
Enter shipped quantities, and post shipments
Print shipping labels
Enter, post, and print invoices
Enter, post, and print credit notes and debit notes
If you create general ledger transactions for posted shipments using

the Create Batch icon, print the G/L Transactions report
Use the Create Batch icon to create the general ledger batch
Check data integrity and make a backup copy of the data
Run day-end processing in Inventory Control
Print and file Order Entry posting journals
Post the batches created in Accounts Receivable
In Accounts Receivable, create transaction batches for your general ledger
Post G/L batches in Sage Accpac G/L or in another general ledger
Update Order
Entry records
As needed:
Print transaction lists and order reports: order and invoice action, aged
orders, sales history, sales statistics, and salesperson commissions
Clear order history, transaction history, statistics, salesperson

commission data, and printed posting journals
Add new records and make changes to existing records
Transaction Processing
Thissectionpresentsabriefoverviewofhowposting,dayend
processing,andaudittrailsrelatetotransactionprocessinginOrder
Entry.ThetypesoftransactionsinOrderEntryareorders,
22
shipments,invoices,debitnotes,andcreditnotes.(Quotesare
enteredasordertransactions.)
OrderEntryusesonlinetransactionprocessingratherthanbatch
processing.Thismeansthatyouposteachtransactionwhenyou
enterit.
Posting updates
quantities
Whenyouposttransactions,OrderEntryimmediatelyupdatesitem
quantitiesinInventoryControlsoyoualwaysknowyourinventory
levels.
Posting can also

update costs
IfyouusetheInventoryControloptiontocostitemsonposting,
postingalsoupdatesitemcosts.
Posting can also

create and post
G/L and A/R
transactions
YoucanalsochoosetocreateGeneralLedgerEntriesandPost
AccountsReceivablebatcheswhenyoupostOrderEntry
transactions,whenyourunDayEndProcessing,orusingtheCreate
Batchicon.
Before
Setting Up
Online posting
So,dependingonyoursettingsinInventoryControlandinOrder
Entry,youmaybeupdatingquantities,updatingcosting,andeven
creatingandoptionallypostingtransactionbatchesforG/Land
A/R.
Note: Thesechoicescanhavealargeimpactonthespeedof
processingtransactionsinOrderEntryandonthenumberof
AccountsReceivablebatchesthatOrderEntryproduces.
Ifyouareprocessingalargevolumeoforders,youshould
choosetheInventoryControloptionstocreatesubledger
transactionsduringdayendprocessingorusetheCreate
BatchicontocreateG/LbatchesandpostbatchesinA/R.
Youwillalsoimprovepostingspeedbycostinginventoryat
dayend,insteadofduringposting.
PostingdoesnotupdatestatisticalinformationinOrderEntry.
User Guide
23
Day-end updates
everything else
YoumustrunDayEndProcessinginInventoryControlto:
UpdateOrderEntrysalesstatistics.
Updatesalescommissions.
Updateauditinformation(unlessyouchoosetheoptioninI/Cto
createsubledgertransactionsandauditinformationduring
posting).
CreatebatchesofAccountsReceivablesummaryinvoices,debit
notes,andcreditnotes.
Inaddition,DayEndProcessingupdatesitemandsalesstatistics,
andauditinformationinInventoryControlwiththeposted
transactions.IfyouusetheInventoryControloptiontocostitems
andcreatetransactionsduringdayendprocessing,italsocostsitems
andmaycreateG/Ltransactionsforinventory.
Ifnecessary,youcanrunDayEndProcessingseveraltimesadayto
keepthisinformationmorecurrent.
Transaction lists
Youcanprintsummaryordetaillistingsofallorders,shipments,
invoices,debitnotes,andcreditnotesuntilthetransactionsaredeleted
fromtheOrderEntryprogram.
Keeping
transaction history
IfyouselecttheKeepTransactionHistoryoptionontheOrderEntry
Optionsform,theprogramwillkeepthisinformationuntilyou
removeitusingtheClearHistoryform.Youcanprinttransaction
listsandreprintinvoices,debitnotes,andcreditnotesuntil
youclearthetransactionhistory.
If you do not keep

history, day-end
removes
completed
transactions
Ifyoudonotkeeptransactionhistory,OrderEntrywill
automaticallydeletecompletedtransactionswhenyourunDayEnd
Processing.OrderEntryconsidersthefollowingtransactionstobe
completed:
24
OrderswithaCompletedstatus.
Invoices,creditnotes,anddebitnotesthatyouhaveprinted.
Posting journals
(the audit trail)
Youcanprintpostingjournalsforshipments,invoices,debitnotes,
andcreditnotesafterrunningDayEndProcessinginInventory
Control.Youcankeeppostingjournalsuntilyouremovethe
informationusingtheClearHistoryform.However,youcannot
removetheinformationforaparticulardayendsequenceuntilyou
haveprintedthepostingjournals.
Day-end
processing
FormoreinformationabouttheTransactionListsandPosting
Journals,seeChapter7,Reports.Forinformationaboutdayend
processing,seethesectionDayEndProcessing,laterinthis
chapter.SeealsoChapter6,DayEndandPeriodicProcessing,in
theInventoryControlUserGuide.
Orders, Shipments, and Invoices

OrderprocessingisseparatedintothreeseparatefunctionsinSage
AccpacOrderEntry:OrderEntry,ShipmentEntry,andInvoice
Entry.
TheO/ETransactionsfolderprovidesthefollowingiconsfor
enteringorders,shipments,andinvoices:
Asthenamesoftheformssuggest,youuse:
OrderEntrytoenterordersandquotes(althoughyoucanalso
recordshipmentsontheorderandgenerateaninvoice).
ShipmentEntrytorecordtheshipmentofitemsforpreviously
enteredordersandtoaddmiscellaneouschargestoexisting
orders.
User Guide
25
Before
Setting Up
Thismeansthat,ifyoudonotkeephistory,youcannotprinta
transactionlistforcompletedordersorshipments,orforprinted
invoices,debitnotes,andcreditnotesafteryourunDayEnd
Processing.
Youcanalsoenternewcustomershipmentsthatarenotbased
onorders,aswellasenterpaymentsandgenerateinvoices
(therebyeliminatingtheorderentryphase).
TheShipmentEntryformprovidesefficient,onesteporder
processing.
Assign security
separately to
each form
InvoiceEntrytoprocessinvoicesforshipments.
Youcanassignsecurityauthorizationseparatelytoeachform,so
orderentrystaffuseonlytheOrderEntryform,shippingstaffuse
onlytheShipmentEntryform,andaccountsreceivablestaffuseonly
theInvoiceEntryform.
WhenyouenterthenumberofanorderontheShipmentEntryform,
theprogramtransfersthedetailsfromtheordertotheshipment.
WhenyouspecifyashipmentnumberontheInvoiceEntryform,the
detailsfromtheshipmentaretransferredtotheinvoice.
Quotes are saved

for reuse
QuotesthatyouconverttoordersusingtheOrderEntryformare
savedforreuseuntilyoucleartransactionsusingtheClearHistory
form.Youcanconvertquotesoneatatime,andyoucanconvert
multiplequotesforacustomertoasingleorder.
Youcanshipmultipleorderswithoneshipmententry,andyoucan
invoicemultipleshipmentsononeinvoice.Youcandeleteitem
detaillinesfromtheShipmentEntryandInvoiceEntryforms,but
youcanaddnewitemdetailsonlyontheOrderEntryform.
Theinformationcompiledfororders,shipments,andinvoices
includes:
26
Orderandcustomerinformation.
Detailinformationforinventoryitemsandmiscellaneous
charges.
Optionalfieldinformationforthetransaction.
Salessplitinformation.
Exchangeratesforordersandinvoices.
Processing Orders and Quotes
Transactiontaxesandtotals.
Forinformationonshippingorders,seeProcessingShipments,
andforinformationonproducinginvoices,seeProcessing
Invoices,laterinthischapter.
Fordetailedinstructionsonenteringorders,shipments,and
invoices,seeChapter4,ProcessingOrders,Shipments,and
Invoices,inthisguide.
Sales Order Integration with Project and Job Costing

OrderEntryalsoletsyoucreatequotesandenterordersthatspecify
thejobsfromtheProjectandJobCostingmoduletowhicheach
orderdetailapplies.
Orderscanlistitemsfrominventoryusedonthejobandtheycanlist
miscellaneouscharges,whichcanbelabor,subcontractingcharges,
orchargessuchasshippingandhandling.
YoucaninvoicejobrelatedordersdirectlyfromOrderEntry,or,if
youhavelengthyorcomplexprojects,youcanprocessbillingsin
ProjectandJobCosting.
FullintegrationwithProjectandJobCostingletsyouenter
additionalcoststhroughAccountsPayableandmanuallyenter
invoicesinAccountsReceivable.

YouusetheOrderEntryformtoaddnewordersandquotestoyour
OrderEntrysystem,andyoucanuseittoaddshipmentinformation,
enterprepayments,andcreateinvoicesforshippedgoods.
Youcanalsouseittoreviewpostedorders,andtodrilldowntoany
shipments,invoices,andcredit/debitnotesassociatedwiththeorder.
User Guide
27
Before
Setting Up
Forinformationonaddinganorder,seethenextsection,Processing
Orders.
Onceyouhavepostedorders,youcanusetheCopyOrdersformto
createaneworderfromanexistingorderorarangeoforders.For
moreinformationabouttheCopyOrdersform,seeCreatingNew
OrdersfromExistingOrders,laterinthischapter.
Note: Youcanalsoprocessshipmentsandinvoiceswithout
addingordersfirst.Forinformation,seeProcessing
Shipments,laterinthischapter.
Alsonotethefollowingpointsregardinginformationonorders:
Different types of
discounts on
orders and
invoices
Job-related orders
28
Anorderincludesthecodeforpaymentterms.Itcanalso
includeanorderdiscountpercentoramount,ordiscount
percentsoramountonlineitems.However,itwillnotinclude
earlypaymentdiscountinformationorduedatesforpayments
becausethepaymentschedulesandpaymentdiscount
informationareavailableonlyoninvoices.
Youcanenteranynumberofprepaymentswithanorder.You
canalsoenterprepaymentsontheShipmentEntryform,and
applyaprepaymenttoaninvoiceintheInvoiceEntryform.
ForordersthatapplytoprojectsintheProjectandJobCosting
module:
IfanorderorquoteappliestocontractsmaintainedintheProject
andJobCostingmodule,alldetaillinesmustbejobrelated.
Ifyouarecreatingajobrelatedquote,youcanusethenew
ContractWizardtocreateanewcontractinPJC.
JobrelatedquotesmustrefertoprojectswithanEstimate
projectstatus.OrderEntrychangestheprojectstatustoOpen
whenyouconvertquotestoactiveorders.
YoucaninvoicejobrelatedordersinOrderEntry,oryoucan
andmanagethebillingandinvoicingintheProjectandJob
Costingmodule.(ThisiscalledProjectInvoicing.)
Online Help
ForinformationonanyofthefieldswhileusingtheOrderEntry
form,pressF1,andthenchoosetheFieldListbuttonfromthe
onlineHelpwindowthatappears.
Before
Setting Up
Entering Order and Customer Information

Theinformationinthissectionispresentedintheorderinwhich
youenteritintheOrderEntryform.
Fields are
described in this
section only
Note: BecausemanyofthesefieldsarecommontotheOrder
Entry,ShipmentEntry,andInvoiceEntryforms,theyare
explainedonlyinthissection.
Fields and Options on the Order Tab

Foreachtransaction,youenterthefollowinginformation:
Order Number (anumberthatisusuallyassignedbythe

program,althoughyoucanenteranumberofyourchoice).
Customer Number(thenumberyouusetoidentifythe
customer).
WhenyouselectacustomernumberfromAccountsReceivable,
OrderEntrydisplaysthecustomertype,pricelist,territory,tax
group,terms,andsalespersonsplitfromthecustomerrecord.In
multicurrencyledgers,italsodisplaysthecustomerscurrency.
On-hold customer
IfthecustomeraccountisonholdinAccountsReceivable,a
messagewarnsyouthattheorderwillbeplacedonhold.You
needtoremovetheholdfortheorderontheOrderEntryform
orforthecustomerinAccountsReceivablebeforeyoucanship
goodsandproducetheinvoiceinOrderEntry.
Credit checks
Eachtimeyouenteranorderforacustomer,OrderEntrychecks
customercreditlimitstoseeiftheneworderwillputthe
customerovertheircreditlimit.
User Guide
29
ClicktheCreditCheckbuttonbythecustomernumbertoview
customeraccountinformation.
Ifyouchoosethecreditcheckoptioninthecustomerrecordin
AccountsReceivable,OrderEntrywillalwayscheckwhetherthe
currentpostedbalanceinAccountsReceivableexceedsthe
customerscreditlimit.
ThesettingsontheO/EOptionsProcessingtabalsoletyou
performmorecreditcheckingbasedon:
Inactive customer
or account set
Aspecificamountoverduebymorethanaparticular
numberofdays(alsospecifiedinthecustomerrecordin
AccountsReceivable).
Pending(unposted)transactionsinAccountsReceivable
includedwiththepostedA/Rbalance.
PendingtransactionsinOrderEntryincludedwiththe
postedA/Rbalance.
Pendingtransactionsinotherapplicationsthatworkwith
SageAccpacapplications(ifsupportedbytheapplications).
Ifthecustomeraccountoraccountsetisinactive,youcannot
enteranorderforthecustomer.
Ifyouwanttoaddanewcustomer,youcandoitinoneoftwo
ways:
Adding a new
customer record in
Accounts
Receivable
YoucanclicktheNewbuttonbesidetheCustomerNumber
field,thenenterthenewcustomerinformationonthefly
inAccountsReceivablebeforereturningtoOrderEntryto
finishenteringtheorder.
Adding only a
customer number
and name
YoucanalsotypeacustomernumberinOrderEntry,and
entertheremainingcustomerinformationlaterinAccounts
Receivable.
Inamulticurrencysystem,theordercurrencyissetbythe
reportingcurrencyofthetaxgroupthatyouchooseforthe
210
orderandthismustmatchthecurrencyforthecustomer
recordthatyouaddlaterinAccountsReceivable.
Before
Setting Up
Note: Wesuggestthatyoudonotusethisoptionina
multicurrencysystem,especiallyifthereporting
currenciesforcustomertaxgroupsdonotmatchyour
customerscurrencies.
YoucannotpostaninvoiceinAccountsReceivableuntilyou
addthecustomertoyourAccountsReceivablesystem.
Also,youcannotenteranorderforacustomerwithno
recordinAccountsReceivableunlessyouselectedtheoption
AllowNonexistentCustomersontheO/EOptionsform.
Order tab
Template Code(identifiesthedefaulttemplatedefinedinthe
Optionsform;youcanselectanothertemplateifyouwish,or
leavethefieldblank).Thetemplatedetermineswhichentriesare
displayedfortheordertype,FOBpoint,location,description,
reference,andcomment.
IfthecustomerrecordhasnotyetbeenaddedinAccounts
Receivable,thetemplateentriesforshipviacode,customertype,
pricelist,territory,taxgroup,currency(inamulticurrency
system),andtermsarealsodisplayed.
OrderEntryautomaticallyplacesanorderonholdifthe
templatehasanonholdstatus.
PO Number(optional).Thisnumberisprintedonthestandard
OrderEntryinvoice,andisdisplayedontheinvoicetransaction
inAccountsReceivable.
Order Date(thedateoftheorder).Thedateyouenterfora
futureorderdetermineswhenDayEndProcessingwillactivate
theorder.
Location(thecodeidentifyingtheinventorylocationfromwhich
youareshippingitemstofilltheorder).Thislocationisthe
User Guide
211
defaultlocationforthedetaillines,althoughyoucanselect
differentcodesfororderdetaillines.
Job-related quotes
Order Type(selectActive,Future,Standing,orQuote).Thetype
oforderdetermineshowtheorderisprocessed,asdescribed
laterinthischapterunderProcessingDifferentOrderTypes.
Ifyouareenteringajobrelatedquote,thequotedetailsmustbe
appliedtoprojectsthathaveanEstimateprojectstatusinProject
andJobCosting.
ClicktheContractbuttontocreateanewcontractinProjectand
JobCostingusingtheNewContractWizard.
Whenyouchangetheordertypeofajobrelatedorderfrom
QuotetoActive,theprogramwillchangetheprojectstatusofall
projectslistedintheorderdetailsfromEstimatetoOpen.
Multicurrency
Ifyouusemulticurrencyaccounting,youcanassignastanding
orderonlytoacustomerwiththesamecurrencyasthestanding
order.
ledgers
Quote expiration
date
Expiration Date.ThisfieldappearsifyouselectQuoteasthe
ordertype.Theprogramdisplaysadateusingthedefault
numberofdaysfortheexpirationofquotesthatyousetonthe
O/EOptionsform,butyoucanchangeit.
Ifyouhavenotyetusedthequoteinanorder,itisautomatically
deletedwhenyourunDayEndProcessingontheexpiration
date.
Ifyouhaveusedthequoteinanorder,youcanreusethequote
infutureorders.
Create orders from

several quotes
212
From Multiple Quotes. Youusethisoptiontocreateanorder

basedonanumberofquotes,ortoreusequotesfromwhichyou
havealreadyproducedanorder.Toaddthedetailsfrom
existingquotes,youclicktheZoombuttonbesidetheoption,
andthenusetheformthatopenstospecifythequotestoconvert
toanorder.OrderEntryinsertsthePONumberfromthefirst
quoteintheneworder.
Job Related. SelecttheJobRelatedoptionifthisorderapplies

toaprojectthatyouaremanagingusingSageAccpacProject
andJobCosting.
Youcanalsochoosethefollowingoptions:
Retainageaccounting.
Projectinvoicing.
(Seetheexplanations,below,foreachoption.)
Whenyoupostthedocument,OrderEntrywillupdatethe
contracts,projects,categories,and(ifrequired)resourcesin
ProjectandJobCostingtowhichtheitemsinthisorderapply.
Project Invoicing. Thisoptionisavailableonlyifthisisajob

relatedorder.
Ifyouselectthisoption,allofthebillingforthisorderwillbe
handledbytheProjectandJobCostingmodule.
OrderEntrywillnotcreateaninvoiceforthisorder,butwill
passallinformationtoProjectandJobCostingforittoprocess
billingsusingtheCreateBillingWorksheet.
NotethattheRetainageoptionisnotavailableifyouchoosethis
optionbecauseallinvoicing(whichincludesdetermining
retainageamounts)willbehandledbyPJC.
Retainage. Thisoptionappearsonlyifyouareenteringajob
relatedorderandhaveselectedtheRetainageAccountingoption
inyourAccountsReceivablesystem.
Retainageiswhereapercentageofthepaymentisheldbackfor
afixedperiodoftime,whenitisseparatelyinvoiced.Youselect
theRetainageoptiontoindicatethatretainageappliestothe
documentyouareentering.
User Guide
213
Before
Setting Up
Whenyouselecttheoption,additionalfieldsappearinthe
detailentrygridtoletyouenterjobrelatedinformationforeach
itemormiscellaneouschargeontheorderorquote.
WhenyouselecttheRetainageoption,aRetainagetabappears
ontheOrderEntryformwhereyouspecifyhowtoprocessthe
retainageinvoiceforthisorder.
TheRetainageoptionisnotavailableifyouchooseProject
Invoicing(whereinvoicingishandledthroughtheProjectand
JobCostingmodule).
Calc Tax. OrderEntryletsyouspecifyonindividualordersand

invoiceswhethertaxesshouldbecalculatedautomaticallyby
OrderEntryorenteredmanually.
Ifyouwishtohavetheprogramcalculatetaxautomaticallyfor
theorder/invoice,selecttheCalculateTaxoption.
Ifyouwishtoentertaxamountsmanually,donotselectthis
option.
On Hold. Selectthisfieldifyouneedtoplaceanorderonhold.
IfthecustomeraccountisonholdinAccountsReceivable,the
orderisautomaticallyplacedonhold.Youcanentertheorder
andpostit,butyoucannotshipitemsorproduceaninvoicefor
theorderuntilyouremovetheholdforthecustomerin
AccountsReceivable,orremovetheholdfromtheorderonthe
OrderEntryform.
PostinganorderthatisonholdhasnoeffectonInventory
Controlrecords.Youcannotshipanyitemsfortheorderuntil
youremovetheonholddesignationandposttheorder(and
postaninvoicefortheorder).
YoucanlisttheorderscurrentlyonholdontheOrderAction
report.
Create Invoice. Selectthisoptiontocreateaninvoicewhenyou

posttheorder/shipment.
Thischeckboxappearsonlyifyouareshippinggoodsonthe
orderoriftheorderhasmiscellaneouschargesthatyoucan
invoice.Whenyouselecttheoption,additionalfieldsappearon
214
theTotalstab,lettingyouenteraninvoicenumber,aninvoice
date,andaninvoicepostingdate.
Ship-To Location(thecodeidentifyingthecustomersshipping
address;optional).Ifyouselectanexistingshiptolocationcode
(definedinAccountsReceivable),OrderEntrydisplaystheprice
list,territory,taxgroup,andsalessplitinformationstoredforthe
shiptolocation.
Expected Ship Date(thedateonwhichyouexpecttoshipthe

order).Thedefaultdateistheorderdate.Theexpectedship
dateyouenterontheOrdertabappliestotheorderasawhole.
Youcanspecifyadifferentexpectedshipdateforeachdetailon
anorder,shipment,orinvoice.
Description(isdisplayedasthedescriptionfortheinvoicein
AccountsReceivable;optional).
Reference(optional).
Fields and Options on the Customer Tab

TheinformationonthecustomerpagecomesfromtheAccounts
Receivablerecord,butyoucanchangeithere:
Customer tab
Ship Via (identifiesthecarrierordeliverymethod;optional).

Theprogramdisplaystheshipviadescriptionfromtheshipto
locationrecord,orifnoshipviamethodisspecified,fromthe
shipviacodeintheordertemplate.Youcanspecifyadifferent
shipviamethodforeachdetailonanorder,shipment,or
invoice.
Tracking Number. Usethisfieldtoenterthetracking(or

waybill)numberfortheshipment,ifyouknowit.
Youcanalsoenteraseparatetrackingnumberwithanyorder,
shipment,orinvoicedetail,ifnecessary.
FOB Point (identifiesthelocationatwhichthecustomerbegins

payingfreightchargesontheorder;optional).
User Guide
215
Before
Setting Up
Territory (identifiesthecustomerssalesterritorycode;optional).
Customer Type (acodeidentifyingthediscountlevelforthe

customer).YoucanselectBase,A,B,C,D,orE.Baseindicates
thecustomerisnoteligibleforpricediscounts,ifthediscountis
basedoncustomertype.
Price List (thecodeidentifyingthedefaultpricelistfromwhich

pricesaredisplayedondetaillines). Youcanselectdifferent
pricelistsforindividualdetaillines.
Tax Group (thecodeidentifyingthecustomerstaxgroup).The

taxgroupdeterminesthetaxauthoritiestowhichthecustomeris
subject,andthetaxclassesthatareusedforeachauthorityto
calculatesalestax.Youcanchangethetaxclassesforindividual
detaillines.
Customer Account Set. Theaccountsetfromthecustomer

recordappearsinthisfieldasthedefault.Itspecifiesthegeneral
ledgerreceivablescontrol,paymentdiscounts,prepayment
liability,retainage,andwriteoffsaccountstowhichthe
transactionwillbedistributed.
Youcanchangetheaccountsetforaparticularorder,shipment,
invoiceorcredit/debitnote.Ifyouusemulticurrencyaccounting,
however,thenewaccountsetmustusethesamecurrencyasthe
customersaccountset.
216
Terms code (thecodeidentifyingthecustomerspayment

terms).AllpaymenttermsaredefinedinAccountsReceivable.
Due Date (appearsontheinvoiceonly,calculatedfromthe

orderorinvoicedateandthespecificationsforthetermscode).
Youcanchangethedate,ifnecessary.
Discount Date (appearsontheinvoiceonly,calculatedfromthe

orderorinvoicedateandthespecificationsforthetermscode).
Ifthetermscodeusesdiscounts,theprogramdisplaysthedate
onwhichtheperiodforanearlypaymentdiscountexpires.You
canchangethedate.
Ifthetermscodedoesnotusediscounts,theprogramdisplays
thesessiondate.Youcanassignadiscountamountanddatefor
anindividualorderorinvoice.
Discount % / Discount Amount (appearsontheinvoiceonly,
calculatedfromthetermscode). Youcanchangethediscount
percentoramountbeforeposting,ifyouofferearlypayment
terms.
Buttons on the Order Tab and the Order Entry Form

Buttons on the
Order tab
Youcanalsousethebuttonsatthebottomoftheformtoperforma
varietyoftasks:
Item / Tax Button (orpressF9). Thisbuttonopensaformthat
displaysalltheinformationforoneorderdetailsoyoucanseefields
withouthavingtojumpbackandforththroughthecolumns.
Thepopupformalsodisplaystheapplicabletaxauthoritiesforthe
currentitem,allowingyoutochangethetaxclassandothertax
information(dependingonthetaxauthority).
Components button. Clickthisbuttontoviewthecomponentsthat
makeupaKitorBOM.
Ship All button. ClicktheShipAllbuttontoshipallthequantities
requiredontheorder.
Notethatwhentheoption,CalculateBackorderQuantities(onthe
OrderEntryOptionsProcessingtab)isnotselected,theShipAll
buttonwillnotworksincetheshipmentquantityisdetermined
basedonthebackorderquantity.
Contracts Button (jobrelatedquotesonly).Ifyouareaddingajob
relatedquote,thisbuttonstartstheNewContractWizard,whichlets
youcreateanewcontractinProjectandJobCostingforthequote
thatyouareentering.
TheNewContractWizardcopiesthesettings,projects,categories,
andresourcesfromtheexistingcontracttothenewcontract.Italso
letsyou:
User Guide
217
Before
Setting Up
Selectanexistingcontractasatemplateforthenewcontract.
Choosewhethertobasethenewcontractestimatesonthe
originalcontractestimate,thecurrentcontractestimate,the
actualcontractcostsandrevenue,oronnoneofthefiguresfrom
theexistingcontract.
Choosethecontractstyle(eitherbasicorstandard).
Choosewhetheryouwantoptionalfieldsonthecontract.
AlldetailsthatyouenterinOrderEntrywillupdatethecontract
estimatesinProjectandJobCostingwhenyoupostthequote.
Distribute Taxes button. WhenyoucleartheCalculateTaxcheck
box,theDistributeTaxesbuttonbecomesavailable.
ClicktheDistributeTaxesbuttontoproratethetaxthatyouenter
manuallytothedocumentdetails.Notethatyoucannotprorateatax
amounttoanauthoritythatusesanexempttaxclass.
Post button. Afteryouhavefinishedenteringallthedetailsforan
order,youposttheorder.
Delete button. Ifyoupostanorderinerror,oronethatyoulater
decidenottofill,youcandeletetheentireorderusingtheDelete
buttonontheOrderEntryform.Whenyoudeleteanorder,allofits
detailsareremoved.TheordernolongerappearsintheFinderlist.
History button. ClicktheHistorybuttonintheOrderEntry,
ShipmentEntry,CreditNote/DebitNoteEntry,andInvoiceEntry
formstocheckthesaleshistoryforanitemoracustomerwhile
enteringanorderorinvoice.
Prepayment button. Youcanenterasmanyprepaymentsasyou
wantforanorderorshipment.
Prepaymentsenteredforordersandshipmentsdonotreducethe
amountofthenextinvoiceyoucreate;instead,theyarematchedto
invoiceswhentheyarepostedinAccountsReceivable(usingthe
ordernumber).Theorderandshipmentprepaymenttotalsare
218
displayedontheinvoicetotaltabtohelpyoudetermineifthereisan
outstandingbalance.
OrderEntrytemplatesspeedupandsimplifyorderentryby
providingdefaultsettingsthatappearwhenyoustartaneworder,
creditnote,ordebitnote.
Template fields
Youcanspecifythefollowinginformationforeachtemplatethatyou
define:
OrderType
ShipViaCode
FOBPoint
CustomerType
OnHold
PriceList
Location
Territory
Description
TaxGroup
Reference
Terms
Comment
Youmustspecifytheordertypeandcustomertypeinatemplate.
Theotherinformationisoptional.Notethattheinformationina
numberofthetemplatefieldscanalsocomefromotherrecords.For
example,thecustomertype,pricelist,territory,andtaxgroupfields
areinthecustomerandtheshiptolocationrecords.
Default templates
YoucanspecifyadefaulttemplateontheOptionsformsothata
standardsetofdefaultcustomerandordersettingsappearsforeach
neworder,debitnote,orcreditnoteyoucreate.Thedefaulttemplate
providesinitialsettings,buttheseareoverriddenbysettingsfrom
thecustomerrecordandfromanothertemplateifyouchoosea
differentone.
User Guide
219
Before
Setting Up
Using Order Entry Templates
Thefollowingsequenceofstepsillustratestemplateuse:
Credit note settings

come from
invoices
1.
ClickNewtocreateaneworder.Thedefaulttemplatesettings
appearfortheneworder.
2.
Choosethecustomernumber.Theinformationinthecustomer
recordreplacestheinformationfromthedefaulttemplate,
includingshipviamethod,FOBpoint,andshiptolocation.
3.
Chooseadifferenttemplatetooverridethecustomer
information.Informationfromthenewtemplatereplacesthe
currentorderinformation.
4.
Youcouldagainchoosethecustomernumbertoreplacethe
informationinsertedinstep3withtheinformationfromthe
customerrecord.
Mostcreditnotesanddebitnotesrefertoinvoicesandusethe
invoiceinformationbydefault.Youcanoverridetheinvoice
informationbychoosingadifferenttemplate(orbychoosingthe
defaulttemplateagain).
However,ifyourcreditnoteordebitnotedoesnotreferencean
existinginvoice,templatesworkthesameastheydofororders.
Processing Different Order Types

Thetypeoforderyouareenteringdetermineshowtheorderis
processed.
Active Orders
Shipments
Youcanshiponlyactiveorders.
Inactive customers
Ifacustomeraccountorcustomeraccountsetisinactive,youcannot
enteranorderforthecustomer.Ifacustomeraccountbecomes
inactiveafteryouenteranorder,youwillnotbeabletopostupdates
totheorderorpostaninvoicefortheorderuntiltheaccountismade
activeagain.
220
On-hold orders
PostinganorderthatisonholdhasnoeffectonInventoryControl
records.Youcannotshipanyitemsfortheorderuntilyouremove
theonholddesignationandposttheorder.
If the customer
account is on hold
Ifyouareenteringaneworderandthecustomersaccounthasbeen
placedonholdinAccountsReceivable,amessagewarnsyouthat
theorderwillbeplacedonholdinOrderEntry.
Youcanentertheorderandpostit,butyoucannotshipitemsor
produceaninvoicefortheorderuntilthecustomersonholdstatus
isremovedinAccountsReceivable.
Future Orders
Activating
DayEndProcessingautomaticallyactivatesfutureordersonthe
orderdate(orthefirsttimeyourunDayEndProcessingafterthe
orderdate).Alternatively,youcanchangethestatusofafuture
ordertoActivebeforetheorderdate.
DayEndProcessingalsopoststheactivatedfutureorderssothat
salesstatisticsareupdated.
Tip: Day-end
processing
IfyouusuallyrunDayEndProcessingattheendoftheworkday,
futureorderssettobeactivatedonacertaindaywillnotbecome
activeuntiltheendoftheday.Tobesureafutureorderisreadyto
beprocessedonthecorrectdate,assignadateearlierthanthe
desireddatefortheorder.
Standing Orders
Creating active
orders from
standing orders
Tocreateanactiveorderfromastandingorder,youneedtodisplay
thestandingorder,andthenchangetheordertypetoActiveor
Future.
Youcanmakeanychangesyourequiretothestandingorder;you
canevenchangethecustomernumber,templatecode,shipto
location,andtaxgroup.
User Guide
221
Before
Setting Up
YoucanlisttheorderscurrentlyonholdontheOrderActionreport.
Youcantypeanewordernumberifyouassignnumbersmanually,
oryoucanhavethenumberautomaticallyassignedbytheprogram
whenyouposttheorder.
Theoriginalstandingorderisretainedinthesystem,unchanged,
andwiththeoriginalordernumber,regardlessofhowmanyorders
youissuefromit.
Theorderyoucreatefromthestandingorderdisplaystheterms
codeandotherinformationmaintainedinAccountsReceivablefor
thecustomernumber.
Quotes
Changing quotes
to orders
Whenyouenteraquote,youenterthedateonwhichthequote
expires.Tochangethequotetoanorder,callupthequotebyits
ordernumber,changetheordertypetoActive,editthedetail
informationasrequired,checktaxstatusesandordertotals,andthen
posttheorder.
Reusing quotes or
using multiple
quotes
Ifyouwishtousemultiplequotesinthesameorder,ortoreuse
aquotethatyouhavepreviouslyconvertedtoanorder,clickthe
ZoombuttonbesidetheFromMultipleQuotesfield,selectthe
quotesyouwanttouseontheformthatappears,andthenclickthe
Orderbuttontoaddthequotedetailstotheorder.
Theprogramusesthedefaultnumberofdaysyouspecifiedforthe
expirationofquotes(ontheO/EOptionsform)tosetthedefault
expirationdateforaquote,butyoucanchangethedateifyouwish.
Youcanalsoeditthedetails.
IfyoudonotchangetheordertypefromQuotetoActivebeforethe
expirationdate,DayEndProcessingremovesthequotefromthe
orderfile.
Ifyouconvertaquotetoanorder,theoriginalquoteremains
availableforreuseinthefuture,untilyoudeleteitusingtheClear
Historyform.
222
Job-related quotes
JobrelatedquotesmustrefertoprojectswithanEstimateproject
status.OrderEntrychangestheprojectstatustoOpenwhenyou
convertquotestoactiveorders.
Before
Setting Up
Changing Order Information

Beforepostinganactive,future,orstandingorder,youcanchangeit,
cancelpartsofit,ordeletethewholeorder.
You can add to or
change the order
Afteryoupostanorder,youcanchangeanypartoftheorder
except:
Theordernumber.
Thecustomernumber.
Theprojectinvoicingoptiononjobrelatedorders.
Completeddetaillines.
Youcanaddnewdetaillinestoanorderatanytimeevenifthe
orderiscompletelyshippedandinvoiced.Youcandeleteanydetail
linesthathavenoitemsshipped,andyoucanchangethe
outstandingamountsofanydetaillinesthatarepartiallyshipped.
Multicurrency
tax groups
Ifyouusemulticurrencyaccounting,theorderandinvoiceareinthe
customerscurrency.
Ifyouchooseapricelistthatdoesnthavepricesinthecustomers
currencyforparticularitems,OrderEntrywilldisplayanerror
messageandprovideaunitpriceof000.00foreachitemthatis
missing.
Entering Order Details

Youcanentertwotypesofdetailsonorders:itemsand
miscellaneouscharges.Youentereachdetailasaseparatelineonthe
detailentrygrid(ontheOrdertab).
User Guide
223
Items/Taxes form
Youcanalsoselectadetailline,thenpresstheF9keyorclickthe
Item/Taxbuttontoopenaseparateformthatletsyouviewallthe
fieldsforthedetailatonce,soyoudonthavetousethescrollbar.It
letsyouaddandeditdetails,andviewandedittaxinformationfor
details.
Therearenorestrictionsonthenumberofdetaillinesyoucanenter
foranorder.
Job-related orders
IfyouchoosetheJobRelatedoptionyoucanonlyaddjobrelated
detailstotheorder.
Jobrelatedmiscellaneouschargedetailsletyourecordnonmaterial
transactionssuchasequipment,subcontractors,labor,overhead,or
othermiscellaneouscharges.
Entering Item Details

Foreachorderdetail,youselectorenterthe:
Line Number. OrderEntryautomaticallyassignsalinenumber

toeachdetailyouenter.
Line Type. Youusethisfieldtospecifythetypeofdetail.You

canselectItemorMiscellaneous.Yourchoiceinthisfield
determinesinwhichdetailfieldsyoucanenterinformation.
Contract, Project, Category, and Cost Class (forjobrelated

orders).Ifthesalesorderisjobrelated,youspecifyforeach
orderdetailwheretheitemsorresourcesaregoingtobeused.If
youusedifferenttermsthanContract,Project,and
CategoryinProjectandJobCosting,theprogramdisplays
theminstead.
Forjobrelatedorders,youalsospecifyneartheendofthedetail
linetheWIPAccount(forProjectInvoicing)ortheRevenueand
COGSaccountsandtheBillingTypeforthecustomerinvoice.
224
YoumustselecttheJobRelatedcheckboxinthetoppartof
theOrderEntryformforthesefieldstoappear.
Youenter/selecttheresourceusingtheItemNumberfield.
Formiscellaneousdetailtypes,youenterthecodefora
miscellaneouschargethatyouhavesetupinOrderEntry.For
informationonmiscellaneouscharges,seethenextsection,
EnteringMiscellaneousChargeDetails.
Ifyouhavesetupmanufacturersitemnumbersorcustomer
itemnumbersinInventoryControl,youcanenterthesenumbers
inplaceoftheinventoryitemnumber.Manufacturersitem
numbersandcustomeritemnumbersaretranslatedtoyour
inventoryitemnumbersautomatically.
Formoreinformationaboutusingmanufacturersitemnumbers
andcustomeritemnumbers,seetheInventoryControl
documentation.
Kit/BOM. IfthisitemispartofaKitoraBOM,clicktheFinderto
selectthekitorBOMnumber(ifyouhavemorethanonebuild
fortheitem).
YouusetheFindertochooseaKitoraBOMthathasalready
beensetupinInventoryControl.Notethatyoucanenterand
postmultiplekittingentries,ormixkittingentrieswithregular
entriesinanyentryscreen.Kitscanalsobeassignedserial
numbersthataremaintainedinSerializedInventory.
ClicktheComponentsbuttonatthebottomoftheformafter
enteringthekitorBOMnumbertoreviewthecomponentitems.
Description.Theprogramdisplaysthedescriptionfromtheitem
pricelistormiscellaneouschargerecordfortheitemnumberor
miscellaneouschargecodeyouspecified.Thisdescription
appearsonorderconfirmations,pickingslips,andinvoices.
User Guide
225
Before
Setting Up
Item Number or Miscellaneous Charge. Foritemdetailtypes,

youspecifytheInventoryControlitemnumberfortheitem
beingordered.Theprogramthendisplaystheorderunit,pricing
unit,andunitpricefromtheInventoryControlitemrecord.The
pricingunitandunitpricearebasedonthecustomerspricelist.
Youcantypeanewdescriptionforanindividualorder,ifyou
wish.
Inamulticurrencysystem,theprogramwilldisplaythe
descriptionfromtheitemrecordifthepricelistdoesnotinclude
apriceinthecustomerscurrency.
Price List(fromthecustomerrecord,butyoucanspecifya
differentpricelist).Ifyouenteranonstockitem,thepricelist
canbeblank.
Location(thecodeenteredontheOrdertab,butyoucanselecta
differentlocation).Ifyouenteranonstockitem,thelocationcan
beblank.
Expected Ship Date(thedateyouexpecttoshiptheitem).The

defaultdateistheexpectedshipdatefortheorder.
Quantity Ordered(thenumberofunitsordered).Whetheror
notyoucanenterdecimalplacesisdeterminedbytheAllow
FractionalQuantitiesoptionintheInventoryControlOptions
form.
IfthedetaillinedoesnothaveaCompletedstatus,youcan
increaseordecreasethequantityforbackordereditems(those
youhavenotyetshipped).
Ifyouareunabletoshipalltheitemsonanorderandwantto
cancelunshippeditems,youcanedittheitemlinestoreducethe
backorderedquantitiestomatchthequantitiesshipped.
Order Unit Of Measure (theunitofmeasureforthequantity

beingordered).Thestockingunitisdisplayedbydefault.
IfyouusetheFindertoselectanotherunitofmeasure,the
conversionfactorforthatunitofmeasureappearsintheFinder
form.Theconversionfactoristhenumberofstockingunits
containedinthealternativeunit.Forexample,ifyouusea
stockingunitofeach,andcartonhasaconversionfactor
of36,ittakes36stockingunitstoequalonecarton.
226
Order Weight Unit of Measure. Thisistheunitofmeasurefor

weighingthisitemontheorder.
Note: Iftheitemisnotpricedbyweight,theprogramwill
displaytheitemweightunitfromtheitemrecord.
Iftheitemispricedbyweight,andithasbasepricesfor
multipleUOMs,theprogramwilldisplaythedefaultunitof
measurefromthepricelistifyourDefaultOrderWeight
UOMinO/EOptionsissettothePricingWeightUnit.
Youcanchangetheweightunitofmeasureforthedetailline,if
necessary.
TheweightUOMforthecompleteorderisdeterminedbythe
defaultweightunitofmeasuresetinInventoryControlsOptions
form.
Price By (Quantity or Weight). Thisfieldshowswhetherthe

priceofthisitemisbasedonweightoronquantity.(Pricingby
weightisavailableinSageAccpac500ERPonly.)
Ifpricingisbyquantity,theprogramsetsvolumediscount
amountsorpercentagesaccordingtothequantityofgoodsthat
isordered.
Ifpricingisbyweight,theprogramsetsvolumediscount
amountsorpercentagesbyitemweight.
TheweightsarecalculatedinOrderEntrybymultiplyingthe
unitweightofanitemtimesthequantityordered,and
convertingtheweighttodefaultunits.
Pricing Unit of Measure(theunitofmeasureinwhichtheitemis

priced).Youcannoteditthisfield.
User Guide
227
Before
Setting Up
DependingonyoursettingsinO/EOptions,theprogram
displayseithertheitemweightunitfromtheitemrecordorthe
pricingweightunitfromthepricelist.
If the item is not on

the price list
Iftheitemdoesnotexistonthepricelist,OrderEntryusesthe
stockingunitforthepricingunit.
Unit Price (thesuggestedsellingpricefortheitem).The

displayedpriceisthelowestpriceforwhichthecustomeris
eligible.Itcanbethebaseprice,asalepriceforaspecifiedtime
period,orthepriceforthecustomerspricelevelorquantity
purchased,basedonadiscountormarkup.
Ifthelowestpriceisanegativeamount,itisdisplayedaszeroes.
YoucanusetheFindertoselectanotherpricefromtheitem
pricelistinInventoryControl.Youcanalsooverridetheunit
price.Notethatifyouusesecuritywithyoursystem,youneed
securityauthorizationtooverridetheunitprice.
Price Approval. PricechecksaresetinInventoryControlprice

listsforparticularitems,pricelists,andSageAccpacuserIDs.
ThePriceApprovalfieldwilldisplayYesifpricechecksarein
effect,andthepriceyouenterisoutsidetheboundariesallowed.
IfYesappearsinthePriceApprovalcolumn,youmust:
ClicktheZoombutton(columnheadinginthegrid)to
displaythePriceApprovalpopup.
EntertheIDofthepersonapprovingthepriceoverride(and
password,ifsecurityisset).
Note: ThePriceApprovalfielddoesnotappearifyouare
usingtheItem/Taxeszoomedform.Instead,anerror
messagemayappearwhenyoutrytosavetheitemdetail,
statingthatthepricerequiresapproval.
ClicktheZoombuttonbesidetheUnitPricefieldtodisplaythe
PriceApprovalpopup.
228
Quantity Shipped. Ifapplicable,typethequantityshippedorto

beshippedonanactiveorder.
Qty. B/O (Quantity Backordered). Inthezoomedform,thisfield

iscalledB/O.
IfyouselecttheCalculateBackorderQuantitiesoption,the
programautomaticallycalculatestheBackorderedamount(ifthe
customerrecordinAccountsReceivableallowsbackordered
quantities).
Eachtimeyouenterashippedamount,thebackordered
quantityisreduced.Whenthebackorderedamountiszero,the
itemisconsideredtobefullyshipped.Tocancelunshipped
quantitiesofanorder,changetheBackorderedentrytozero.
Unit Weight. Thisistheweightofasingleitemforthisdetailline

expressedintheOrderWeightUnitofMeasure.Youcan
multiplythisweightbythequantityorderedtogettheextended
weight.
Extended Weight. Thequantityshippedmultipliedbytheunit

weightenteredfortheiteminInventoryControl.
Youcanedittheitemweightandtheextendedweightonthe
order,ifnecessary.
Youmaywanttousetheextendedweightfordeterminingthe
postage,shipping,orothercharges.
OrderEntryconvertstheextendedweightforeachlinetothe
orderweightUOM,andputstheestimatedweightfortheentire
orderontheTotalstab.
Extended Price. Theprogramautomaticallycalculatesthe

extendedpricewhenyouenteraquantity.Tocalculatethe
extendedprice,theprogramdividestheunitpricebythepricing
unitofmeasureconversionfactor,andthenmultipliestheresult
User Guide
229
Before
Setting Up
Enterthequantitybackordered(iftheprogramdoesnot
automaticallycalculatethequantityandyouarenotshipping
theentireorder)orleavethefieldshowingzero,ifyoudonot
usebackorderquantities.
bytheorderunitofmeasureconversionfactorandthequantity
ordered.
Forexample,ifyouassumethefollowing:
Unit Price:
Pricing Unit of Measure:
Pricing UOM Conversion Factor:
Order Unit of Measure:
Order UOM Conversion Factor:
Quantity Ordered:
18.75
Dozen
12
Box
72
10
Theextendedpricewillbe:18.75x72x10=1,125.00
12
Ifyouoverridetheextendedpricecalculatedbytheprogram,an
asteriskappearsbesideitinthezoomeddetailentryformand
alsoappearsbesidetheitemontheInvoiceList.
Ifyouchangetheextendedprice,theprogramdoesnot
recalculatetheunitprice.
Forinformationaboutsalestaxcalculation,seeCalculating
SalesTaxesandEditingTaxInformation,laterinthischapter.
Discount Percent / Discount Amount. OrderEntryletsyou

specifyadiscountseparatelyforeachdetail.Youcanentera
percentageoranamountforthediscount.
Youcanalsoenteradiscountfortheorderasawholeonthe
Totalstab,later.OrderEntrydisplaysthetotalofalldiscounts
enteredonthedetails,aswellasthediscountfortheorderon
theTotalstab.
230
Discounted Extended Amount. Thisfielddisplaystheextended

amountoftheorder,afterthediscounthasbeenapplied.
Category(thecategoryassignedtotheitemrecordinInventory
Control). Youcanselectadifferentcategoryforthedetailline
fromthelistdisplayedbytheFinder.
Forexample,youmaycommonlychangecategoriesifyouuse
themfordeterminingsalescommissions.
Unit Cost(editableiftheitemcostingmethodisuserspecified).
TheUnitCostdisplayedintheOrderEntryformshowsthe
estimatedcostoftheitem.Uponcosting(duringpostingorday
endprocessingdependingontheI/CCostingoption),theactual
costisupdatedintheShipmentEntryformandInvoiceEntry
form.Theorderretainstheestimatedcostandisnotupdated.
Costing Unit Of Measure(editableifthecostingmethodforthe

itemisuserspecified).
Serial Numbers(fortheunitsshipped;optional).Thesenumbers
updatetheSerialNumbersReportinInventoryControl.
Ifyouwanttoprintserialnumbersonorderconfirmations,
pickingslips,orinvoices,youwillhavetomodifythestandard
forms.(Notethatyoucanenterserialnumberseveniftheitems
werenotsetuptouseserialnumbersinInventoryControl.)
IfyouhaveinstalledtheSageAccpacOptionsSerialized
Inventorymodule,youcanassign/autoallocateserialnumbers
orgeneratenewserialnumbers.
Comments/Instructions(thatarespecifictothisitem;optional).
Commentsandinstructionscanincludeasmanylinesasyou
require,eachlineupto75characterslong.
Typically,youmightentercommentsforcustomersand
instructionsforstaff.Youcouldthenprintcommentsonorder
confirmationsandinvoices,andinstructionsonpickingslips.
Forinformationaboutcustomizingyourprintedforms,seethe
onlinedocument,CustomizingPrintedFormswithCrystal
Reports.
Ship Via (optional). Youcanusethisfieldtoenteraseparate

shippingmethodforthedetail,ifyouplantoshipthedetail
itemsseparatelyfromtherestoftheorder.
User Guide
231
Before
Setting Up
Tracking Number (optional). Ifyouknowthewaybillnumber

fortheshipment,youcanenteritinthisfield.Normally,you
wouldenteratrackingnumberforadetailonlyifyouare
shippingthedetailitemsseparately.
Original Order. Displaysthequantityspecifiedwhenthedetail

linewasfirstenteredandposted.Thisnumberdoesnotchange
evenifyouchangetheorderedquantityforthedetail.
Shipped To Date (drilldown). Thefielddisplaysthenumberof

itemunitsthathavebeenpostedforthedetailline.
Youcanclickthedrilldownbuttontodisplayshipmentand
invoiceinformationforthedetailline,andtodrilldowntothe
shipmentandinvoicetransactions.
Quantity Committed. OrderEntryletsyoucommitaninventory

quantitytoaparticularorder.Whenitistimetoshiptheorder,
thequantityisguaranteedtobeavailable,unlessyouallow
negativeinventoryquantities.
Ifaquantityisalreadycommittedtoanorder,youcanship
anotherorderforthesameitemsonlyifthereisasufficient
quantityininventoryinadditiontothecommittedquantity.
IntheO/ESetupOptionsform,youcandefaultthequantity
committed.Ifyouhadselectedtodoso,theamountofyour
orderforthisitemappearsautomatically.
Completed. Adetaillineisautomaticallyassignedthestatusof
Completedwhenyoupostashipmentforallorderedunitsfor
theline,orforsomeoftheorderedunitswhereyoualsochange
thebackorderedquantitytozero.
YoucanalsosetthestatusforalinetoCompletedbyentering
YesintheCompletedcolumn(orbyclickingtheCompletedfield
intheItems/Taxesform)ifyouhavenotenteredaquantity
shippedfortheline.
232
TheunshippedquantitywillbelistedaslostsalesontheSales
StatisticsreportaftertheorderisprocessedbyDayEnd
Processing.
Before
Setting Up
Manufacturers Item Number(optional).Ifyouknowthe

manufacturersitemnumber,youcanenteritinthisfield.
Usually,ifyouhavesetupmanufacturersitemnumbersin
InventoryControl,youwillenterthemanufacturersitem
number(usuallyabarcode)intheItemNumberfield,rather
thanenteringyourinventorycontrolitemnumber.The
manufacturersitemnumbersaretranslatedtoyourinventory
itemnumbersautomatically,andthenOrderEntryentersthe
manufacturersitemnumberinthisfield.
Formoreinformationaboutusingmanufacturersitemnumbers,
seetheInventoryControldocumentation.
Customer Item Number (optional).Ifyouknowthecustomers

itemnumber,youcanenteritinthisfield.Customeritem
numbersaresimilartomanufacturersitemnumbers.Ifyou
addedtheminInventoryControl,youcanusethecustomers
itemnumbersinsteadofyouritemnumberswhenentering
orders.
Non-stock Clearing Account. Ifyouselectedanonstockitem,

thenonstockclearingaccountusedbytheitemsaccountset
appearsasthedefaultinthisfield,butyoucanchangethe
accountnumber,ifnecessary.
Optional Fields. ClickthecolumnheadingforOptionalFields,

orclickthezoombuttonbesidetheOptionalFieldscheckboxin
thezoomedformtoeditoptionalfields.
Ifanoptionalfieldisrequired,youcannotsavethetransaction
unlessthefieldhasadefaultvalueoruntilyoufillinthefield
yourself.
User Guide
233
ClickthezoombuttontoreviewOptionalFieldentriesifthe
OptionalFieldcolumnshowsYesorthecheckboxisselected
(inthezoomedItem/Taxdetailform).
Toaddoptionalitemfieldstothepopupformthatwerenot
automaticallyinserted,usetheInsertkeytoaddanewlineto
thegrid,andthenusetheFindertoaddtheoptionalfield.
Optionalfieldsmustbeassignedtothetransactionsformsusing
theO/EOptionalFieldsformbeforeyoucanaddthemto
individualtransactions.
A/R Item Number. Ifthisisajobrelatedorderandyouareusing

projectinvoicing,theprogramdisplaystheA/RItemnumber
thatisassignedtotheitem/miscellaneouschargeforbillingin
ProjectandJobCosting.Youcanchangeitifnecessary.
A/R Item UOM. Youcanalsochangetheunitofmeasure

assignedfortheiteminProjectandJobCosting.
WIP/COGS Account. Ifthesalesorderisjobrelated,andyou

selectedProjectInvoicing,youalsospecifytheWorkInProgress
accountforeachorderdetail.
TheaccountnumberspecifiedinProjectandJobCostingwill
appearbydefault,butyoucanchangeit.
(ThelevelatwhichtheWIPaccountisspecifiedinProjectand
JobCostingdependsontheprojecttypeandaccounting
method.)
234
Revenue Account. Ifyouselectedanonstockitem,thenon

stockclearingaccountusedbytheitemsaccountsetappearsas
thedefaultinthisfield,butyoucanchangetheaccountnumber,
ifnecessary.
COGS Account. Ifyouselectedanonstockitem,thenonstock

clearingaccountusedbytheitemsaccountsetappearsasthe
defaultinthisfield,butyoucanchangetheaccountnumber,if
necessary.
Billing Type. Ifthesalesorderisjobrelated,theprogram

displaysthebillingtypeforthelineitem(whethertheitemis
billableornonbillable).
Retainage Percentage. Theprogramdisplaystheretainage

percentageusedtocalculatetheretainageamountforthe
shipment.Itisaweightedaveragepercentage,basedonthesum
ofthedetails.
Retention Period. Theretentionperiodisthenumberofdays

forwhichthecustomercanwithholdtheretainageamount.You
issuetheretainageinvoicefromtheAccountsReceivable
programattheendoftheretentionperiod.
Order Subtotal.Whenyouhavefinishedaddinganitemline,
theprogramrecalculatestheordersubtotalanddisplaysitatthe
bottomoftheform.
Entering Miscellaneous Charge Details

Whenyouselectamiscellaneouschargecode,theprogramdisplays
thedescriptionandamountdefinedforitintheMiscellaneous
Chargesrecord.Ifyouenteradifferentdescriptionforthecharge,
thenewnamewillappearonorderconfirmations,pickingslips,
invoices,debitnotes,andcreditnotes.Thisfeatureallowsyoutobe
veryspecificindescribingmiscellaneouschargestoyourcustomers.
Forinformationaboutsalestaxcalculation,seethenextsection,
CalculatingSalesTaxesandEditingTaxInformation.
Whenyouhavefinishedaddingthemiscellaneouschargeline,the
programrecalculatestheordersubtotal.Themiscellaneouscharge
amountisaddedtotheordersubtotalatthebottomoftheform.
Job-Related Miscellaneous Charges
Miscellaneouschargedetaillinesletyouassigncostsforallnon
materialcostclasseslabor,equipment,subcontractor,overhead,
andmiscellaneouscost.
User Guide
235
Before
Setting Up
Thedefaultcostofamiscellaneouschargecancomefromthe
miscellaneouschargerecordorfromthecontract,dependingonthe
projectsettingsinProjectandJobCosting.
Foraccrualbasisorbillingsandcostsprojects,theprojectalso
determineswhetherthebillingratecomesfromthecontractbilling
rate,fromthecustomerpricelist,orfromapricelistspecifiedforthe
project.
Using Kits in Order Entry

Youcandefinekitsasagroupofstockand/ornonstockitemsin
InventoryControlandthenenterthemlikeanyotheriteminOrder
Entry.
YoucanprintkitcomponentsandBOMcomponentswhen
printingOrderConfirmations,Quotes,PickingSlips,Invoices,
andCredit/DebitNotes.
YoucanprintkitcomponentsandBOMcomponentsonthe
DetailTransactionreport.
Youcanprinttheactualbreakdownamountforeachkit
componentonpostingjournals.
To select a Kitting Item in an order:

1.
Preparetheorder,andspecifytheitemnumberforthekitinthe
ItemNo./Misc.Chargecolumninthedetailgrid.
2.
UsetheFinderintheKit/BOMcolumntoselectthekitnumber.
Youcanhaveseveralsetsofkitcomponentsthatuseasingle
itemnumberperhapstoaccountforalternateitemsin
differentcolorsorfromdifferentmanufacturers.
TheKit/BOMcolumnisinactiveiftheitemthatyouchosewas
notdefinedasakittingiteminI/CItems.
3.
236
ContinueasyouwouldforanyOrder.
Cost of Kitting Items in Job-Related Orders
InOrderEntry,akittingitemisacollectionofseparateitems,where
revenueisrecognizedatthemasterlevel,butcostsarerecognized
foreachiteminthekit.
InProjectandJobCosting,however,akittingitemistreatedasa
singleitemforbothrevenuesandcosts.
Thismeansthatforjobrelatedorders:
Orderentryaddsthecostofallkitcomponentstocreateasingle
costforProjectandJobCosting,soPJCcanrecognizeone
revenueamountandonecostamount.
IfyoumatchtransactionsfromInventoryControlwiththose
fromProjectandJobCosting,I/CwillprovideG/Lwithastring
ofcomponentcostentries,whereasPJCwillprovideG/Lwitha
singlemastercost.
Calculating Sales Taxes and Editing Tax Information

OrderEntryallowsyoutospecifywhethertaxesshouldbeentered
manuallyorcalculatedautomaticallyduringtransactionentry,for
bothmanualandimportedentries.
Manual tax
calculations
Ifyouchoosetocalculatetaxesmanually,youcaneitherspecifythe
amountoftaxforeachdetail,orenteratotalamountoftaxforthe
orderandautomaticallydistributethetotaltaxtotheindividual
details.
User Guide
237
Before
Setting Up
KittingitemsaretreateddifferentlyinProjectandJobCostingthan
theyareinOrderEntry.
Tax Reporting
currency
Note: Ifataxauthorityforthetransactionhasatax
reportingcurrencythatisdifferentfromthecustomers
currencyoryourhome(functional)currency,theprogram
willautomaticallycalculatethetaxreportingamountifyou
selecttheCalculateTaxReportingoption.
Youcaneditthetaxreportingamountifyouleavethe
optionunselected.
Automatic tax
calculations
IfyousetupOrderEntrytocalculatetaxesautomatically,asalestax
amountiscalculatedif:
Thecustomerissubjecttotax.
Youenterthetaxclassesandtaxregistrationnumbersforeach
customerintheAccountsReceivableCustomersform,butyou
canchangethetaxgroupfortheorderontheCustomertaband
thecustomertaxclassusingtheTaxestab.
Theordercontainstaxableitemsortaxablemiscellaneous
charges.
ItemtaxclassesaresetupinInventoryControl,butyoucan
changethetaxclassesforanindividualdetailline.Youcanalso
changethesettingforwhethertaxisincludedinorexcluded
fromthepriceoftheitem,ifpermittedbythetaxauthority.
YouspecifythetaxratesforthetaxauthoritiesandclassesinTax
Services.
OrderEntrycalculatessalestaxusingtheratesdefinedforthe
customertaxclassanditemtaxclassesforeachauthoritythatcan
levytaxesonthecustomer.
Editing customer
tax information
Youcanchangethecustomerstaxclassandyoucanenteroredit
thetaxregistrationnumber,ifnecessary.
To change the tax group for the customer:
1.
238
ClicktheCustomertabontheOrderEntryform.
2.
UsetheFinderfortheTaxGroupfieldtoselectanewtaxgroup.
To change the tax class:

1.
ClicktheTaxestabontheOrderEntryform.
2.
Enteradifferenttaxclass,andenterataxregistrationnumberif
onedoesnotalreadyappear.
Ifyouchangethetaxclass,clicktheCalculateTaxesbuttontoshow
therecalculatedtaxamount.IftheCalculateTaxoptionisnot
selected,clicktheCalculateTaxesbuttonbeforemovingtoanother
tab.(Ineithercase,thetaxamountwillberecalculatedwhenyou
returntotheTotalstab.)
Youcanalsochangethetaxclassforadetailline,ifnecessary.You
canchangethesettingtoincludeorexcludetaxinthedetailprice.
To edit taxes for an item or miscellaneous charge detail:
1.
CleartheCalculateTaxesoptionontheOrdertab,ifnecessary.
2.
Selecttheitemormiscellaneousdetailtoedit.
3.
ClicktheItem/TaxbuttontodisplaythedetailintheItems/Taxes
form,andthenenteranewtaxbaseand/ortaxamountforeach
taxauthority.
4.
Saveyourchanges,andthenclosetheItems/Taxesform.
Taxes for Contracts That Are Invoiced in Order Entry

AlthoughProjectandJobCostingallowstaxgroupstobespecified
byproject,ifyouareproducingtheinvoiceinOrderEntry,thetax
groupspecifiedfortheorderappliestoallcontractsandprojects
listedintheOrderEntrydocumentdetails.
Ifyourequiredifferenttaxgroupsfordifferentcontractsand
projects,theywillhavetobeenteredonseparateorders.
User Guide
239
Before
Setting Up
Bydefault,OrderEntryusesthetaxgroupspecifiedinthecustomer
recordorshiptolocationinAccountsReceivable.
NotethatthisdoesnotapplyifthedocumentissetforProject
Invoicingthetaxgroupoftheprojectwillbeusedtocalculatethe
taxbecausetheinvoicewillbegeneratedinProjectandJobCosting.
Entering Optional Field Information

YoucanspecifyanunlimitednumberofoptionalfieldsforOrders
(headeranddetail),MiscellaneousCharges,Shipments(headerand
detail),Invoices(headeranddetail),andCredit/DebitNotes(header
anddetail).TheCopyOrdersfunctionalsosupportsoptionalfields
sinceitcreatestransactions.
Note: YoumustinstalltheSageAccpacTransactionAnalysis
andOptionalFieldsCreatorwithSageAccpacERPifyou
wanttoaddoptionalfields.
Match O/E invoice
fields to A/R
invoices
IfyousetupoptionalfieldsinOrderEntrythatarethesameas
optionalfieldsintheAccountsReceivableInvoiceEntryform,the
informationintheOrderEntryfieldsissenttoAccountsReceivable.
IfyouusesecurityinOrderEntry,youmustassignusersthe
TransactionOptionalFieldssecurityresourceifyouwantthemto
addanddeleteoptionalfieldinformationintransactionentryforms.
ForinstructionsaboutassigningoptionalfieldstoOrderEntry,see
AssignOptionalFieldsinChapter3oftheOrderEntryGetting
Startedguide.Forinstructionsonaddingoptionalfieldsto
transactions,seeAddingOptionalFields,inChapter3ofthis
guide.
Entering Sales Split Information

ThesalespersonsassignedtothecustomeraccountinAccounts
ReceivableappearbydefaultwhenyouenteranorderintheOrder
Entryform.Thefirstsalespersoninthelististheprimary
salesperson.(Anumberofreportslistonlytheprimarysalesperson,
whileothersallowyoutosortinformationbyprimarysalesperson.)
240
OrderEntryusesthesalessplitinformationtocalculatecommissions
andtoassignresponsibilityforordersandinvoices.
Entering Exchange Rate Information

Multicurrency
orders
Ifyouusemulticurrencyaccounting,OrderEntrydisplaysthe
exchangerateinformationontheRatestaboftheOrderEntryform.
Bydefault,OrderEntryusestheorderdateontheOrdertabasthe
OrderRateDateontheRatestab.Ifyouchangetheratedate,Order
Entrycheckstheratetablesforadatematch,andupdatestherateif
necessary.(SeetheSystemManagerUserGuideformoreinformation
onhowSageAccpacERPselectsexchangerates.)
Ifyouareenteringashipment,theshipmentdatefromtheShipment
tabappearsasthedefaultShipmentRateDate.Ifyouareenteringan
invoice,theinvoicedatefromtheInvoicetabappearsasthedefault
InvoiceRateDate.Youcanoverridethedisplayedexchangerates.
Entering Prepayments
Youcanenterasmanyprepaymentsasyouwishtoactiveorders,
futureorders,andshipments.
Prepaymentsthatyouenterwithordersandshipmentsareapplied
toinvoiceswhenyoupostinvoicesfortheordersorshipmentsin
AccountsReceivable.(AccountsReceivableusestheordernumbers
andshipmentnumberstomatchprepaymentstoinvoices.)
Total prepayments
YoucanseethetotalprepaymentamountontheTotalstabonthe
OrderEntryform,ShipmentEntryform,andontheInvoiceEntry
form.Youcanprintprepaymentdetailsontheorder,shipment,and
invoicetransactionlistsandontheInvoicePostingJournal.
User Guide
241
Before
Setting Up
YoucanassigntheordertouptofivesalespeopleontheSalesSplit
tab.Youcanalsochangethepercentageofthetransactiontotalthat
isallocatedtoeachsalespersononanorder.ThePercentSplit
columnmusttotal100.
Note: TheShipmentEntryandInvoiceEntryTotalstabs
showprepaymentsforallordersandshipmentsassociated
withthedocumentdetails.Asaresult,youmaysee
prepaymentsthatexceedtheinvoiceamount,eventhough
thecustomerhasabalanceowing.
Onceyouenterandpostaprepayment,youcannotchangeitin
OrderEntry.Ifyouneedtochangetheamountoftheprepayment
(orotherinformation),youmustadjustthereceiptinAccounts
Receivable.
Prepayments are
added to A/R
receipt batches
Whenyouenteraprepayment,youchooseanexistingAccounts
Receivablereceiptbatch,oryoucreateanewreceiptbatchtoinclude
theprepayment.Ifyouchooseanexistingbatch,OrderEntrychecks
thebatchstatus.Ifthebatchisnotavailabletopostto(forexample,
ifithasbeendeletedorposted),OrderEntrydisplaysanerror
message.
Ifyoucreateanewbatch,AccountsReceivableassignsthebatch
number.Youenterthedescription,date,andbankcode.
Multicurrency
prepayments
Information
entered with
prepayments
Ifyouusemulticurrencyaccounting,youalsoselectthecurrencyof
theprepayment.
Theprepaymentinformationyouenterisasfollows:
Paymentcode(usetheFindertodisplaythepaymenttypesthat
yousetupinAccountsReceivable).
Creditcardinformationifthepaymentcodematchesacredit
cardtype.
ClicktheCreditCardbuttontospecifythecardtype,card
number,cardholdername,expirationdate,andauthorization
code.CreditcardinformationisencryptedintheSageAccpac
database,andyoucanassignsecuritytothecreditcard
informationform.
242
OrderEntrystoresthecreditcardinformationforthepayment,
butitdoesnotprocessthetransactionwiththecreditcard
company.Youmustdothatseparately.
Checkorreceiptnumber.
Ifyoudonotenteracheckorreceiptnumber,OrderEntry
assignsonewhenyousavetheprepayment,usingthefollowing
format:AccountsReceivablebatchnumberentrynumber.
Multicurrency
ledgers
Receiptdate(ifitisnotthebatchdate)andamount.
Ratetypeandexchangerate(iftheprepaymentisnotinthe
companysfunctionalcurrency,andtheexchangeisnotbetween
twoEMUmembercurrencies).
Ifyouselectanotherbatchwithadifferentcurrencyaftersaving
theprepayment,theprogramclearsthereceiptamount.You
mustreentertheinformation.
Theprepaymenttotalisincludedinthecreditlimitcheckforthe
customer,butitdoesnotreducetheamountofthenextinvoiceyou
create.Youcanseethetotalorderandshipmentprepaymentsto
dateontheTotalstab.
Note: Aprepaymentthatyouenterontheinvoicereduces
theamountoftheinvoiceimmediately.
Verifying Order Totals

Beforepostinganorder,youcanchoosetheTotalstabtoverifyorder
totals,toentercommentsandorderdiscounts,andtocheck
prepayments,taxes,andtotalmiscellaneouscharges.
YoucanusethefollowingfieldsontheTotalstab:
Comments. Anycommentsthatyouwantincludedonthe
invoice.
User Guide
243
Before
Setting Up
Check/receipt
number
Discount Miscellaneous Charges. Choosewhetheryouwantto

applyorderdiscountstomiscellaneouscharges.Theprogram
thencalculatesthediscountspecifiedfortheLessOrder
Discountfieldtoincludemiscellaneouscharges.
Ifyoudonotselecttheoption,anyorderdiscountappliesonly
totheitemsubtotal.
Less Order Discount. Thisisadiscountforavolumepurchase,

forexample,andnotanearlypaymentdiscount.
Ifyouenteradiscount,itiscalculatedonalltheitemsonthe
order.Ifyoudiscountmiscellaneouschargesaswell,the
discountisalsocalculatedonthemiscellaneouscharges.
Youcanenterapercentagediscountorafixedamount.
Theorderdiscountisinadditiontoitemdiscountsandcustomer
discountsandearlypaymenttermsspecifiedontheCustomer
tab.Itdoesnotaffectdiscountswhichhavealreadybeen
applied.
Number of Labels
Less Shipment Discount. LiketheOrderEntryTotalstab,the

TotalstabontheShipmentEntryformletsyouenteradiscount
percentageoramount.
Less Invoice Discount. TheTotalstabontheInvoiceEntryform

alsoletsyouenteradiscountpercentageoramount.
Number of Labels. Specifythenumberofshippinglabelsthat

youwanttoprintfortheorder.
Whenyouprintshippinglabels,youcanprintthenumberof
labelsspecifiedforeachorder.Toprintshippinglabelsfor
printedorderconfirmations,refertothestepsdescribedonpage
269.
244
Create Invoice. ThisoptionappearsontheShipmentEntry

formandifyouareshippinggoodsorpostingamiscellaneous
chargewiththeorder.
Whenyouselecttheoption,additionalfieldsappearonthe
Totalstab,lettingyouenteraninvoicenumberandaninvoice
date.
Shipment Number, Shipment Date, and Shipment Posting Date.
Thesefieldsappearifyouareshippingitemsfortheorder.You
canenterashipmentnumberorlettheprogramassignit
automatically.Theprogramwillusetheorderdateforthe
shipmentdateunlessyouchangeit.
Thepostingdateisthedateforthegeneralledgertransactions
thatarisefromtheshipment.Itdeterminesthefiscalperiodto
whichG/Ltransactionsareposted.
Onapostedorder,youcanclicktheDrilldownbuttontoview
allthedetailsfortheshipment.
Invoice Number, Invoice Date, and Invoice Posting Date.

Thesefieldsappearifyouareshippingitemsorpostingcharges
andchosetheCreateInvoiceoption.
Thepostingdateisthedateforthegeneralledgertransactions
thatarisefromtheshipment.Itdeterminesthefiscalperiodto
whichG/Ltransactionsareposted.
Youcanenteraninvoicenumberorlettheprogramassignit
automatically.Theprogramwillusetheorderdateforthe
invoicedateunlessyouchangeit.
Onapostedorderorshipment,youcanclicktheDrilldown
buttontoviewtheinvoicedetails.
Information
displayed on the
Totals tab
TheTotalstabalsodisplaysthefollowinginformation:
Asummaryofallitemsthatcouldappearonaninvoice:
Order/Shipment/Invoicesubtotal(dependingonthetypeof
document).
Lesstheamountofalldiscountsenteredonthedetaillines.
Lesstheamountoftheorder.shipment/invoicediscount.
User Guide
245
Before
Setting Up
Plustaxnotincludedinthepriceofitemsorcharges.
Lesstotalprepayments.(Formoreinformation,see
EnteringPrepayments,earlierinthischapter.)
Lessanypaymenttermsdiscounts.
Outstandingorderamount.
Subtotalofallitemsordered.
Subtotalofallmiscellaneouscharges.
Includedtaxontheorder.
Totaltaxontheorder.
SeeCalculatingSalesTaxesandEditingTaxInformation,
earlierinthischapter.
Estimatedweightforthetotalorder(usingtheunitweightfor
itemsinInventoryControl).
Theorderweightusesthedefaultweightunitofmeasure
selectedintheInventoryControlOptionsform.
Numberoflinesontheorder.
Overriding the Order, Shipment, or Invoice Discount Percentage

Ifyouoverridetheamountcalculatedfromapercentage,anasterisk
willappearbesidetheamountfieldtoshowthatthediscount
amounthasbeenmanuallyentered.
Thediscountamountwillnotchangeunlessyoureenterthe
discountpercentage.
Forexample,assumethata33.3333%discountproducesadiscount
amountof24,999.94.
246
Ifyouchangetheamountto25,000:
Anasteriskwillappearbytheamounttoshowthatthe
calculationwasoverridden.
Ifyouaddmoreitemdetailstotheorder,thediscount
percentagewillbeautomaticallyrecalculatedforeachdetail,but
thediscountamountwillnotberecalculatedunlessyoureenter
thediscountpercentage.
Posting Orders
Afteryouhavefinishedenteringalltheorderdetails,youcanpost
theorder.
Credit limit
exceeded
Iftheorderwillputthecustomeraccountoveritscreditlimit,the
programdisplaysawarningmessageandthefollowingcustomer
information:
Creditlimit.
OutstandingAccountsReceivablebalance.
AccountsReceivablependingbalance(ifyouselectedthiscredit
checkoptionintheO/EOptionsform).
OrderEntrypendingbalance(ifyouselectedthiscreditcheck
optionintheO/EOptionsform).
Otherpendingbalances(ifyouselectedthiscreditcheckoption
intheO/EOptionsform).
Currentorderamount.
Prepaymentamount.
Totaloutstandingbalance.
Amountbywhichthecreditlimitisexceeded.
Lastinvoiceamountanddate.
User Guide
247
Before
Setting Up
Approving credit
Lastpaymentamountanddate.
Ifyouareusingsecurity,youoryoursupervisormustenterauser
IDthatisauthorizedtoapprovecreditbeforeyoucancontinueto
posttheorder.
Ifyouarenotauthorizedtooverridethecreditlimit,orifyouwant
toputtheorderonhold,selectOnHold.Iftheorderisonhold,you
canposttheorderbutyoucannotshipgoodsandproducean
invoiceforituntilyouremovetheonholddesignation.
What posting does
WhenyoupostanorderinOrderEntry:
Thequantityorderedandthequantitybackorderedareupdated
foreachitem.(ThequantityorderedappearsastheBackordered
quantityifyouselecttheCalculateBackorderQuantitiesoption.)
Thequantityonsalesorder(inInventoryControl)isincreased
foreachitemontheorder.Thisisthequantityreservedfor
posteditemsthathavenotyetbeeninvoiced.
Youcanprintanorderconfirmation,shipmentpickingslip(if
youenteredshippedquantities),andtheinvoice(ifyoucreated
aninvoice)byselectingeachofthesereportsonthePosting
Completemessagebox.
Themessagewillalsodisplaytheordernumber,alongwiththe
shipmentandinvoicenumbersifyoucreatedashipmentandan
invoice.
What posting does

not do
248
Postingordersdoesnot:
UpdateitemcostsinInventoryControlunlessyoudoitem
costingwithposting.(ThisisanInventoryControloption.)
Updatesalesstatistics.
Createauditrecordsorgeneralledgertransactionsunlessyou
createsubledgerbatchesduringpostinganddonotcreateG/L
transactionsmanuallyusingtheCreateBatchicon.(Thisalsois
anInventoryControloption.)
Day-end
completes the
processing
YoumustrunDayEndProcessinginInventoryControltoperform
thesetasks.SeeDayEndProcessing,laterinthischapter.
Whenaquoteoranorderispostedthatcontainsoptionalfields,the
optionalfieldinformationispostedwiththetransactionandcanbe
usedwhenlookingupquotesorordersandforsortingandselecting
themforinquiriesandreports.Quotesandordersdonotcreate
transactionsinInventoryControlorAccountsReceivable,sothe
optionalfieldinformationstaysintheOrderEntrymodule.
Posting Job-Related Quotes and Orders

Theorderdetailsforjobrelatedquotesupdatecontractestimate
amountswhenyoupostthequoteinOrderEntry.
WhenyouchangetheordertypetoActiveandposttheorder,Order
EntrychangestheprojectstatustoOpenforeachprojecttowhich
youpostedadetail.
Note: Forquotes,thecontractcanhaveanOpenstatus,but
theprojectstatusmustbeEstimateforeachoftheprojectsto
whichdetaillinesapply.
Printing Quotes, Order Confirmations, Picking Slips, and Invoices

OrderEntryletsyouprintquotes,orderconfirmations,pickingslips,
andinvoicesbeforeyoushipanorder.
Printing forms for a
single quote or
order when you
post
Youcanprinttheformsforasinglequoteororderimmediatelyafter
youpostbychoosingprintoptionsfromthepostingconfirmation
form,oryoucanprintbatchesofquotes,orderconfirmations,
pickingslips,andinvoiceslater.
User Guide
249
Before
Setting Up
Posting Quotes or Orders with Optional Fields
Note: Youcanalwaysprintquotesandorderconfirmations
immediatelyafterposting.
Youmustentershippedquantitiesonanordertoprinta
shipmentpickingslip,andyoumustcreateaninvoicefor
shippedquantitiestoprintaninvoice.
YouselecttheformsthatyouwanttoprintfromthePosting
Completemessagebox,whichalsodisplaystheappropriate
quotenumber,ordernumber,shipmentnumber,andinvoice
number.
Delivery method
OrderEntryalsoletsyousendquotes,orderconfirmations,and
invoicestocustomersusingthedeliverymethodspecifiedinthe
customerrecords,orusingthecurrentlysetprintdestination.
(Customerdeliverymethodsincludemail,fax,email,contactsfax,
orcontactsemail.)
Printing quotes
later
WhenyouprintquotesusingtheQuotesformintheO/EForms
folder,youcanselecttherangeofquotesthatyouwanttoinclude
andwhethertoreprintpreviouslyprintedquotes.Youcanalsoprint
kitorBOMcomponents.
Printing order
confirmations later
WhenyouprintorderconfirmationsusingtheOrderConfirmations
formintheO/EFormsfolder,youcanselecttherangeofordersthat
youwanttoincludeandwhethertoreprintpreviouslyprinted
confirmations.
Youcanalsoindicatewhethershippinglabelsarerequired,whether
toprintkitorBOMcomponents,andwhethertoprintonhold
orders.
Printing picking
slips later
250
WhenyouprintpickingslipsusingthePickingSlipsformintheO/E
Formsfolder,youcanselecttherangeofshipmentnumbersorthe
rangeofordernumberstoinclude,therangeoflocationstoinclude,
whethertoreprintpreviouslyprintedpickingslips,whether
shippinglabelsarerequired,andwhethertoprintkitorBOM
components.
Note: OrderEntryselectstherangeoflocationsbasedonthe
Printing invoices
later
WhenyouprintinvoicesusingtheInvoicesformintheO/EForms
folder,youcanselecttherangeofinvoicesthatyouwanttoinclude
andwhethertoreprintpreviouslyprintedinvoices,whether
shippinglabelsarerequired,whethertoincludebackordereditems,
andwhethertoprintkitorBOMcomponents.
Print status for orders Eachorderhasaprintstatusassociatedwithitthatindicates
whetheranorderconfirmationhasbeenprintedorwhethera
pickingsliphasbeenprinted.Printingtoanyprintdestination
changestheorderstatustoPrinted.
Printstatusesformaseries,sothepickingslipstatusimpliesthat
orderconfirmationshavealreadybeenprinted(althoughyoucan
printorderconfirmationsafterpickingslips).
TheOrderActionreportcanselectordersaccordingtowhether
orderconfirmationsorpickingslipshavebeenprinted.
Order Confirmations
Order confirmation
defined
Afteryoupostanorder,youcanprintanorderconfirmationtosend
tothecustomer,acknowledgingandverifyingthedetailsofthe
order.Orderconfirmationsareoptional,but,ifyouwanttoprinta
confirmation,youmustprintitbeforeyouinvoicetheorder.
If you have
already invoiced
Ifpartoftheorderhasbeeninvoiced,youcanprintaconfirmation
onlyfortheoutstandingportion.
Testing forms
Youcanprinttestcopiesoforderconfirmationstocheckthe
alignmentoftheformsinyourprinter.
Developing forms
OrderEntryshipswiththreeorderconfirmationformsthatyoumay
beabletouseormodifytomatchyourrequirements.Youcanalso
createyourownforms.
User Guide
251
Before
Setting Up
defaultlocationspecifiedontheOrdertab,evenifthe
particulargoodsonthepickingsliparefromanother
location.
E-mailing order
confirmations
OrderEntryalsoletsyouemailorderconfirmationsandquotesto
customersforwhomyouhaveselectedEmail,orContactsEmail,
astheDeliveryMethodinthecustomerrecord.
WhenyouselectCustomerastheDeliveryMethod(andwhenemail
isthemethodselectedinthecustomerrecord),OrderEntryletsyou
selecttheMessageIDforthemessagethatwillbesentwiththe
emailedorderconfirmationorquote.
Shipping Labels
OrderEntryletsyouspecifyontheTotalstabthenumberof
shippinglabelsthatyouwantprintedfortheorder.Commonly,
usersspecifyonelabel,whichtheyusetosendouttheorder
confirmation,shipment,orinvoice.(SeePrintingShippingLabels,
laterinthischapter.)
To print one label for each order confirmation, shipment, or
invoice you print:
1.
OntheTotalstaboftheOrderEntryform,specify1inthe
NumberOfLabelsfield.
2.
Whenyouprintorderconfirmations,choosetheRequire
ShippingLabelsoption.
3.
Whenyouprintlabels,choosePrintOnlyLabelsMarkedAs
Required.OrderEntrywillprintlabelsfororderswithinthe
specifiedrangeforwhichyouprintedconfirmationsandfor
whichyouchoseRequireShippingLabels.
IfyoudonotchoosePrintOnlyLabelsMarkedAsRequired,
OrderEntrywillprintthenumberoflabelsmarkedontheTotals
tabforallordersintheorderrange.
Picking Slips
Picking slip defined
252
Beforeyouinvoiceanorder,youcanprintapickingslipwiththe
orderdetailsforthewarehouseorotherlocationwhereyourorders
arefilled.
Youcanprintpickingslipsimmediatelyafterpostingoryoucan
selectPickingSlipsfromtheO/EFormsfoldertoprintpickingslips,
andthen:
Selectpickingslipsforarangeofordersorshipments.
Specifytheorderinwhichitemsarelistedoneachpickingslip.
Orderscanbelistedby:
Picking Sequence.Anoptionalcodedefinedandenteredby
theuserintheitemrecord(inInventoryControl),todescribethe
mostefficientorderinwhichtopicktheitem.Itemsarelistedon
thepickingslipinascendingorderofpickingsequencecodes.
Item Number.Itemsarelistedonthepickingslipinascending
orderofitemnumbers.
Line Number.Itemsarelistedonthepickingslipintheorderin
whichyouenteredthemandastheyappearedontheDetail
grid.
Testing forms
Youcanprinttestcopiesofpickingslipstocheckthealignmentof
theformsinyourprinter.
Developing formats
SeveralpickingslipscomewithOrderEntry,allowingyoutoprint
completepickingslips,orprintpickingslipinformationon
preprintedforms.
Deleting Orders
Ifyoupostanorderinerror,oronethatyoulaterdecidenottofill,
youcandeletetheentireorderusingtheDeletecommand.When
youdeleteanorder,allofitsdetailsareremoved.Theorderno
longerappearsintheFinderlist.
Ifyoudeleteanorderthathasbeenfilled,youcanstillreviewthe
invoicesandcreditnotespostedtoitontheSalesHistoryand
TransactionListreports.
User Guide
253
Before
Setting Up
Order on picking
slips
Processing Shipments
Youcanenter,fill,anddeleteanorderbeforerunningDayEnd
Processingwithoutlosingcrucialinformation.Forexample,youcan
enterandpostanorder,shipallitems,andposttheinvoice.Youcan
deletetheorderimmediately,andthenrunDayEndProcessing.The
orderwillnotappearonanyreports,buttheinvoicewillappearon
theInvoiceListwithalltheitemdetails,andtheauditinformation
willappearontheInvoicePostingJournal.
Creating New Orders from Existing Orders

Copy Orders
TheCopyOrdersform,availablefromtheO/ETransactionsfolder,
letsyouselectanexistingorder,orarangeoforders,onwhichto
baseaneworder.
Thedetailsfromtheexistingorders,includingtheitemnumbers,
quantitiesordered,pricing,andotherinformation,appearas
defaultsfortheneworder.
Youcandeleteanydetailsyoudonotrequireintheneworder,and
youcanchangethepricelist,location,shipdate,quantityordered,
unitofmeasure,andunitpriceforanydetailline.
Onceyouhaveselectedandeditedthedetailsyouwanttouse,you
simplyclicktheCreatebuttontocreatetheneworder.Youcanthen
view,edit,andposttheneworder,asusual,usingtheOrderEntry
form.
YouusetheShipmentEntryform,intheO/ETransactionsfolder,to:
254
Enterandpostshipments.
Addmiscellaneouschargestoexistingordersbeforeshipping.
(OrderEntryletsyoushipamiscellaneouschargeonitsown.)
Enterprepaymentsfortheshipment.
Createaninvoiceautomaticallywhenyoupostashipment.
Note:
Youcanskiptheorderprocessandenteritemsdirectly
onashipmentandautomaticallycreatetheinvoice.
Youcanrecallandeditashipmentuntilyouinvoiceitor
untiltheorderisfullyshipped.
Youcanenterandpostshipmentinformationonorders.
TheShipmentEntryformalsoletsyoudrilldowntoanoriginating
orderanddrilldownfromapostedshipmenttoanyinvoicethat
referencestheshipment.
Shipment entry is
like order entry
Theinformationyouenterforshipmentsisalmostidenticaltothe
informationyouenterfororders,withthefollowingexceptions:
Shipment tab
YouentertheactualshipmentdateintheShipmentDatefieldon
theShipmenttab.Theshipmentdateisusedtocalculatethe
averagedaysbetweenshipmentsontheItemStatusreportin
InventoryControl.
Thedefaultdateisthesessiondate.
Posting date
YouenterapostingdateontheShipmenttab.DayEnd
Processing(inInventoryControl)usesthepostingdateasthe
transactiondateforthegeneralledgerentriesthatitcreates,and
thisdatealsodeterminesthefiscalperiodtowhichthe
transactionispostedinthegeneralledger.
Youcanshiponeorderatatime,oryoucanshipanumberof
ordersatonceforacustomer.
Toshiponeorder,youenterorselecttheordernumberin
theOrderNumberfield.
Torecordashipmentforseveralordersatonce,youclick
theZoombuttonbesidetheFromMultipleOrdersfield,
openingtheCreateShipmentFromOrdersformwhereyou
selecttheordersyouwanttoship.YouclicktheShipbutton
ontheCreateShipmentFromOrdersformtoshipthedetails
fromtheselectedorders.
User Guide
255
Before
Setting Up
Ship all items on

the order or part of
an order
Youcanshipawholeorderatonce,or,ifyouallowpartial
shipmentsforthecustomer(inAccountsReceivable),youcan
shippartoftheorder.
Toshipalltheitemsforaselectedorder,youclicktheShipAll
buttonontheOrderEntryform,orclicktheShipbuttoninthe
CreateShipmentFromOrdersform.WhenyouchooseShipAll,
theprogramfillsinthefollowingdetailsfromtheorderinthe
detailentrygrid:
Processing partial
shipments
ThefullquantityorderedforeachitemdetailintheQty.
(Quantity)Shippedfield.
Theextendedprice(totalprice)foreachdetail.
Anestimatedweightforeachitemdetailline.
Thequantitiesonbackorder(settozero).
Youcanchangedetailinformation,ifnecessary.Forexample,if
youcannotshipallitemquantitiesonanorder,youcanrecorda
shipmentthatincludesjusttheshippedquantitiesandall
miscellaneouscharges.
Youcanrecordanothershipmentwhenyouarereadytoshipthe
remainingquantities,untileachitemontheorderiscompleted.
256
TheCustomertabletsyouenterpricelist,discountlevel,and
salestaxinformationfortheinvoice,aswellastheinvoice
paymentterms.
TheTaxtabletsyouchangethecustomertaxclassforindividual
taxingauthoritiesandentertaxamountsmanually,ifnecessary.
TheOptionalFieldstaxletsyouenteroptionalfieldinformation
thatappliestotheshipmentdocumentasawhole.
TheSalesSplittabletsyouspecifythesalespeopleresponsible
fortheorder.
TheRatestabdisplaystheexchangeinformationusedonthe
originalorder(ifyouareshippingonlyoneorder),anditlets
youupdateexchangeinformationfortheshipment.
TheTotalstabletsyouentershippingdiscountsandspecify
whetherthediscountsapplytomiscellaneouscharges.
Before
Setting Up
TheTotalstabalsoletsyouchoosetoproduceaninvoice
automaticallywhenyouposttheshipment.Ifyouselectthe
optiontoproduceaninvoice,youcanlettheprogramassignthe
invoicenumberautomatically,oryoucanenteraninvoice
numberyourself,alongwithaninvoicedateandinvoiceposting
date(usedtodeterminethefiscalperiodfortheG/Ltransaction).
Unlikeorderdetails,shipmentdetailsarenotcompleted
individually.Youcompleteashipmentbypostinganinvoicefor
theentireshipment.
Thecompletedstatusandthenumberoftheinvoicepostedfor
theshipmentappearinthetoprightcornerontheShipment
Entryform.
Shipping Entire Orders

OrderEntryprovidesaquickwaytoshipalltheitemsonanorder.
ChoosetheShipAllbuttonontheShipmentEntryformtoshipall
theoutstandingquantities.
Shipping multiple
orders
Ifyoucreatedtheshipmentfrommultipleorders,alltheoutstanding
quantitiesfromtheselectedordersareaddedtotheshipmentwhen
youchooseShipintheCreateShipmentFromOrdersform.
Complete lines by
entering 0 in the
B/O field
Ifyouwanttocancelaparticularline,settheQuantityBackordered
tozero,markingthelineascomplete.OrderEntrywilladdtheline
amount(theQuantityOrdered)totheSalesLostfieldontheSales
Statisticsreport.
User Guide
257
Allow Negative
Inventory Levels
option on or off
Note: IftheAllowNegativeInventoryLevelsoptionisnot
selectedinInventoryControl,theprogramshipsonlythose
quantitiesonhandinInventoryControl.
IfAllowNegativeInventoryLevelsisselected,youarewarned
whenyoushipitemsifthiswillresultinnegativeinventorylevels.
Creating Partial Shipments

Youcreateapartialshipmentwhenyoushiponlypartofanorder.
Youcanpostasmanypartialshipmentsfromasingleorderasyou
require,untilallthequantitiesareshipped.
Whenyoupostapartialshipment,allthemiscellaneouscharges
currentlyenteredfortheorder(andnotmarkedCompleted)willbe
posted.
Whenyoupartlyshipanorder,theprogramdeductsthequantities
shippedfromthequantitiesonorder.Thenexttimeyourecallthe
order,thequantitiesonorderwillbethereducedamounts
showingthequantitiesoutstanding.
Youcanchecktheoriginalquantityorderedfortheitemonthe
OrderEntryform.TheamountappearsintheOriginalOrderfield
forthedetailline.
You must allow
partial shipments
Notethatyoucancreatepartialshipmentsonlyforcustomersfor
whomyouhaveselectedtheAllowPartialShipmentsoptionin
AccountsReceivable.
Verifying Shipment Totals

UsetheTotalstabontheShipmentEntryformtoverifythe
followingshipmenttotals:
258
Subtotalsofallitemsandmiscellaneouschargesthatarebeing
shipped.
Totalamountofalldiscountsappliedtoindividualitemand
miscellaneouschargedetails.
Netamountandthetotalamountoftheshipment.
Totalamountsofexcludedandincludedtax.
Estimatedweightforthetotalshipment(usingthedefault
weightunitofmeasureforitemsinInventoryControl).
Before
Setting Up
Youcanenterandedititemweightsontheshipmentdetaillines.
Numberofdetaillinesontheshipment.
Thenumberoflabelstoprintfortheshipment.
Whetheryouarecreatinganinvoicefortheshipment,and,ifso,
theinvoicedate.
Ifitempricesincludetaxes,OrderEntrydisplaystheincludedtax
amountsonthezoomedItem/Taxesformandincludesthetotaltax
amountsontheTotalstab.
Ifyouneedtoeditthecustomerstaxclasses,usetheTaxestab.To
editpaymentterms,usetheCustomertab.Forinstructions,see
CalculatingSalesTaxesandEditingTaxInformation,earlierinthis
chapter,andEditingPaymentTerms,laterinthischapter.
Information to enter
YoucanenterthefollowinginformationontheTotalstab:
Whethertheshipmentdiscountalsoappliestomiscellaneous
charges(inadditiontoinvoiceditems).
Shipmentdiscountpercentageorfixedamount.
Thisisadiscountforavolumepurchase,forexample,andnot
anearlypaymentdiscount.Ifyouenteradiscount,itis
calculatedonalltheitemsontheshipment.Ifyoudiscount
miscellaneouschargesaswell,thediscountcalculationwillalso
includethemiscellaneouscharges.
User Guide
259
Whenyouenterapercentage,OrderEntrycalculatesadiscount
amount,whichyoucanoverride.Ifyouchangetheamount,an
asteriskappearstoshowthatthecalculationwasoverridden.
Numberofshippinglabels.
Thisnumbercontrolsthenumberoflabelsyoucanprintwhen
youprintlabelsforarangeofshipments.Forexample,ifyou
needfivelabelstoshiptheitems,specify5inthisfield.
SeePrintingShippingLabels,laterinthischapter.
Invoicenumberandinvoicedateifyouarecreatinganinvoice
fortheshipment.
Youcanlettheprogramassigntheinvoicenumber
automatically,oryoucanenteraninvoicenumberyourself.
Posting Shipments
WhenyoupostashipmentinOrderEntry,theprogram:
260
Updatesthequantitiesonhand(inInventoryControl)forthe
shippeditems.Italsoupdatestheitemcoststhenexttimeyou
runDayEndProcessingoratposting,dependingontheoptions
youselectedinInventoryControl.
ChangesthestatusofalineitemonanordertoCompletedifthe
orderedquantityhasbeenfullyshippedorithasbeenpartially
shippedandyouhavesetthebackorderquantitytozero.(See
thenextsection,CompletingOrders,formoreinformation.)
Updatesthequantityordered,quantityshippedtodate,and
quantitybackorderedfortheorderontheOrderEntryformand
ontheOrderList.OrderEntrycalculatesbackorderedquantity
onlyifyouusetheCalculateBackorderQuantitiesoption.
Createsaninvoicefortheshipment,ifyouselectedtheCreate
InvoiceoptionontheTotalstaboftheShipmentform.Youcan
thenprinttheinvoiceimmediatelyafterpostingtheshipment.
Ifyouuseautomaticnumbering,theprogramassignstheinvoice
prefixandnextnumbershownontheOptionsform.
OrderEntryletsyoucreatejobrelatedordersinOrderEntryand
managethebillingandinvoicingintheProjectandJobCosting
modulebyusingtheProjectInvoicingoption.
Ifyouareusingprojectinvoicing,postingtheshipmentinOrder
EntrycompletesthetransactionsforO/E.Thetransactionissentto
ProjectandJobCosting,forittocalculatetheextendedbilling
amountandthecostportionoftheorder.
Youcanthenprocessthebillingsforthetransaction:
ByusingProjectandJobCostingsCreateBillingWorksheet
whentheprojectstatusissettoCompleted.
Or
BymanuallyenteringaninvoiceinAccountsReceivable.
(AccountsReceivableletsyoubillcustomersforcompleted
projectswhentheprojectsstatusissettoopen.)
Ifyouchooseprojectinvoicing,youcannotinvoiceanorderor
shipmentintheOrderEntrymodule.
Note: Youcannotpostcreditnotesforjobrelated,project
invoicingdocuments.Becauseofthis,OrderEntryletsyou
enternegativeshipmentsforthesejobrelatedorders.
Completing Orders
AnorderiscompletewhentheCompletedstatusforeachlineonthe
orderisYes.
Fully shipped
Ifanordereditemisfullyshipped,theprogramsetstheCompleted
statusofthelinetoYesduringposting.
User Guide
261
Before
Setting Up
Posting Job-Related Shipments
Partially shipped
Ifanitemispartiallyshippedandyoucanceltheunshippedportion
bychangingthebackorderedquantitytozero,theprogramsetsthe
CompletedstatusofthelinetoYesduringposting.
TheunshippedquantitywillbelistedaslostsalesintheSales
StatisticsformandontheSalesStatisticsreportaftertheorderis
processedbyDayEndProcessing.
NotethatOrderEntrywillpartiallyshipitemsonlyforcustomers
forwhompartialshipmentsareallowedinAccountsReceivable.
Unshipped
Ifyouwanttocompleteanitemdetaillineandyouhavenotshipped
anyoftheunitsorderedfortheitemdetail,youmust:
Setthebackorderedquantitytozero.
And,
ChangetheCompletedstatusofthelinetoYesbeforeposting
theorder.
TheSalesStatisticsreportwilllisttheunshippedquantityaslost
salesaftertheorderisprocessedbyDayEndProcessing.
Iftheorderconsistsofjustonelineandnoshipmentismade,you
shouldsimplydeletetheorderbeforeposting.Youdonotneedto
changethebackorderedamountorCompletedstatus.
Completion date
DayEndProcessingassignsacompletiondatetocompletedorders.
ThecompletiondateisthesessiondatewhenyourunDayEnd
ProcessinginInventoryControl.
Clearing methods
Completedordersareclearedfromthesystemusingoneoftwo
methods:
262
IfyoudidnotselecttheKeepTransactionHistoryoption,Day
EndProcessingautomaticallyremovesallordersthathavebeen
completedsinceyoulastperformeddayendprocessing.
IfyouselectedtheKeepTransactionHistoryoption,youusethe
ClearHistoryformtoclearallorderswithacompletiondate
Processing Invoices
throughthedateyouspecify.Forexample,youcanspecifythat
alltransactionsthroughSeptember30,2010,shouldbecleared.
Adding new details

to completed
orders
Youcanaddnewdetaillinestoanycompletedordersthathavenot
beencleared.Ifyouaddnewlines,theorderisnolongercomplete,
andOrderEntryresetstheorderstatus.
Processing Invoices
Youcancreateinvoicesforshipmentswhenyoupostshipments(or
whenyoupostorderswithshippedquantities),oryoucanusethe
InvoiceEntryformtoenterinvoicesatalatertime.
Invoicing from the
Order or Shipment
Entry form
Tocreateaninvoicewhenyoupostanorderorshipment,youselect
theCreateInvoiceoptiononthefirsttaborontheTotalstabofthe
OrderEntryorShipmentEntryform.OrderEntryautomatically
assignstheinvoicenumber,usingtheinvoiceprefixandnext
numbershownontheOptionsform,unlessyouenteranumber
manuallyintheInvoiceNumberfieldontheTotalstab.
Ifyoudonotinvoiceashipmentwhenyoupostit,youusethe
InvoiceEntryformtocreateaninvoiceforanexistingshipmentor
foranumberofshipmentstothesamecustomer.
Misc. charges
Youcanaddmiscellaneouschargestoaninvoice,andyoucancreate
aninvoicejustforamiscellaneouscharge(bycreatingashipment,
addingthemiscellaneouscharge,andtheninvoicingit).
Entering Invoices
Invoice Entry
resembles Order
Entry and
Shipment Entry
forms
TheInvoiceEntryformcloselyresemblestheOrderEntryand
ShipmentEntryforms,andincludesmostofthesameinformation.
ThissectionoutlinesthedifferencesbetweentheInvoiceEntryform
andtheOrderEntryform.
User Guide
263
Before
Setting Up
Untildeletion,youcanusethecompleteddatatoanswer
customerinquiriesandtoreviewrepeatorders.
Processing Invoices
Notethefollowingpointsabouttheinformationthatisincludedon
invoices:
Posting date
YouenterapostingdateontheInvoicetab.DayEndProcessing
(inInventoryControl)usesthepostingdateasthetransaction
dateforthegeneralledgerentriesthatitcreates,andthisdate
alsodeterminesthefiscalperiodtowhichthetransactionsare
postedinthegeneralledger.Theinvoicedateandtheposting
datealsoappearoninvoicetransactionsinAccountsReceivable.
Youcanenteronlyoneprepaymentwithaninvoice.
Theamountoftheprepaymentisincludedinthecreditlimit
checkforthecustomer,anditimmediatelyreducestheamount
dueontheinvoiceyouprintfromOrderEntry.
YoucaninvoiceseveralshipmentsatonceusingtheFrom
MultipleShipmentsfield,thesamewayyouusetheFrom
MultipleOrdersfieldtoshipseveralordersatonetime.
Aninvoicecontainsthebillinginformationonlyforthepartof
anorderthatisshippedandformiscellaneousexpenses.
Note: Youcannotdeletedetaillinesfromtheinvoice,and
youcannotaddnewdetaillines.
However,youcanchoosewhenyouprintinvoiceswhether
toshowbackordereditemsontheprintedinvoices,oronly
showtheitemsthatarebeinginvoiced.
Theinvoicedetailsincludealltheitemsandmiscellaneous
chargesenteredontheshipment,orshipments,selectedfor
invoicing.Ifnecessary,youcaninsertdetaillinestoadd
miscellaneouschargestotheinvoice.
264
Foreachitemdetail,youcanchangethequantitybeinginvoiced,
andyoucanedittheunitprice,extendedprice,discount
percentage/amount,itemtaxclass(onthepopupform),unit
weight,extendedweight,serialnumbers,instructionsor
comments,theshipviainformation,andoptionalfields.
Processing Invoices
Bydefault,OrderEntryenterstheshipmentamountinthe
quantityinvoicedfield.
Online Help
Youcanalsochangethecustomertaxgroup,addoptionalfields,
changethesalespersonsplit,entercomments,andentera
discountfortheinvoiceasawhole.
YoucaneditthepaymenttermsontheCustomertabpayment
schedules,duedates,anddiscountdatesonlyoninvoices.
(Althoughyouenterthepaymenttermsonorders,youcannot
enterthedatesforthepaymenttermsuntilyoucreatethe
invoice.)
ForinformationonanyofthefieldswhileusingtheInvoiceEntry
form,pressF1,andthenclicktheFieldListbuttonatthetopofthe
onlineHelpwindowthatappears.
Verifying Invoice Totals

UsetheTotalstabontheInvoiceEntryformtoverifythefollowing
invoicetotals.
Numberofdetaillinesontheinvoice.
Subtotalsofallitemsandmiscellaneouschargesthatarebeing
invoiced.
Amountdue,whichiscalculatedasthe:
+
=
Invoice subtotal (shipped items + misc. charges)

Detail discount
Invoice discount
Tax (if it is not included in item prices or charges)
Prepayment (for this invoice)
Terms discount available
Amount due
User Guide
265
Before
Setting Up
Processing Invoices
Ifyouenteredaprepaymentwiththeinvoice,theamountofthe
prepaymentreducestheamountdueontheinvoice.
Ifyoupreviouslyenteredoneormoreprepaymentswiththe
order,however,theprepaymentsareappliedtotheinvoice
whenyouposttheinvoiceinAccountsReceivable.Seethe
sectionEnteringPrepayments,earlierinthischapter.
Ifitempricesincludetaxes,OrderEntrydisplaystheincluded
taxamountsontherightsideoftheform.Includedtaxwillnot
affectthecalculationoftheinvoiceamountdue.
Estimatedweightfortheinvoiceditems(usingthedefault
weightunitofmeasurespecifiedinInventoryControlsOptions
form).
Ifyouneedtoeditthecustomerstaxclasses,usetheTaxestab.To
editpaymentterms,usetheCustomertab.Forinstructions,see
CalculatingSalesTaxesandEditingTaxInformation,earlierinthis
chapter,andEditingPaymentTerms,laterinthischapter.
Information to enter
YoucanenterthefollowinginformationontheTotalstab:
Acomment.
Whetherinvoicediscountsalsoapplytomiscellaneouscharges
(inadditiontoinvoiceitems).
Invoicediscountpercentageorfixedamount.
Thisisadiscountforavolumepurchase,forexample,andnot
anearlypaymentdiscount.Ifyouenteradiscount,itisprorated
toalltheitemsontheinvoice.Ifyoudiscountmiscellaneous
chargesaswell,thediscountisalsoproratedtothe
asteriskwillappearbytheamounttoshowthatthediscount
266
Processing Invoices
Numberofshippinglabelsfortheinvoice.
SeePrintingShippingLabels,laterinthischapter.
Editing Payment Terms

Paymenttermscanbeassimpleasaduedateandadiscountdate
andrate,ortheycanincludepaymentschedulestoallowforseveral
installmentpayments.AllpaymenttermsaredefinedinAccounts
Receivable,butyoucanchangethetermsontheCustomertabofthe
InvoiceEntryformbeforeyouposttheinvoice.
Fordetailedinformationaboutusingtermscodes,seetheAccounts
ReceivableUserGuide.
Posting Invoices
Creating and
posting A/R invoice
batches
PostinganinvoiceinOrderEntrymaynotimmediatelyupdate
accountingorstatisticalinformation.
OrderEntrycreatesinvoicesforAccountsReceivablewhenyou
createsubledgertransactionsinInventoryControlduringposting
orduringDayEndProcessing.
YoucanchooseinO/EOptionswhethertopostbatchesofA/R
transactionstoAccountsReceivableautomatically(duringpostingor
duringDayEndProcessing)orwhetheryouwanttopostthemusing
theCreateBatchiconinOrderEntry.Youcanalsoposttheinvoice
batchesinAccountsReceivableusingA/RsPostBatchesform.
YoumustrunDayEndProcessinginInventoryControltoupdate
OrderEntrysalesstatistics,salescommissions,andaudit
information.
User Guide
267
Before
Setting Up
Thisnumbercontrolsthenumberoflabelsyoucanprintwhen
youprintshippinglabelsforarangeofinvoices.Forexample,if
youneedfivelabelstoshiptheinvoiceditems,specify5in
thisfield.
Processing Invoices
Printing Invoices
After posting an
invoice
Youcanprintaninvoicedirectlyafterpostingit,oryoucanprinta
rangeofpostedinvoicesusingtheInvoicesformintheO/EForms
folder.
PrintinginvoicesfromtheInvoiceEntryformisusefulwhenyou
wanttoproduceaninvoicequicklyif,forexample,youwantto
handittoacustomerwhoisinyouroffice.
Whenpostingiscomplete,theprogramaskswhetherornotyou
wanttoprinttheinvoice.IfyouchooseYes,OrderEntrydisplaysthe
Invoicesform.IfyouchooseNo,OrderEntryonceagaindisplaysthe
firsttaboftheInvoiceEntryformtoletyouenteranotherinvoice.
Deleting invoices
YoucannotdeleteinvoiceinformationfromOrderEntryuntilyou
haveprintedtheinvoice.Youcanreprintinvoicesatanytimebefore
theinformationisdeletedwiththeClearHistoryform(orbyDay
EndProcessing,ifyoudonotkeephistory).
Toprintarangeofpostedinvoices,choosetheInvoicesformfrom
theO/EFormsfolder.
Whenprinting,youcan:
Printtothecurrentprintdestinationorusethedeliverymethod
specifiedinthecustomerrecords.(Customerdeliverymethods
includemail,fax,email,contactsfax,orcontactsemail.)
Limitprintingtothoseinvoicesthatwerenotpreviouslyprinted.
Reprintinvoicesasmanytimesasyouneedtogettheclear
copiesyouwanttosendtothecustomerorfileinyourrecords.
Indicatewhethertheinvoicesrequireshippinglabels.
TheRequireShippingLabelsoptionletsyouprintshipping
labelsonlyforthoseinvoicesthatyouprintedwiththeoption
selected.(TheShippingLabelsform hasanoptiontoprintlabels
onlyforthoseinvoicesmarkedasrequired.)Seethenextsection,
PrintingShippingLabels.
268
Processing Invoices
Indicateifyouwantbackordereditemslistedontheinvoice.If
youdonotchoosebackordereditems,theinvoiceswillonlylist
itemsthatarebeinginvoiced.
Printthecomponentitemsforkitsoritemsassembledfrombills
ofmaterial.
Testing forms
Youcanprinttestcopiesofinvoicestocheckthealignmentofthe
formsinyourprinter.
Developing formats
YoumaybeabletousethesampleformsincludedwithOrderEntry
ormodifythemtomatchyourrequirements.Youcanalsocreate
yourowninvoiceformstousewithOrderEntry.(YouuseCrystal
ReportsfromBusinessObjectstomodifyexistingOrderEntry
forms.)
E-mailing Invoices
OrderEntryalsoletsyouemailinvoicestocustomersforwhomyou
haveselectedEmailorCustomersEmailastheDeliveryMethodin
thecustomerrecordinAccountsReceivable.
WhenyouselectCustomerastheDeliveryMethodontheInvoices
form,youcanselecttheMessageIDforthemessageyouwantto
sendwiththeemailedinvoice.
Printing Shipping Labels

Shipping label
defined
Shippinglabelscontainthecustomersshippingaddressandare
attachedtopackagesinashipment.
Followthesestepstoprintlabelsfororders,shipments,andinvoices:
Number Of Labels
field
1.
Enteranorder,ashipment,oraninvoiceintheappropriate
transactionentryform,specifyingontheTotalstabhowmany
labelstoprint.
Choose Require
Labels
2.
Printanorderconfirmation,pickingslip,oraninvoice,and
specifywhethertoprintlabelsonlyfortheconfirmations,
pickingslips,orinvoicesyouareprinting(bychoosingthe
RequireShippingLabelsoptionontheprintform).
User Guide
269
Before
Setting Up
Processing Credit Notes and Debit Notes
3.
PrintlabelsusingtheShippingLabelsformfromtheO/EForms
folder,specifying:
Therangeoforder,shipment,orinvoicenumbersforwhich
toprintlabels.
Include Labels
Already Printed
Whetherornottoreprintlabelsthatyouprintedbeforefor
theselectedorders,shipments,orinvoices.Youmayneedto
reprintlabelsiftheywerenotprintedsuccessfullythefirst
time,orifyouneedmorelabelsthanyouexpectedwhen
youpostedtheorder,shipment,orinvoice.
Print Only Labels

Marked Required
Whethertolimitprintingtoorders,shipments,andinvoices
markedasrequiringlabelswhenorderconfirmations,
pickingslips,andinvoiceswereprinted.
Ifyoudonotselectthisoption,labelsareprintedforallthe
orders,shipments,orinvoicesintherangeforwhicha
numberoflabelswasspecifiedpriortoposting.
Testing forms
Youcanprinttestcopiesofshippinglabelstocheckthealignmentof
Developing formats
YoumaybeabletousethesamplelabelsincludedwithOrderEntry
ormodifythemtomeetyourrequirements.(UseCrystalReports
fromBusinessObjectstomodifyexistinglabels.)

Thissectionprovidesanoverviewoftheinformationyouneedto
enterforcreditnotesanddebitnotesintheCredit/DebitNoteEntry
form.
Youentercreditnotesanddebitnotestoadjustacustomersaccount
forreturnedmerchandise,damageditems,orpricereductions,to
correctanerroronaninvoice,ortopostadebitoracreditfora
miscellaneouscharge.
270
All Order Entry

credit and debit
notes affect sales
gains or
losses
Iftheexchangerateforthecreditnoteordebitnoteisdifferentfrom
therateontheinvoice,youwillrealizeanexchangegainorlosson
thetransaction.
Fordetailedinstructionsonenteringcreditnotesanddebitnotes,see
Chapter5,ProcessingCreditNotesandDebitNotes,inthisguide.
Entering an Invoice Number

Youcanenteracreditnoteoradebitnoteforanexistinginvoice,one
thatnolongerexistsinOrderEntry,oronethatneverexistedin
OrderEntry.
Existing invoice
number
IfyouissueacreditnoteoradebitnoteforanexistingOrderEntry
invoice,allthedetailsoftheinvoicearedisplayedwhenyouenter
theinvoicenumber.
Using the Accounts

Receivable invoice
number
IfyouwanttocreditordebitaninvoicethatwasdeletedfromOrder
EntrybutstillexistsinAccountsReceivable,youmustenterthe
originalinvoicenumbertoensurethatthecreditordebitisproperly
postedinAccountsReceivable.
Non-existent
invoice number
Theabilitytoenteranonexistentinvoicenumberaddresses
situationswhereinvoiceshavenotyetbeenissuedorhavebeen
deletedbyDayEndProcessing.Ifyouenteraninvoicenumberthat
doesnotcurrentlyexistinOrderEntry,theprogramprovides
defaultentriesfromtheorderentrytemplate.
Note: IftheinvoicenumberdoesnotexistinOrderEntry,
theprogramdisplaysunitcostsforitemsbasedontheitems
costingmethod.
User Guide
271
Before
Setting Up
Multicurrency
realized
Allcreditnotesanddebitnotesaffectsalesamounts.Ifyoudonot
wanttoaffectanyOrderEntryorInventoryControlamountsor
statistics,enterthecreditnoteordebitnoteinAccountsReceivable.
Completing Credit Notes and Debit Notes

Crediting an entire
invoice
Whenyouenteranexistinginvoicenumber,theprogramdisplays
alldetaillinesfromtheinvoicesoyoucanchoosewhatyouwantto
creditordebit.
Ifyouselectcreditnoteasthedocumenttype,theprogramdisplays
allitemlineswiththedefaultcredittype(itemsreturnedto
inventory).Ifyouselectdebitnoteasthedocumenttype,the
programdisplaysallitemlineswiththedefaultdebittype(items
removedfrominventory).
Ifyouwanttocreditordebittheentireinvoice,selectCreditNoteor
DebitNote,andchoosethePostbuttontopostthecreditnoteor
debitnote.
Ifyoudonotwanttocredittheentireinvoice,youcan:
Enter credit/debit
note information
Deletelinesthatarenotaffectedbythecreditnoteordebitnote.
Addnewdetaillinestothecreditnoteordebitnote.
Changethequantitiesoramountsonlinesthatyouwanttobe
creditedordebited.
UsetheCreditNoteorDebitNotetabtoverifyorchangethe
followingheaderinformation:
Creditnotenumberordebitnotenumber.
Ifyouuseautomaticnumbering,theprogramassignsthecredit
noteprefixandnextnumber,ordebitnoteprefixandnext
number,shownontheOptionsform.
272
Documenttypeeithercreditnoteordebitnote.
Invoicenumberandpurchaseordernumber.
Actualreturndateforacreditnoteoractualshipdateforadebit
note.
Creditordebitnotedate,ifitisnottodaysdate.
Posting date
Postingdateforthegeneralledgerentriesarisingfromthecredit
ordebitnote.Thisdatealsodeterminesthefiscalperiodto
whichthetransactionispostedinthegeneralledger.
Theinventorylocationwheregoodsarebeingreturned.
Jobrelatedoptioncannotbechangedifyouarereferencing
anexistinginvoice.
Note: Youcannotpostacreditnoteforjobrelated,project
invoicingdocuments.Becauseofthis,OrderEntryletsyou
enternegativeshipmentstoprovidecreditnotefunctionality
forjobrelatedprojectinvoicing.
Credit/debit type
Retainageoptionavailableonlyifyouareenteringajob
relatedcredit/debitnoteandhaveselectedtheRetainage
AccountingoptioninyourAccountsReceivablesystem.
Adescriptionandareference.
Foreachdetaillinetobecredited(ordebited)ontheinvoice,you
selectthecredit(ordebit)type:
Itemsreturnedtoinventory(foracreditnote)oritemsremoved
frominventory(foradebitnote).
Damageditems.(Itemsarenotreturnedtoinventory.)
Priceadjustment(increaseordecrease).
Eachofthesetypesisdescribedbelow.
Delete lines which
you are not
crediting
Youcandeletelinesyoudonotwanttocreditordebit,andadd
detaillinesforitemsormiscellaneouschargestotheinvoicebeing
creditedordebited.
Items Returned to Inventory / Items Removed from Inventory

ItemsReturnedToInventoryisthedefaultcredittype.Items
RemovedFromInventoryisthedefaultdebittype.Ifyouuseoneof
thesetypesforadetailline,youcanenterthenumberofitems
User Guide
273
Before
Setting Up
returnedorremovedintheQuantityfield.Theprogramcalculates
theextendedamount(quantitymultipliedbyprice),oryoucanjust
editthevalueintheExtendedAmountfield.
Ifyouselectanexistinginvoicenumber,thedisplayedcostisthe
costofthesolditem.Iftheinvoicenumberisblankordoesnot
matchanexistinginvoice,theprogramdisplaysaunitcostforthe
itembasedontheitemscostingmethod.
Thecostingmethodisoneofthefollowing:
Mostrecentcost.
Standardcost.
Averagecostforaverage,LIFO,andFIFOcostingmethods.
Youcannoteditinformationfrompreviousordersandshipments,
butyoucaneditinformationforthecreditedordebiteditems,such
astheprice,weight,quantities,serialnumbers,comments,shipvia,
oroptionalfields.
WhenyoupostthetransactionorrunDayEndProcessing
(dependingonyouroptionsinInventoryControl),theprogram
updatesquantitiesonhandwithitemsreturnedtoinventory.
Damaged Items
Ifyouselectthistypeforadetailline,enterthenumberofdamaged
itemsintheQuantityfield.
Damageditemsdonotchangethequantitiesonhandandcostsin
InventoryControl.OrderEntryadjustsonlythesalestransaction(by
debitingthedamagedgoodsaccountandcreditingthereceivables
account).
Price Adjustment
Ifyouselectthistypeforadetailline,entertheamountofthe
adjustmentinthePrice/Adjustmentfield.Theprogrammultiplies
274
theadjustmentbythequantitytodeterminetheadjustmentforthe
detailline,whichisdisplayedintheExtendedAmountfield.
Whenyouhaveenteredallthecreditnoteordebitnotedetails,enter
thefollowinginformationontheTotalstab.
Totals tab
Comments.
Whethermiscellaneouschargeswerediscountedontheinvoice,
inadditiontoitems.
Discountpercentageorfixedamountforthecreditnoteordebit
note.
Thisisthediscountfromtheinvoicethathastobesubtracted
fromtheamountofthenote.Theamountyouenterisprorated
toalltheitemsonthenote.Ifyoudiscountedmiscellaneous
chargesaswell,thediscountisalsoproratedtothe
asteriskwillappearbytheamounttoshowthatthediscount
Theprogramdisplaysthefollowinginformation:
Numberofdetaillinesonthecreditnoteordebitnote.
Subtotalofallitemsandmiscellaneouschargesonthenote.
Totalamountsofexcludedandincludedtax.
Ifitempricesincludetax,theamountoftheincludedtaxis
displayedontherightsideoftheform.Itdoesnotaffectthe
calculationofthecreditnoteordebitnoteamount.
User Guide
275
Before
Setting Up
Verifying Credit Note and Debit Note Totals
Ifnecessary,youcaneditthecustomerstaxclassesontheTaxes
tab.
Creditnoteordebitnoteamount,whichiscalculatedas:
+
=
Credit/Debit note subtotal (shipped items + misc. charges)

Discounts entered for detail lines
Discount for the whole credit/debit note
Tax (if it is not included in item prices)
Credit/Debit note amount
Estimatedweightforallitemsonthenote(usingthedefault
weightunitofmeasuresetinInventoryControlsOptionsform).
Posting Credit Notes and Debit Notes

OrderEntryassignsthecreditnoteordebitnotenumberduring
posting,usingtheprefixandstartingnumberyouenteredonthe
DocumentstabontheOrderEntryOptionsform.
Items returned to
inventory
Day End Processing
Whenyoupostacreditnoteoradebitnoteforitemsreturnedtoor
removedfrominventory,thequantitiesonhandinInventory
Controlareimmediatelyadjusted:
Ifyouenteredacreditnote,InventoryControlquantitiesare
increased.
Ifyouenteredadebitnote,InventoryControlquantitiesare
decreased.
DependingonyourprocessingoptionsinInventoryControl,sales
statistics,thequantitysold,salesamount,invoiceamount,anditem
costofsalesareadjustedwhenyourunDayEndProcessingin
InventoryControl.Thenumberofreturnsandthereturnedamount
(orthenumberandamountforitemsremoved)areupdatedifyou
keepsaleshistory.
Whenyoupostacreditnoteforanitemthathadserialnumbers
assignedtoitwheninvoiced,thereturnednumbersarereportedon
theSerialNumbersListinInventoryControl.
276
Damaged items
Ifyoupostanotefordamageditems,thereisnoeffectonthe
quantityonhandoroncosts.Theamountispostedtothedamaged
goodsaccountyouspecifiedfortheiteminInventoryControl.
Price adjustments
Ifyoupostapriceadjustment,thereisnoeffectonthequantityon
handoroncosts.
Theitemsalesandinvoiceamountsareadjustedwhenyoupostor
runDayEndProcessing,butthenumberofreturnsandthereturned
amounts(orthenumberandamountforitemsremoved)arenot.
Sales commissions
Ifyoursalespersonsearncommissions,creditnotesanddebitnotes
postedagainstinvoicesreduceorincreasethecommissionearned
accordingly.TherecalculationofcommissionsisdoneduringDay
EndProcessing.
Printing Credit Notes and Debit Notes

OrderEntrydoesnotletyoudeletecreditnoteanddebitnote
informationuntilyouhaveprintedthecreditnotesanddebitnotes.
Inaddition,youcanreprintcreditnotesanddebitnotesanytime
beforetheyareclearedfromOrderEntryusingtheClearHistory
form.
YoucanprintcreditnotesordebitnotesfromtheCredit/DebitNote
Entryformimmediatelyafterposting,oryoucanusethe
Credit/DebitNotesformintheO/EFormsfoldertoprintthem.
WhenprintingfromtheCredit/DebitNotesprintform,youcan:
Testing forms
Printtestcopiesofthenotestocheckthealignmentofyour
formsinyourprinter.
Printtothecurrentprintdestinationorusethedeliverymethod
specifiedinthecustomerrecords.(Customerdeliverymethods
includemail,fax,email,contactsfax,orcontactsemail.)
User Guide
277
Before
Setting Up
DamageditemsupdatesalesstatisticsandhistoryafterDayEnd
Processing,justasitemsdowhentheyarereturnedtoinventory.
Day End Processing
E-mailing credit
notes
Developing formats
OrderEntryletsyouemaildebitnotesandcreditnotesto
customersforwhomyouhaveselectedEmailorCustomers
EmailastheDeliveryMethodinthecustomerrecord.
Limitprintingtothosenotesthatwerenotpreviouslyprinted.
Reprintnotesasmanytimesasyouneedtogettheclear,correct
copiesyouwanttosendtothecustomerorfileinyourrecords.
Printthecomponentitemsforkitsoritemsassembledfrombills
ofmaterial.
YoumaybeabletousethesampleformsincludedwithOrderEntry
ormodifythemtomatchyourrequirements.Youcanalsocreate
yourownformstousewithOrderEntry.(YouuseCrystalReports
fromBusinessObjectstomodifyexistingOrderEntryforms.)
WhenyouselectCustomerastheDeliveryMethodonthe
Credit/DebitNoteform,youcanselecttheMessageIDforthe
messageyouwanttosendwiththeemaileddebitnoteorcredit
note.
Day End Processing

WhenyoupostOrderEntrytransactions,theprogramimmediately
updatesitemquantitiesinInventoryControlandaddsany
prepaymentyouentertoanAccountsReceivablereceiptbatch.
IfyouselectedtheInventoryControloptiontocostitemsonposting,
postingshipmentsalsoupdatesitemcosts,andifyouselectedthe
InventoryControloptiontocreatesubledgertransactionsduring
posting,InventoryControlmayalsocreatetransactionsforthe
generalledgerwhenyoupostshipments.
YoumustrunDayEndProcessinginInventoryControl,however,to
completelyupdateyourOrderEntry,InventoryControl,and
AccountsReceivabledata.
278
Day End Processing
WARNING! Thetimeittakestocompletedayendprocessing
variesaccordingtoyourcomputerandthenumberof
transactionsyouenteredsincethelasttimeyouranDayEnd
Processing.WerecommendthatyourunDayEnd
Processingwhenyoudonotneedtouseyourcomputerfor
othertasks.Youmightfinditbesttorunitovernight.
Tasks Performed by Day End Processing

What does dayend processing
do?
DayEndProcessingperformsthefollowingtasks:
Activatesandpostsfutureordersthathavereachedtheirorder
date;thequantitiesonsalesorderareupdated.
WhenDayEndProcessingiscomplete,youcanprintorder
confirmationsandpickingslips,entershipments,andissue
invoicesfortheseorders.
Activating future
orders
Tip. IfyouusuallyrunDayEndProcessingattheendofthe
workday,futureorderssettobeactivatedonacertainday
willnotbecomeactiveuntiltheendoftheday.Tobesurea
futureorderisreadytobeprocessedonthecorrectdate,
assignadateearlierthanthedesireddatefortheorder.
Removesquoteswithexpirationdatesuptoandincludingthe
sessiondatefordayendprocessing,unlessyouhaveusedthe
quotesinorders.
Ifyoucostitemsduringdayendprocessing,calculatestheunit
costforeachitemonashipmentusingtheitemscosting
method.Formoreinformation,seeChapter2,WhatYouNeed
toKnowBeforeUsingInventoryControl,intheInventory
User Guide
279
Before
Setting Up
EachtimeyourunDayEndProcessing,theprogramprocessesall
thetransactionsthatyoupostedsincethelasttimeyouranDayEnd
Processing.YoushouldrunDayEndProcessingaspartofyourdaily
routine,tokeepyouraudittrailandreportsuptodate.Youcanrun
DayEndProcessingasmanytimesadayasyouwant.
Day End Processing
ControlUserGuide.Theunitcostscalculatedarethedefaultunit
costsforcreditnotesenteredagainsttheinvoices.
Batch created in
Accounts
Receivable
Ifyouchosetheoptiontocreateentriesduringdayend
processing,createsgeneralledgerentriesforpostedshipments.
UpdatesInventoryControlwithcostinginformationfor:
LIFOandFIFOcosteditems.
Thecostsofitemsreturned.
UpdatesstatisticsandhistoryinbothOrderEntryandInventory
Control.
Updatessalescommissions,ifyoutrackcommissionsandyou
enteredsalespersoncommissionratesinAccountsReceivableor
withthecommissionableitemcategoriesinInventoryControl.
CreatesabatchofAccountsReceivablesummaryinvoicesand
creditnotesanddebitnotesfrompostedOrderEntry
transactions,usingthenextavailableAccountsReceivablebatch
number(unlessyoucreatetransactionsduringposting).
Formoreinformation,seethenextsection,BatchesCreatedin
AccountsReceivable.
Createstheshipment,invoice,andcredit/debitnoteposting
journalsinOrderEntryforthenewdayendsequencenumber.
Thesejournalsarethedetailedrecordsofthegeneralledger
entriesthatwillbecreatedforpostedshipmentsandforthe
batchesyoupostinAccountsReceivable.
What to Do Before Running Day End Processing

Before running Day
End Processing
TakethefollowingstepsbeforerunningDayEndProcessing:
280
Enterandpostallthetransactionsthatyouwanttoprocessat
dayend.
Batches Created in Accounts Receivable
BeforeyoupostanytransactionsafterrunningDayEndProcessing,
dothefollowing:
PrintthepostingjournalsinOrderEntryforarecordofthe
generalledgerentriescreatedforinvoices,creditnotes,debit
notes,andshipmentsinAccountsReceivable.
PrinttheG/LTransactionsListingreport.
Printanyreportsthatyouwantforupdatingyourrecords.
ModifyoptionsontheOptionsform,asneeded.
Batches Created in Accounts Receivable

TheAccountsReceivablebatchofinvoices,creditnotes,anddebit
notescreatedfrompostedOrderEntrytransactionscontains
summarydetailsonly.
Batch creation
depends on I/C
settings
OrderEntrycreatesA/RinvoicetransactionswhenyoupostOrder
EntrytransactionsorwhenyourunDayEndProcessing,depending
ontheoptionsyouchoseontheCostingtaboftheInventoryControl
Optionsform.
Batch posting
depends on O/E
settings
OrderEntrycanautomaticallyposttheinvoicebatchinA/Rduring
postingorduringDayEndProcessing,oryoucanmanuallypostthe
batchusingtheCreateBatchforminOrderEntryorusingthePost
BatchesforminAccountsReceivable.
Batch printing
Toprintthebatch,usetheAccountsReceivableInvoiceBatchListing
form.ThebatchdateisthepostingdateortheDayEndProcessing
date,thebatchdescriptionisO/EInvoices/CreditNotes,thebatch
typeisImported,thebatchstatusisReadyToPost,andthedetail
typeisSummary.
User Guide
281
Before
Setting Up
After running Day

End Processing
BackupyourOrderEntrydata.Forinformationaboutmaking
backups,seetheSystemManagerUserGuide.
Journal Entries Generated by Posted Transactions
Editing in Accounts
Receivable
IfyouselectedtheAccountsReceivableoptiontoAllowEditOf
ImportedBatches,youcanopenandeditthebatch(otherthan
customernumber,documenttype,anddocumentnumber)before
youpostit.
Whenyoupostthebatch,AccountsReceivablemakessurethereare
noduplicateinvoice,creditnote,ordebitnotenumbers.Ifduplicate
numbersexist,theyareplacedinanerrorbatch.
Add customers
before posting
Youcanaddorders,shipments,invoices,creditnotes,anddebit
notesforcustomersbeforeyouaddthecustomerrecordsto
AccountsReceivable.Note,however,thatyoucannotpostthe
invoicesinAccountsReceivableuntilyouaddthecustomers.When
youaddthesecustomers,makesureyouusethesamecustomer
numberthatyouusedontheOrderEntrytransaction.

Thissectiondescribesthejournalentriesthatarecreatedforyour
generalledgerwhenyouposttheO/Einvoiceandreceiptbatchesin
A/R,orwhenyoupostshipmentsinO/E.
YoucanviewandprinttheG/LTransactionsreportforposted
invoices,debitnotes,andcreditnotesinA/R.
YoucanviewandprinttheG/LTransactionreportforposted
shipmentsinO/EeitherbeforerunningDayEndProcessinginI/C,
orbeforeusingtheCreateG/LBatchiconinO/E(dependingonthe
O/EIntegrationoptionyouselected).
ThefollowingdiagramillustratestheinteractionbetweenOrder
Entry,AccountsReceivable,andInventoryControl.
282
Order Entry
Invoices
Inventory
Control
Accounts Receivable
Before
Setting Up
Shipments
General
Ledger
Inventory
Control
Shipment
Clearing
X X
COGS
A/R
Control
Sales
Shipments
OE-SH source code
ShipmentsareassignedsourcecodeOESHontheOrderEntryG/L
Transactionsreport.
Whilepostingashipmentimmediatelyupdatesitemquantitiesin
InventoryControl,costsareupdatedeitherduringdayend
processingoronposting,dependingontheI/Coption.
Example
ThefollowingtransactioniscreatedbyOrderEntryandposted
directlytothegeneralledgertorecordashipment.
General Ledger Account
Shipment Clearing
Inventory Control
Debit
Credit
X
X
Ifanitemscostingmethodisthestandardormostrecentmethod,
thentheitemscostvarianceaccountisdebitedorcreditedwiththe
differencebetweenthestandardormostrecentcostandthe
weightedaveragecostoftheitemsshipped.
User Guide
283
Invoices
OE-IN source code
TransactionsarisingfrominvoicesareassignedsourcecodeOEIN
ontheG/LTransactionsreport,andarecreatedinGeneralLedgerby
theAccountsReceivablemodule.
Invoicetransactionsdebitthecustomersreceivablescontrolaccount
andtheitemscostofgoodssoldaccount,andcreditthegeneral
ledgershipmentclearingaccount,thegeneralledgertaxliability
accounts,andtheitemssalesaccount.
Example
Thefollowingexamplerecordsaninvoicetransaction.
Receivables Control
Cost of Goods Sold
Shipment Clearing
Tax Liability
Sales
Debit
Credit
X
X
X
X
X
Ifanitemscostingmethodisthestandardmethodorthemost
recentcostmethod,thentheitemscostvarianceaccountisdebited
orcreditedwiththedifferencebetweenthestandardormostrecent
cost,andtheweightedaveragecostoftheitemsshipped.
Ifyoudecreasethequantityshippedonaninvoice,OrderEntry
createsanentrytoadjustInventoryControl(eitherwhenyourun
DayEndProcessingorwhenyouusetheCreateG/LEntriesicon),as
follows:
Inventory Control
Shipment Clearing
Debit
Credit
X
X
ThesourcecodethatappearsontheG/LTransactionsreportforthis
entryisOEIN.
284
Unconsolidated Details on A/R Invoices for Job-Related Order

Details and Order Details with Optional Fields
Without optional
fields or Project
and Job Costing
IfyoudonotuseoptionalfieldsinOrderEntryinvoicedetailsand
inAccountsReceivableinvoicedetails,andifyoudonotuseProject
andJobCosting,theOrderEntryprogramcreatesA/Rinvoiceswith
separatedetaillinesforsales,costofgoodssold,andshipment
clearingentries(asinearlierversionsofOrderEntry).
A/R details are

consolidated
AllA/RinvoicedetailsareconsolidatedbyG/Laccount,soifyou
useonlyonesalesaccount,onecostofgoodssoldaccount,andone
clearingaccount,youwillseeonlythreelinesonaninvoice.
Sales
Cost of Goods sold
Shipment Clearing
Acct 4111
Acct 5200
Acct 5900
750.00
-500.00
500.00
With optional fields

or Project and Job
Costing
IfyouuseoptionalfieldsinOrderEntryinvoicedetailsandin
AccountsReceivableinvoicedetails,orifyouuseProjectandJob
Costing,theOrderEntryprogramnowcreatesasingleA/Rinvoice
detaillineforeachOrderEntryinvoicedetailline.
Details are not

consolidated
EachA/Rinvoicedetailincludestheentriesfortherevenue,
inventory(shipmentclearing),andcostofgoodssoldaccounts,and
therewillbeasmanyinvoicedetaillinesastherewereonthe
originalO/Einvoice.
Sales item 1
Sales item 2
Sales item 3
Acct 4111
Acct 4111
Acct 4111
250.00
250.00
250.00
EachoftheunconsolidatedA/RinvoicelineswillproduceaG/L
entrywithsalesaccount,costofgoodssoldaccount,andclearing
accountdetailswhenpostedinAccountsReceivable.
User Guide
285
Before
Setting Up
OrderEntrycreatesdetaillinesdifferentlyinA/Rinvoicesifyouuse
detailoptionalfieldsorusetheProjectandJobCostingmodule.
Entries for Kitting Items on A/R Invoices

AsofOrderEntry5.5,A/RinvoicescreatedifyouhaveProjectand
JobCostingorifyouaddedoptionalfieldstoinvoicedetailswill
showonlyonedetaillineforeachkittingitemlistedonaninvoice,
insteadofshowingonelineforeachcomponentofeachkittingitem.
OrderEntryhandlestheaccountingforkittingitemswiththe
followingG/Lentries.
Shipments
Whenyoushipkittingitems,OrderEntrycreatesG/Lentriesfor
eachofthecomponentsinthekittingitem:
Shipment Clearing, comp. 1
Inventory Control
Inventory Control
Invoices
Debit
Credit
X
X
X
X
Whenyouinvoiceakittingitem,OrderEntrycreatesthefollowing
G/Lentriestobackoutthecomponentsforthemasteritemfromthe
shipmentclearingaccount:
Shipment Clearing, master item
Debit
Credit
X
X
X
ThesourcecodethatappearsontheG/LTransactionsreportforthe
shipmententryisOESH.ThesourcecodethatappearsontheG/L
TransactionsreportfortheinvoiceentryisOEIN.
Prepayments
AR-PI source code
PrepaymentsareassignedsourcecodeARPIonthe
G/LTransactionsreport.
PrepaymentsareaddeddirectlytoAccountsReceivablereceipt
batcheswhenyoupostanorder,shipment,orinvoicewitha
prepayment.Prepaymentsdebitthegeneralledgerprepayment
286
liabilityaccountandcreditthecustomersreceivablescontrol
account.
Example

Prepayment Liability
Receivables Control
Debit
Before
Setting Up
Thefollowingexamplerecordsaprepaymenttoaninvoice.
Credit
X
X
Credit Notes and Debit Notes

OE-CN / OE-DN
source code
CreditnotesareassignedsourcecodeOECNanddebitnotesare
assignedOEDNontheG/LTransactionsreport.
Ifanitemscostingmethodisthestandardormostrecentcost
method,thentheitemscostvarianceaccountisdebitedorcredited
withthedifferencebetweenthestandardormostrecentcostandthe
weightedaveragecostoftheitemsshipped.
OrderEntryusestheCredit/DebitNoteClearingaccountinthe
InventoryControlaccountsetswhenyouenterandpostcreditand
debitnoteentries.
Items returned to
inventory
Transaction
sent to G/L
Transaction
sent to A/R
Damaged items
Thefollowingexamplerecordsacreditnotetransactionforitems
returnedtoinventory.
Inventory Control
Credit/Debit Note Clearing
Debit
Credit
X
X
Debit
Sales Returns
Tax Liability
Receivables Control
Cost of Goods Sold
X
X
X
Credit
X
X
Thefollowingexampleisacreditnotefordamageditems.
User Guide
287
Transaction
sent to G/L

Damaged Goods
Transaction
sent to A/R
Debit
Credit
X
X
Debit
Sales Returns
Tax Liability
Receivables Control
Cost of Goods Sold
X
X
X
Credit
X
X
* The Cr/Dr Note Clearing and the COGS entries will always
be zero for damaged goods.
ThistransactionwillappeardifferentlyintheA/RInvoiceform
dependingonwhetherornotthetransactionisjobrelatedoruses
optionalfields.
Price adjustment
Ifthetransactionisjobrelatedorusesoptionalfields,theinvoice
willlistasingledetaillineforthedamagedgoodsaccount.
Ifthetransactionisnotjobrelatedanddoesnotuseoptional
fields,theinvoicewilllistthreelinesonefordamagedgoods,
oneforcostofgoodssold,andoneforcredit/debitnote
clearingbutonlythedamagedgoodslinewillhaveanamount.
Thefollowingisacreditnoteforapriceadjustmentthatreducesthe
invoiceamount.ThetransactionisonlytoA/R.
Sales
Tax Liability
Receivables Control
Debit
Credit
X
X
X
Debitnotesgenerateoppositedebitandcreditentries.
Job-Related Transaction Entries

Jobrelatedtransactionscantaketwoseparatepaths.Youcaninvoice
ordersthroughProjectandJobCosting(bychoosingtheProject
Invoicingoption)oryoucancreateinvoicesinOrderEntry.
288
Shipping and Invoicing in Order Entry
Before
Setting Up
Thefollowingexampleshowstheshippingandinvoicing
transactionsforanorderwithoneitemandonemiscellaneous
charge.
Themiscellaneouschargeisconsideredinternal,becauseitsa
handlingchargeandoneofyouremployeesispackagingthe
shipment.Youcanenterboththerevenueandcostforthe
miscellaneouschargeoronlytherevenue.
Usually,youwouldenterthecostbecauseyouwantedtoassociate
boththecostandrevenuetothejobandhavelaborandoverhead
calculatedonthecost.
Type
Item/Misc. Chrg
Qty.
Unit Cost
Billing Cost Type
Item
A1-103/0
50.00
Billable
Misc.
HC
Ext. Billing Amt.

100.00
15.00
30.00
Shipment posting entry:

Shipment Clearing
Misc. Charges Clearing
Inventory Control
Shipping Expense
Debit
Credit
50.00
15.00
50.00
15.00
Invoice posting entry:

Receivables Control
Cost of Goods Sold
Revenue
Overhead Allocated
Labor Burden
GST (Fed sales tax)
PST (Prov/State sales tax)
Shipment Clearing
Misc. Charges Clearing
Debit
Credit
146.90
71.50
130.00
3.25
3.25
9.10
7.80
50.00
15.00
User Guide
289
Project Invoicing in Project and Job Costing

ThefollowingexampleshowsanitembeingshippedfromOrder
EntryandinvoicedthroughProjectandJobCosting.Italsoshowthe
entriesforanadditionalshippingcost(FedEx)comingthrough
AccountsPayableinsteadofthroughO/E.
TheshippingcostisrecordedinAccountsPayable,pickedupbyPJC
whenyouruntheBillingWorksheet,and,finally,includedonthe
invoicecreatedinAccountsReceivable.
Type
Item/Misc. Chrg
Qty.
Unit Cost
Billing Cost Type
Ext. Billing Amt.
Item
A1-103/0
50.00
Billable
100.00
Shipment posting entry:

Work in Progress
Inventory Control
Overhead Burden
Labor Burden
Debit
Credit
55.00
50.00
2.50
2.50
Accounts Payable invoice entry for FedEx charge:

Work in Progress
Work in Progress (Prov/State tax)
GST (Fed sales tax)
A/P Invoice Posting
Overhead Allocated
Labor Burden
Debit
Credit
16.50
.90
1.05
16.95
.75
.75
A/R invoice created from the billing worksheet:

Receivables Control
Billings
GST (Fed sales tax)
PST (Prov/State sales tax)
290
Debit
Credit
146.90
130.00
9.10
7.80
Reporting Order Entry Data
Revenue recognition:
Credit
130.00
72.40
Before
Setting Up
Billiings
Cost of Sales
Revenue (Sales)
Work in Progress
Debit
130.00
72.40

OrderEntryallowsyoutoviewpostedtransactionsandprinta
varietyofreportstohelpyoumanageyoursalesorders.Printed
reportsalsoserveasasourceofbackupinformationincaseanyof
thedatagetsdamagedonyourcomputer.
Viewing Data
Ifyoukeeptransactionhistoryorsaleshistory,beforeyouusethe
ClearHistoryformtoclearyourhistoricaldata,youcanviewposted
transactionsinthreeways:
You must keep
transaction history
to view
Toviewpostedorders,shipments,invoices,creditnotesand
debitnotes,displaytheminthetransactionentryformswhere
youoriginallyenteredthem.
TodisplayallordersforaselectedcustomerchoosetheCurrent
OrdersInquiryformfromtheO/EStatisticsandInquiriesfolder.
Youcanviewtheordernumber,POnumber,status,orderdate,
expectedshipdate,location,whethertheorderisonhold,the
ordertype,shipviamethodanddescription,FOBpoint,
territory,terms,reference,pricelist,andtaxgroupforeachorder
displayed.
You must keep

sales history to
view
Todisplaythedetailsofcustomertransactionsyouhavenotyet
clearedfromtheprogram,chooseSalespersonInquiryfromthe
O/EStatisticsandInquiriesfolder.
User Guide
291
Youcanviewalistofcustomertransactions(invoices,credit
notes,anddebitnotes)accordingtoeachsalespersoninyour
company,andviewandprintacopyoftheoriginalinvoice,
creditnote,ordebitnote.
Printing Reports
TherearefourwaysyoucanprintreportsinOrderEntry:
Printdirectlyfromtheprogramtotheprinter,toobtain
permanentcopiesoftheinformation.
Printtheinformationonyourscreen,forquickreview.
Printtoafileforprintinglater,importingintoanotherprogram,
ortransferringtoadiskette.
Printtoanemailmessage.
OrderEntryreportscanbeprintedonlaserprinterswith8x11
paperorA4sizedpaper,orondotmatrixprinters.
Setup reports
Youcanprintreportsshowingtheinformationenteredtodefine
eachoftherecordsyoucreatewhensettinguporupdatingyour
OrderEntrysystem.
TheOrderEntrysetupreportsyoucanprintshowthefollowing
information:
Options
Emailmessages
Miscellaneouscharges
Optionalfields
Shipviacodes
G/Lintegrationoptions
Templates
Anytimeyouadd,delete,orchangeanyoftheserecords,you
shouldprintandfilethecorrespondingreports,tokeepyourprinted
recordsuptodate.
292
Clearing Historical Data
Sales analysis and

transaction reports
YoucanprintthefollowingOrderEntrytransactionandanalysis
reports:
Transactionlists
Saleshistory
Orderaction
Salesstatistics
Invoiceaction
Salespersoncommissions
Agedorders
G/Ltransactions
Postingjournals
Printing Forms
Finally,OrderEntryprovidesyouwiththestandardformsyouneed
toprocesssalesordersandinvoicecustomers:
Orderconfirmations
Shippinglabels
Quotes
Invoices
Pickingslips
Credit/debitnotes
Formoredetailedinformation,seeChapter7,Reports,inthis
guide.

Youcanclearorderandsalesdatayounolongerneedbychoosing
theClearHistoryiconandspecifyingwhichdatayouwanttoclear.
OrderEntryallowsyoutocleartransactionhistory,saleshistory,
salesstatistics,salespersoncommissions,andprintedposting
User Guide
293
Before
Setting Up
OrderEntryprovidesreportsforanalyzingsalesorders.Thereare
alsoreportsabouttheOrderEntrytransactionsyoupost(shipments,
invoices,creditnotes,anddebitnotes),andthejournalentries
createdforthegeneralledgerfromthesetransactions.
journals.(Ifyoudonotkeepsaleshistory,OrderEntryclearsall
transactionhistorydataautomaticallyonceordersarecompleteand
invoiced.)
Beforeyouclearhistory,makesureyouhaveenteredandposted
transactionsandrunDayEndProcessinginInventoryControlto
updateOrderEntryrecords.
Transaction history
OrderEntryclearsallorders,shipments,invoices,creditnotes,and
debitnoteswithcompletiondatesuptoandincludingthedateyou
specify.
Completed orders
Anorderiscompleteifnothingonitremainstobeshipped.
Completed
shipments
Ashipmentiscompletewhenyouhaveprocessedaninvoiceforthe
shippeditemsandanymiscellaneouscharges.
Completed
invoices, credit
notes, and debit
notes
Aninvoice,creditnote,ordebitnoteiscompleteassoonasitis
postedandprinted.
Thecompletiondateforanorder,shipment,invoice,creditnote,or
debitnoteisthesessiondateassignedtoitbyDayEndProcessing.
Sales history
OrderEntryclearssaleshistorythroughtheyearandperiodthat
youspecify,andbytherangeofitemnumbersorcustomernumbers
thatyouselect.
Sales statistics
Theprogramalsoclearssalesstatisticsthroughtheyearandperiod
youspecify.
Salesperson
commissions
OrderEntryclearssalespersoncommissionamountsfortherangeof
salespersonsthatyouspecify.
Print salesperson
commissions
before clearing
the data
NotethatyoumustprinttheSalespersonCommissionreportbefore
clearingcommissions.Notealsothatyouautomaticallystartanew
commissionperiodwhenyouclearsalespersoncommissions,
becauseOrderEntryaccumulatesonlyonesetofcommissionfigures
foreachsalesperson.
294
Using Order Entry with Other Sage Accpac Programs
Printed posting
journals
Inaddition,youcanclearpostingjournalswhichyouhaveprinted
throughaspecificdayendnumber,specifyingonlyinvoicesor
creditnotes,orboth.
OrderEntryisnotastandaloneaccountingprogram.Youmust
installandactivateSageAccpacAccountsReceivableandInventory
ControlbeforeyoucanactivateOrderEntry.
OrderEntryalsoworkswithPurchaseOrdersandProjectandJob
Costingifyouhaveinstalledthosemodules.
Accounts Receivable
OrderEntryusesinformationfromAccountsReceivablecustomer
recordsandshiptorecordsforcustomernumber,name,address,
customertype(pricelevel),pricelist,territory,taxgroup,terms,
salespersons,andsalessplit.Italsousesthetermscodesand
salespersonrecordsdefinedinAccountsReceivable.
Inaddition,OrderEntrycheckscustomeraccountbalancesin
AccountsReceivableandpostswarningsduringtransactionentryin
OrderEntryiftheaccountisoveritsspecifiedcreditlimitorisabout
togooverthelimit.(Dependingontheoptionsyouchoose,Order
EntrymayormaynotcheckpendingAccountsReceivableand
OrderEntrytransactions.)
OrderEntryalsocreatesandpostsbatchesofsummaryinvoices,
creditnotes,anddebitnotesposteddirectlyinAccountsReceivable,
updatingcustomeraccountbalancesandcreatingjournalentriesfor
thegeneralledger.
User Guide
295
Before
Setting Up
General Ledger
IfyouuseSageAccpacGeneralLedgerwiththesamedatabaseas
OrderEntry,OrderEntrydisplaysandvalidatesGeneralLedger
accountnumbersinOrderEntry.
OrderEntryalsocreatesbatchesofgeneralledgertransactionsto
recordOrderEntryshipmentswhenyourunpostshipmentsorrun
DayEndProcessing,orusingtheCreateBatchicon,dependingon
theG/LIntegrationoptionyouchoose.Youcanalsochoosetopost
batchesautomaticallyinGeneralLedger.
ToreviewtheG/LtransactionsgeneratedfromAccountsReceivable
invoices,printtheAccountsReceivablepostingjournal.The
summaryattheendofthereportliststhegeneralledgeraccounts
thatwillbedebitedandcreditedwhenyouposttheAccounts
ReceivablebatchofOrderEntrytransactions.
Inventory Control
OrderEntrydisplaysitemnumbers,inventorylocations,categories,
andpricelistinformationfromInventoryControlwhenyouenter
orders.Italsoprovidesmanufacturersitemnumbersandvendors
itemnumberstomakeenteringorderseasier.
OrderEntrytransactionsaffectInventoryControldataasfollows:
SalesorderspostedinOrderEntryincreasetheitemquantities
onsalesorderinInventoryControl.
ShipmentspostedinOrderEntrydecreasetheitemquantitieson
salesorderandtheitemquantitiesonhandinInventoryControl.
CreditnotespostedinOrderEntrythatreturnitemstoinventory
increaseitemquantitiesonhandinInventoryControl.
DayEndProcessinginInventoryControlupdatessalesstatisticsand
transactionhistoryforOrderEntrytransactions(andforInventory
Controltransactions)inbothOrderEntryandInventoryControl,
296
andcreatesAccountsReceivableinvoicesandcreditnotesfrom
OrderEntrytransactions.
Purchase Orders
UsingtheCreatePOsFromO/EforminthePurchaseOrders
module,youcancreatepurchaseordersforallitemsonactivesales
orders,orjustforbackordereditemsoritemswithinsufficient
inventoryquantitiesonhandtofilltheorders.
YoucancreatepurchaseordersfromOrderEntrybyrangesof
customernumbers,ordernumbers,orderdates,andexpectedship
dates.Youcanalsoconsolidatepurchaseordersbyvendornumber
orcreateapurchaseorderforeachvendorlistedoneachorder.
Ifyoucreatepurchaseordersbyvendornumber,allordersforthe
sameitem,location,andvendorareconsolidatedintoasingledetail
onthepurchaseorderforthevendor.
Ifyoucreatepurchaseordersbysalesorder,youproduceaseparate
purchaseorderforeachvendorspecifiedontheselectedorders,
resultinginmorethanonepurchaseorderforvendorsspecifiedon
morethanoneorder.Thisoptionretainsordernumbersandletsyou
printtheShippableBackordersreportforthetransactionsyoupost
forOrderEntryorders.
ThePurchaseOrdersmodulealsoletsyoudropshiporders,so
goodscangodirectlytoyourcustomers.
Project and Job Costing

OrderEntryprovidessalesorderintegrationwithProjectandJob
Costing.
User Guide
297
Before
Setting Up
NotethatOrderEntrydoesnothaveitsowndayendprocessing
form.
Youcancreateanorderandspecifythejob(contract,project,
category,andresource,ifapplicable)towhicheachorderdetail
applies.
Ifanorderisjobrelated,alldetaillinesontheordermustbejob
related.
Orderscanlistmaterialdetailsitemsfrominventoryusedonthe
jobandtheycanlistmiscellaneouscharges,whichcanbelabor,
subcontractingcharges,orchargessuchasshippingand
handling.
YoucanhandlethecompleteorderprocessingcycleinOrder
Entry,oryoucancreatetheorderinOrderEntryandmanage
thebillingandinvoicingintheProjectandJobCostingmodule.
InvoicinginPJCiscalledProjectInvoicing.
Quotes and Estimates

OrderEntryprovidesaccesstotheNewContractWizardsoyoucan
createnewcontractswhenyouenterjobrelatedquotesinOrder
Entry.
ContractscreatedfromOrderEntryquotesstartasestimatesin
ProjectandJobCosting,andallOrderEntrydetaillineamountsthat
youaddwillupdatecontractestimateamountswhenyoupostthe
quoteinOrderEntry.(ThecontractcanhaveanOpenstatus,butthe
projectstatusmustbeEstimate.)
WhenyouchangetheordertypetoActiveandposttheorder,Order
EntrychangestheprojectstatustoOpenforeachprojecttowhich
youpostedadetail.
Miscellaneous Charges
Miscellaneouschargesperformseveralfunctionsonjobrelated
orders:
298
Theyletyourecordinternalnonmaterialtransactionssuchas
equipment,subcontractors,labor,etc.
Where To Now?
Theyletyouaddchargestocustomerordersforinvoicing
externalchargessuchasfreight(UPSorFedEx).
Where To Now?
IfyouhavenotsetupyourOrderEntrysystem,refertoChapter3,
SettingUpYourOrderEntrySystem,intheGettingStarted
manual.
IfyouarenewtousingOrderEntry,youshoulddothelessonsinthe
WorkbookthatcomeswithSageAccpacERP,soyoucanpractice
usingtheprogrambeforeyoubegintoworkwithyourowndata.
ForinformationonusingthevariousaspectsoftheOrderEntry
program,seetheremainingchaptersofthisguide.
User Guide
299
Before
Setting Up
YoucanchoosebyprojectinProjectandJobCostingwhethertouse
theamountspecifiedinOrderEntryforthemiscellaneouschargeor
useadefaultbillingratespecifiedforthecontractinPJC.
Chapter 3
Maintaining Setup Information
IconsUsedforMaintainingSetupInformation
SetupMaintenance
.................................... 32
......................................................... 32
SetupReports .............................................................. 33
ChangingCompanyOptions
................................................ 34
ChangingProcessingOptions ................................................ 34
ChangingDocumentNumbering
ChangingAgingPeriods
........................................... 310
................................................... 310

ChangingG/LIntegrationOptions .............................................. 311
ChangingOptionsontheIntegrationTab .................................... 312
ChangingOptionsontheTransactionsTab
.................................. 314

Adding,Editing,andDeletingTemplates ........................................ 316
AddingaTemplate ........................................................ 317
EditingaTemplate
........................................................ 317
DeletingaTemplate
....................................................... 318
AfterChangingTemplates
................................................. 318
Adding,Editing,andDeletingMiscellaneousCharges
................................ 318
UsingMiscellaneousChargeswithProjectandJobCosting .................... 319

AddingaMiscellaneousChargeRecord
..................................... 320
EditingaMiscellaneousChargeRecord ...................................... 321

DeletingaMiscellaneousChargeRecord ..................................... 321
AfterChangingMiscellaneousChargeRecords ............................... 322
Adding,Editing,andDeletingShipViaCodes ................................... 322
AddingaShipViaCode
................................................... 322
EditingaShipViaCode .................................................... 323
User Guide
3i
Setup
Information
ChangingOrderEntryOptions .................................................. 33
DeletingaShipViaCode .................................................. 324

AfterChangingShipViaCodes
............................................
324
AddingandEditingEmailMessages ........................................... 324

AddingEmailMessages
..................................................
325
EditingEmailMessages ................................................... 325

AfterChangingEmailMessages
...........................................
326
Adding,Editing,andDeletingOptionalFields................................... 326
AddingOptionalFields .................................................... 326
EditingOptionalFields .................................................... 327
DeletingOptionalFields ................................................... 327
AfterChangingOptionalFields
............................................
ImportingandExportingSetupRecords
3ii
........................................
328
328
Chapter 3
Maintaining Setup Information
Thischapterexplainshowtomaintainoptionsandsetuprecords.
Thefollowingtopicsarediscussed:
ChangingOrderEntryoptions.
ChangingG/LIntegrationoptions.
Adding,editing,anddeleting:
Salespersoncommissionrates
Shipviacodes
Templates
Emailmessages
Assigningoptionalfieldstotransactions.
Printingrecordinformation.
Importingandexportingrecords.
Setup
Information
SeeChapter2oftheOrderEntryGettingStartedmanualfor
explanationsofallOrderEntrysetupoptions.SeeChapter3ofthe
GettingStartedmanualforstepbystepinstructionsonsettingup
OrderEntryandaddingsetuprecords.
Forspecificinformationaboutafieldinaform,presstheF1key,and
thenchoosetheFieldListbuttonontheHelpform.Forinstructions
onhowtouseHelp,pressF1whenHelpisdisplayed.
User Guide
31
Icons Used for Maintaining Setup Information
Icons Used for Maintaining Setup Information

UsetheiconsfromtheO/ESetupfoldertomaintainsetup
information.
Setup icons
Setup Maintenance
IfyouintendtochangeOrderEntryoptionsorsetuprecords,you
shouldrefertotheOrderEntryGettingStartedmanualtomakesure
youunderstandtheimpactofthechangesonyourledger.
Icon
Description
Options
Options allow you to enter general information about how your order entry
system operates.
Options that control when and how you create general ledger batches,
whether you automatically post them to G/L accounts, and what
descriptive information you want to include with each transaction.
Templates provide default settings for order and invoice entry. Settings in
a template can override information in a customer record, and settings in
a customer record can override information in a template.
Miscellaneous charges are charges added to invoices and credit notes for
costs other than for items purchased and returned (such as shipping and
handling or assembly).
Ship-via codes identify shipping methods for delivering goods to
customers.
E-mail messages are sent with e-mailed order confirmations, quotes,
invoices, and credit notes.
You can assign optional fields (created in Common Services) to Order
Entry miscellaneous charges and to transactions and transaction details.
G/L Integration
Templates
Miscellaneous
Charges
Ship-Via Codes
E-Mail Messages
Optional Fields
32
Changing Order Entry Options
Setup Reports
Youprintreportsforsetupinformationusingthefollowingicons
fromtheO/EReportsfolder:Options,G/LIntegration,Templates,
MiscellaneousCharges,ShipViaCodes,EmailMessages,and
OptionalFields.
Setup
Information

ThissectionliststheOrderEntryoptionsyoucanselectinthe
Optionsform,andincludessomepointstoconsiderwhenchanging
yourchoicesforparticularoptions.Topicsarelistedintheorderin
whichtheyappearintheOptionsform.
FordescriptionsofallOrderEntryoptions,seetheOrderEntry
GettingStartedmanual.Chapter2oftheGettingStartedmanual
explainsthepurposeofeachoption,andChapter3guidesyou
throughthestepsforchoosingoptionsandsettingupanewOrder
Entrysystem.
Before you start
MakesurenooneelseisusingOrderEntrywhenyouchange
options.
YoucanupdatesomeinformationwhileothersareusingOrder
Entry(suchastheorderentrycontactpersonandtheoptional
fields),butmostoptionscanbechangedonlyifnooneisusingthe
systemandnootherOrderEntryformsareopen.
User Guide
33
Changing Company Options

TheCompanytabcontainsthecontactname,andthetelephoneand
faxnumbersforyourorderentryclerkordepartment.Youcan
changetheinformationonthistabatanytime.
Changing Processing Options

TheProcessingtabcontainsoptionsthatspecifyhowyourOrder
Entrysystemworksandthetypeofinformationthatiskeptfor
orders,invoices,andcreditnotes.
Options you
cannot change
ThefunctionalcurrencyisdeterminedontheCompanyProfileform
inCommonServiceswhenyoufirstsetupyourSageAccpacERP
accountingsystem.Themulticurrencysettingdependsonyour
selectioninAccountsReceivable(ifAccountsReceivableis
multicurrency,OrderEntryismulticurrencyalso).Youcannot
changeeitherofthesefields.
UsetheProcessingtabtochangechoicesfortheseoptions:
34
Multicurrency
Default Rate Type. Thedefaultratetypesetsthetypeof

exchangeratethatwillbeusedtoconvertorderstoyour
functionalcurrency,iftheorderisforacustomerforwhom
thereisnorecordinAccountsReceivable.Ifthecustomerrecord
exists,theratetypecomesfromthecustomerrecord.Notethat
themulticurrencysettinginAccountsReceivabledetermines
whetherOrderEntrysupportsmulticurrencytransactions.
Calculate Backorder Quantities.Ifyouselectthisoption,the

programautomaticallycalculatesabackorderthedifference
betweenthequantityorderedandthequantityshippedwhen
youenterorchangeanitemlineonanorderorshipment.This
amountisdisplayedintheBackorderedfield.Whenyouchange
theamountintheShippedfield,thequantityintheBackordered
fieldisreducedaccordingly.
IfyouusethePurchaseOrdersprogram,youcanalsogenerate
purchaseordersautomaticallyfrombackordereditemsonsales
orders.
Ifyoudonotselectthisoption,zeroesaredisplayedinthe
Backorderedfield.
Ifyoudonotselectthisoption,DayEndProcessingremoves
informationforfullyshippedandinvoicedordersandremoves
informationforprintedinvoicesandcreditnotessotheyno
longerappearontransactionlists.(Thisoptiondoesnotaffect
postingjournals.)
Allow Non-existent Customers. Selectthisoptionifyouwantto

postordersforcustomersforwhomyouhavenotsetuparecord
Ifyoudonotselecttheoption,OrderEntrypreventsyoufrom
enteringorders,shipments,andinvoicesforacustomerfor
whomnorecordexistsinAccountsReceivable.
Default Quantity Committed.Selectthisoptiontoensurethat

quantitiesenteredinordersareautomaticallycommittedif
availableininventory(thatis,enteredintheQuantity
Committedfieldintheorder).
Byenteringcommittedquantitiesinorders,youensurethat
itemsareavailablewhenyoucometoshipthem(unlessyou
allownegativeinventoryquantities).
Ifaquantityisalreadycommittedtoanorder,youcanship
anotherorderforthesameitemsonlyifthereisasufficient
quantityininventoryinadditiontothecommittedquantity.
User Guide
35
Setup
Information
Keep Transaction History. Selectthisoptionifyouwanttobe

abletoprintcompletedorder,invoice,andcreditnote
informationontheTransactionList,andviewposted
transactionsontheInvoiceInquiryandCreditNoteInquiry
forms.
Calculate Tax Reporting Amounts Automatically. Selectthis

optionifyouwanttheprogramtoautomaticallycalculatetax
reportingamountsonordersandinvoices.
ThisoptionsetsthedefaultfortheCalculateTaxReporting
checkboxontheTaxestabsforOrderEntry,ShipmentEntry,
andInvoiceEntryforms.Youcanchangethesettingwhenyou
entertransactions.
NotethattheCalculateTaxReportingcheckboxappearsonlyifa
taxauthorityforthetransactionhasataxreportingcurrencythat
isdifferentfromthesourceorfunctionalcurrency.
Default Order UOM (Unit of Measure).Selecteitherthestocking

unitorthepricingunitasthedefaultunitofmeasuretoappear
onitemlinesintheOrderEntry,ShipmentEntry,InvoiceEntry,
andDebit/CreditNoteEntryforms.
Thestockingunitofmeasureisspecifiedforeachiteminthe
ItemforminInventoryControl.
Pricingunitsofmeasure(youcanhaveoneormoreper
item)arespecifiedintheItemPricingforminInventory
Control.
Forexample,youmayuseeachasthestockingunitforan
item,butdozenasthepricingunit.
Ifyoupriceanitembyweight,theprogramwillalwaysusethe
stockingunitofmeasureforanitem.
Default Order Weight UOM (Unit of Measure).Choosethe

weightunitofmeasurethatisusedbydefaultforitemsthatare
pricedbyweight.
Note: Thissettingappliesonlytoitemsthatarepricedby
weight.Ifyoupriceanitembyquantity,theprogramwill
alwaysusetheweightunitofmeasureintheitemrecord.
(PricingbyweightisavailableonlyinSageAccpac500ERP.)
36
Youcanselecteithertheweightunitofmeasurefromtheitem
record,ortheweightunitsofmeasurefromtheItemPricing
forminInventoryControl.
Default Template Code.Selectoneofthetemplatesyouhave

setupasadefault.Forinformationaboutsettinguptemplates,
seeAddTemplates,laterinthischapter.
Default Quote Expiration Days.Inthisfield,typethenumberof

daysyounormallyallowbeforequotesexpire.
Default Create Invoice Option to.SelectYesorNointhisfield

dependingonwhetheryouwanttheCreateInvoicecheckboxon
theOrderEntryandShipmentEntryformsselectedornot
selectedbydefault.
WhenyouselecttheCreateInvoicecheckbox,OrderEntry
createsaninvoiceforallitemsshippedontheOrderEntryor
ShipmentEntryform.
Generally,youwouldselectthissettingifyoualwaysinvoice
shipments,evenforpartiallyshippedorders,oryouwouldturn
itoffifyouonlyinvoicecompletedorders.
Apply Credit Note to Previously Credited Invoice.Choosehow

youwantOrderEntrytohandlecreditnotesbeingpostedfor
previouslycreditedinvoices:displayawarning,displayanerror
message,orignorepreviouscreditnotesandcontinuewith
posting.
Ifyouchoosetodisplayanerrormessage,OrderEntrywill
preventyoufrompostingasecondcreditnotetoaninvoice.
Post A/R Batches.ThissettingletsyouchoosewhentopostA/R

batchesgeneratedfromOrderEntryInvoices,creditnotes,and
debitnotes:
DuringPostingorDayEndProcessing.
User Guide
37
Setup
Information
Whenyouenteraquote,OrderEntrycalculatesanddisplaysthe
defaultexpirationdatebasedonthenumberofdaysyouspecify.
ThischoicepostsAccountsReceivableinvoicebatches
createdbyOrderEntrywhenyoupostinvoicesorwhenyou
rundayendprocessinginInventoryControl(dependingon
whenyoucosttransactionsinI/C).
OnRequestUsingCreateBatchIcon.
ThischoiceletsyoupostbatchesusingtheCreateBatchicon
inOrderEntryorusingthePostBatchformintheAccounts
Receivablemodule.
Youcanchangeyourselectionanytime.
Default Posting Date. Thisoptionletsyouchoosewhichdate

theprogramdisplaysbydefaultforthePostingDatewhenyou
enterdatesforshipment,invoice,andcredit/debitnote
transactions.
Youcanchoosefromtwosettings:
Document Date. Selectthischoiceifyouusuallywantthe

postingdateandfiscalperiodtomatchthedocumentdate.
Session Date. Selectthischoiceifyouusuallywantthe

postingdateandfiscalperiodtomatchthecurrentsession
date.
Ifyouchoosethissetting,theprogramkeepsthesession
dateasthedefaultpostingdateevenifyouchangethe
documentdate.
38
Keep Sales History. Ifyouturnofftheoptionafteryouhave

accumulatedsomehistory,thehistoryisretaineduntilyouclear
itusingtheClearHistoryform.Ifyoulaterturntheoptionon
again,therewillbeagapinthehistoricalinformationforthe
timewhentheoptionwasnotused.Youcanselectorclearthis
optionatanytime.
Accumulate By. Youcanspecifywhethertokeepsaleshistory

byfiscalyearorcalendaryear,andspecifythetypeofperiodby
whichyouaccumulatehistory.
Ifyouaccumulatebycalendaryear,thestartingdateforhistory
willbeJanuary1.Ifyouaccumulatebyfiscalyear,thestarting
datewillbethefirstdayofyourfiscalyear,asspecifiedinthe
fiscalcalendarinCommonServices.
Period Type. Youcanchangethetypeofyearandperiodby

whichOrderEntrykeepshistory,butsuchchangeswilldistort
thefiguresinpastperiods.
Keep Sales Statistics. Youcanselectorclearthisoptionatany

time,butifyouturnofftheoptionafteryouhaveaccumulated
somestatistics,thestatisticsareretaineduntilyouclearthem
usingtheClearHistoryform.Ifyoulaterturnontheoption
again,therewillbeagapinthestatisticalinformationforthe
timewhentheoptionwasnotused.
Allow Edit Of Statistics. Thisoptionletsyouenterpastperiod

statisticalinformationwhenyousetupyoursystem.Youwill
usuallyrunOrderEntrywiththisoptionturnedoff.
Accumulate By.Youcanspecifywhethertokeepstatisticsby
fiscalyearorcalendaryear.(Seeaboveformoreinformation.)
Period Type. Youcanchangethetypeofyearandperiodby

whichOrderEntrykeepsstatistics.
Ifyouneedtochangethetypeofyearorperiodbywhichyou
keepstatistics,youcaneditthestatisticstocorrectdistortionsfor
theearlierperiodsintheyear.
Track Commissions. Ifyoutrackcommissions,OrderEntry

calculatescommissionsearnedbysalespeoplesincethelasttime
youclearedcommissions.OrderEntrycalculatescommissions
usingratesforinventorycategoriesorusinguptofiveratesfor
eachsalesperson.
User Guide
39
Setup
Information
IfyouneedtochangethetypeofyearorperiodbywhichOrder
Entrykeepshistory,youshouldclearhistoryfirst.
Commissions By. OrderEntryletsyoubasecommissionsonthe

salesamountorthemargin.Youcanchangethissettingatany
time,butitonlyaffectscommissionsearnedafterthechange.
Credit Checks. Choosewhetheryouwantcustomercredit

checkstoincludeunpostedtransactionsinAccountsReceivable,
OrderEntry,andotherassociatedapplications,aswellasthe
A/Raccountbalance.
Note: Checksthatincludependingtransactionstakemore
timethanchecksthatdonot.Youcanturnthesechecksoff
toimproveprocessingspeed.
Changing Document Numbering

TheDocumentstaballowsyoutochangeyourchoicesforlength,
prefix,andnextnumberfororders,shipments,invoices,creditnotes,
debitnotes,andquotes.Themaximumlengthofdocumentnumbers
is22characters.
Ifyouwanttochangethenextnumbertoassigntoorders,
shipments,invoices,creditnotes,ordebitnotestoalowernumber,
youshouldalsochangetheprefixforthedocumenttypetoprevent
OrderEntryfromassigningthesamedocumentnumbertwice.You
cannotposttwodocumentswithidenticaldocumentnumbers.
Changing Aging Periods

TheagingperiodsontheDocumentstabarethedefaulttimeperiods
intowhichyoucanseparateordersontheAgedOrdersreport.You
canchangethemwhenyouprintthereport.
After Changing Options

PrinttheOptionsreportbychoosingFile,Printfromthemenuon
theOptionsformorbychoosingtheOptionsiconintheO/EReports
folder.Verifythatallyourchangeshavebeenmadecorrectly.
310
Changing G/L Integration Options

YouusetheG/LIntegrationformto:
Specifywhentocreategeneralledgertransactions.
ChoosewhethertocreatenewbatchesforG/Ltransactions(and
optionallypostthem)ortoaddthemtoexistingG/Lbatches.
Choosewhetherandhowyouwanttoconsolidatetransactions.
Changesourcecodesforgeneralledgertransactionsaddedto
G/Lbatches.
Specifytheorderentryinformationthatispassedtothegeneral
ledgerintransactionentrydescriptions,transactiondetail
referencefields,detaildescriptionfields,andcommentfields.
Further
FordescriptionsofallG/LIntegrationoptions,seetheGettingStarted
guide.Chapter2oftheGettingStartedguideexplainsthepurposeof
eachoption,whileChapter3guidesyouthroughthestepsfor
choosingoptionsandsettingupOrderEntry.
Help key
Todisplayonlinehelpaboutaform,field,ormessageyouseeon
yourscreen,presstheF1keyorclicktheHelpbutton.
information
Before you start
Further
PrinttheG/LIntegrationreportusingtheG/LIntegrationiconin
theSetupReportsfolder,orchoosePrintfromtheFilemenuin
theG/LIntegrationform.
Forinformationontherestrictionsthatapplywhenyouare
makingchangesinO/EOptions,seeMultiuserConsiderations
inAppendixD,TechnicalInformation.
information
TheG/LIntegrationformdisplaysthefollowingtabs:
Integration
Transactions
User Guide
311
Setup
Information
Changing Options on the Integration Tab

TheIntegrationtabdetermineswhenandhowshipmenttransactions
arecreatedforyourgeneralledger.Youcanchangeyourselections
fortheseoptionsatanytime.Anychangesyoumakeapplyonlyto
generalledgertransactionsproducedafterthechange.
Create G/L Transactions.Thissettingspecifieswhentocreatea
batchforthegeneralledger.
During Posting or During Day End Processing. Thechoicethat

appearsheredependsonwhetheryoucreatesubledger
transactions(intheInventoryControlmodule)duringpostingor
whenyourundayendprocessing.Youchoosewhentocreate
subledgertransactionsontheI/COptionsform.
OrderEntrycanautomaticallycreategeneralledgertransactions
whenyouposttransactionsthatincludeshipmentsorwhenyou
rundayendprocessing(dependingonwhenyoucreate
subledgertransactionsintheInventoryControlmodule).
On Request Using Create Batch Icon.Selectthisoptionifyou

wanttousetheCreateBatchformtocreategeneralledger
transactions.Youmustselectthisoptionifyouwanttobeableto
consolidategeneralledgertransactiondetailsandprintOrder
EntrysG/LTransactionsreport.
Selectingthisoptionalsoenablesyoutoconsolidatetransactions
usingtheConsolidateG/LBatchesoption.
Create G/L Transactions by.OrderEntryletsyouchooseto:
AddgeneralledgertransactionstoanexistingSageAccpac
GeneralLedgerbatch.
DonotselectthisoptionifyouwanttocreateanewGeneral
Ledgerbatcheachtimethatyouproducegeneralledger
transactions.(Youmightdothisforauditingpurposes.)
312
CreateanewGeneralLedgerbatcheachtimethatyougenerate
G/Ltransactions.
Thischoicewillisolatethegeneralledgertransactionsthatyou
createwhilesettingup(soyoucaneasilydeletethemaftersetup
toensurethatyoudonotaccidentallypostgeneralledger
transactionstwice).
CreateanewGeneralLedgerbatcheachtimethatyougenerate
G/Ltransactions,andautomaticallypostthebatchintheGeneral
Ledgerprogram.
Setup
Information
Note: IfyoucreateG/Ltransactionswhenyoupost,this
optionwillpostaG/Lbatcheachtimethatyouposta
shipmentinOrderEntry.
If you do not use
Sage Accpac
General Ledger
ThisoptionhasaneffectonlyifyouuseSageAccpacGeneral
LedgerwiththesamedatabaseasOrderEntry.
IfyouuseanothergeneralledgerorifyourSageAccpacGeneral
Ledgersystemisatanotherlocation,OrderEntryplacesallgeneral
ledgertransactionsintoasinglebatchfilethatyoucanimportinto
yourgeneralledgersystem.
Consolidate G/L Batch.Selectwhetheryouwanttransactions
consolidatedinthegeneralledgerbatch.
YoumustchooseOnRequestUsingCreateBatchIconasyour
methodofcreatinggeneralledgerbatchesifyouwantOrderEntry
toconsolidategeneralledgerbatches.
Choosefrom:
DoNotConsolidate.
ConsolidateTransactionDetailsByAccount.
ConsolidateTransactionDetailsByAccountAndFiscalPeriod.
ConsolidateTransactionDetailsByAccount,FiscalPeriod,And
Source.
User Guide
313
Partial consol.
during posting or
day-end
processing
IfyoucreatebatchesofG/Ltransactionsduringpostingordayend
processing,theprogramcanonlyconsolidatethedetailswithin
transactions;itcannotconsolidatethedetailsfromdifferent
transactions.
Create G/L Batch

lets you fully
consolidate details
IfyouusetheOnRequestUsingCreateBatchIconoption,youcan
consolidatetransactiondetailsfromalltransactionsforeachgeneral
ledgeraccountifyouchooseConsolidatebyAccountandFiscal
PeriodorConsolidatebyAccount,FiscalPeriod,andSource.
Formoredetailsaboutthesefouroptions,seeChapter3inthe
GettingStartedguide.
G/L Source Codes. Thisoptionallowsyoutochangethesource
typecode(thelasttwocharacters)foreachtypeoftransaction
createdbytheOrderEntrymodule.
Thecombinationofsourceledgercodeandsourcetypecodeiscalled
asourcecodeintheGeneralLedgermodule.
Youcannotchangethesourceledgercodethefirsttwocharacters
ofG/Lsourcecodes.
IfyouchangeOrderEntrysourcecodes,thenewsourcecodesare
automaticallyaddedtotheGeneralLedgermodule,butyouwill
havetoupdateG/Lsourcejournalprofiles(intheGeneralLedger
module)toincludetransactionsonsourcejournals.
Changing Options on the Transactions Tab

TheTransactionstabletsyouspecify:
314
TheshipmentinformationthatispassedinG/Ltransactionsto
thegeneralledgerintransactionentrydescriptions,transaction
detailreferencefields,detaildescriptionfields,anddetail
commentfields.
TheinvoiceinformationthatispassedininvoicestoAccounts
Receivable,and,potentially,inG/Ltransactionstothegeneral
ledgerintransactionentrydescriptions,transactiondetail
referencefields,detaildescriptionfields,anddetailcomment
fields.
Youcanchangeyourselectionsfortheseoptionsatanytime.Any
changesyoumakeapplyonlytogeneralledgertransactions
producedafterthechange.
To edit G/L transaction information:
1.
Forexample,doubleclicktheG/LEntryDescriptionfieldfor
Receipttransactions.
Adetailformappearsthatdisplaysthetransactiontypeandthe
G/LtransactionfieldyouselectedontheTransactionstab.
2.
SpecifyinformationfortheselectedG/Ltransactionfield,as
follows:
Segment separator
a.
Choose Segments
From List
b. SelectsegmentsfromtheChooseSegmentsFromList,and
thenclickInclude.
Selectacharactertoseparatesegmentsofinformation.(The
separatorisusedonlyifyouassignmorethanonesegment
toafield.Thedefaultseparatorisahyphen.)
Youcanassignamaximumoffivesegmentstoa
G/LTransactionfield,providingthatthecombinationdoesnot
exceed60characters.Iftheassignedinformationexceedsthis
numberofcharacters(includingseparators),itwillbetruncated
whenthetransactionisposted.
3.
ClickSavetorecordyourselectionsforthefieldintheG/L
IntegrationDetailform.
User Guide
315
Setup
Information
Inthegrid,doubleclicktheG/Ltransactionfieldforthe
particulartransactiontypethatyouwanttodefine.
Adding, Editing, and Deleting Templates
After Changing Options
Further
information
PrinttheG/LIntegrationreportusingtheG/LIntegrationicon
intheSetupReportsfolder,orchoosePrintfromtheFilemenu
inG/LIntegration.
Verifythatyoumadeallchangescorrectlybycomparingthe
newprintouttothereportyouprintedbeforemakingthe
changes.
SeeChapter7,Reports,formoreinformationabouttheG/L
Integrationreport.

ChooseTemplatesfromtheO/ESetupfoldertoaddoreditOrder
EntryTemplates.
Templatescontainstandardorderinformationtospeeduptheorder
entryprocess.YoucanchooseadefaulttemplateintheOrderEntry
Optionsformtoprovidestandarddefaultinformationforallnew
orders.Theseinitialdefaultsarereplacedbyinformationfromthe
customerrecord.
backgroundinformationonsettingupandusingtemplates.Forstep
bystepinstructionsonusingtheTemplatesformanddescriptionsof
allthefields,seeChapter3intheGettingStartedmanual,orpressF1
todisplayonlineHelp.
Before you start
316
AddshipviacodesinOrderEntryforthedeliverymethodsand
carriersyouuse.AllotherrecordsareaddedinotherSage
AccpacERPmodules.
Adding a Template
OrderEntrytemplatesareoptional.Theysupplydefaultcustomer
andorderinformationfornewordersandnewcreditnotes.
OrderEntryinsertsinformationintonewordersorcreditnotes
accordingtothefollowingrules:
OrderEntryfirstinsertscustomerinformationfromthedefault
ordertemplate.
Theprogramreplacesthedefaultinformationwithinformation
fromthecustomerrecord.
Ifyouchooseanewtemplate,theprogramwillonceagain
replacetheinformation.
To add templates:
1.
ClicktheNewiconnexttotheTemplateCodefield,andthen
typethecodethatyouwanttouse.
Thecodecanbeupto6lettersornumberslong.
2.
Finding detailed
instructions
Using Help
FillinthefieldsandaddtherecordasdescribedinChapter3of
theGettingStartedmanual.
ForinformationaboutallthefieldsintheTemplatesformandstep
bystepinstructionsforaddingtemplates,seeAddTemplatesin
Chapter3oftheGettingStartedmanual.
YoucanalsopressF1todisplayHelpwhileworkinginaform.
Editing a Template
Youcanchangealltheinformationinatemplateatanytime,except
theidentifyingcode.
User Guide
317
Setup
Information
Adding, Editing, and Deleting Miscellaneous Charges
To edit templates:
Effects of changes
1.
Typethetemplatecode,orusetheFindertoselectthetemplate
youwanttochange.
2.
Makethechangesyouneed.
3.
ClickSavetorecordthechanges.
Changingthetemplatehasnoeffectoncurrentorders.Youwillsee
thechangesthenexttimeyouselectthetemplateforaneworder.
Deleting a Template
Before you start
Checkthatthetemplateyouaredeletingisnotthedefaulttemplate
forenteringorders.Youarenotabletodeletethedefaulttemplate
code.
To delete a template:
1.
Typethetemplatecode,orusetheFindertoselectthetemplate
youwanttodelete.
2.
ClicktheDeletebutton.Ifamessageappearsaskingyouto
confirmthedeletion,clickYes.
After Changing Templates

PrinttheTemplatesreporttocheckthenewinformationandto
updateyourprintedrecords.

ChooseMiscellaneousChargesfromtheO/ESetupfoldertoadd,
edit,ordeletemiscellaneouscharges.
Miscellaneouschargesarechargesaddedtoinvoicesorcreditnotes
forcostsotherthanforitemspurchasedorreturned.Forexample,
318
miscellaneouschargescanincludepostage,shipping,assembly,and
restockingcharges.
Currency
code
Ifyouusemulticurrencyaccounting,youneedtospecifyacurrency
codeforeachmiscellaneouscharge.Youcanusethesame
miscellaneouschargecodeforchargesindifferentcurrencies.
Using Miscellaneous Charges with Project and Job Costing

Miscellaneouschargescanhavetwodifferentfunctionsonjob
relatedorders:
Theyletyouaddadditionalchargestocustomerordersfor
invoicingexternalchargessuchasfreight(UPSorFedEx).
Theyletyourecordinternalnonmaterialtransactionssuchas
equipment,subcontractors,labor,etc.
Tocreatemiscellaneouschargesforjobrelatedorders,youmust
selecttheAllowForJobsoptionontheMiscellaneousChargesform,
andthenspecify:
Anextendedcost.
Foranyproject,youcanusethiscostbydefault,oruseacost
specifiedwiththecontract.
YoucanalsochoosebyprojectinPJCwhethertousetheamount
specifiedforthemiscellaneouschargeoruseadefaultbilling
rateforthecontract.
Amiscellaneouschargeexpenseaccount.
Amiscellaneouschargeclearingaccount.
User Guide
319
Setup
Information
Foreachmiscellaneouscharge,youshouldspecifythetaxauthority
thatleviestaxesonthechargeandtheapplicabletaxclass.Order
Entrydoesnottrackcostsformiscellaneouscharges.Ifyouneed
costinginformationoncharges,setthemupasnonstockitemsin
InventoryControl.
backgroundinformationonusingmiscellaneouscharges.Forstep
bystepinstructionsonusingtheMiscellaneousChargesformand
descriptionsofallthefields,seeChapter3intheGettingStarted
manual,orpressF1foronlineHelp.
Before you start
PrinttheMiscellaneousChargesreport(chooseMiscellaneous
ChargesfromtheO/EReportsfolder).
Adding a Miscellaneous Charge Record

ThefieldsintheMiscellaneousChargesformvarybetweensingle
currencyandmulticurrencysystemsbecauseyoumustspecifythe
currencyofchargesinamulticurrencyledger.
To add a miscellaneous charge:
Finding detailed
instructions
320
Using Help
1.
ClicktheNewiconnexttotheMiscellaneousChargesfield.
2.
Ifyouusemulticurrencyaccounting,typethecurrencycodeor
selectitfromtheFinder.
3.
Typeanewchargecodeupto6lettersornumberslong
andthenpressTabtoactivatetherestofthefieldsontheform.
4.
Fillintheremainingfieldsandaddtherecordasdescribedin
Chapter3oftheOrderEntryGettingStartedmanual.
ForinformationaboutallthefieldsintheMiscellaneousCharges
formandstepbystepinstructionsforaddingmiscellaneous
charges,seeAddMiscellaneousChargesinChapter3oftheOrder
EntryGettingStartedmanual.
Editing a Miscellaneous Charge Record

Youcanchangealltheinformationinamiscellaneouschargerecord
atanytime,exceptthemiscellaneouschargecodeandthecurrency
(inamulticurrencysystem).
To edit a miscellaneous charge:
Effects of changes
Typethecodeforthemiscellaneouscharge,orusethe
navigationbuttonsortheFindertoselectthemiscellaneous
charge.
2.
usetheFindertoselectit.
3.
4.
Changestotheaccountnumberortothetaxeshavenoeffecton
existingorders.
Deleting a Miscellaneous Charge Record

Before you start
Makesurethatnocurrentorderslistthismiscellaneouschargeasan
incompletedetail.Ifyoupostanorderorinvoicewithacodethatno
longerexists,OrderEntrywillpostanerrormessage,andyouwill
havetochangethemiscellaneouschargedetailontheorderbefore
youcanpostit.
To delete a miscellaneous charge:
Multicurrency
ledgers
1.
Typethecodeforthemiscellaneouscharge,orusethe
navigationbuttonsortheFindertoselectthemiscellaneous
charge.
2.
usetheFindertoselectit.
3.
User Guide
321
Setup
Information
Multicurrency
ledgers
1.
Adding, Editing, and Deleting Ship-Via Codes
After Changing Miscellaneous Charge Records
PrinttheMiscellaneousChangesreporttocheckthenewrecord
informationandtoupdateyourprintedrecords.
PrinttheTransactionlistfororders(includingtheorderdetails)
tocheckthatnoordersusemiscellaneouschargesthatyouhave
deleted.Edittheordersifnecessary.

ChooseShipViaCodesfromtheO/ESetupfoldertoaddoredit
shipviacodes.
Youaddshipviacodestoidentifytheshippingmethodsorcarriers
youusetodelivergoodstocustomers(forexample,courier,air
mail,parcelpost).
backgroundinformationonusingshipviacodes.Forstepbystep
instructionsonusingtheShipViaformanddescriptionsofallthe
fields,seeChapter3intheGettingStartedmanual,orpressF1for
onlineHelp.
Before you start
PrinttheShipViareportfortherecordsyouwanttoeditordelete
(chooseShipViaCodesfromtheO/EReportsfolder).
Adding a Ship-Via Code

Shipviacodesareoptional.Ifyoudonotusethem,theprogram
displaystheshipviainformationfromthedefaulttemplateorthe
informationenteredfortheshiptolocationinAccountsReceivable
(ifyouspecifyashiptolocationfortheorder).
322
To add ship-via codes:
Finding detailed
instructions
Using Help
ClicktheNewiconnexttotheShipViaCodefieldandthen
typethecodeyouwanttouse.Thecodecanbeupto6lettersor
numberslong.
2.
FillinthefieldsandaddtherecordasdescribedinChapter3of
theGettingStartedmanual.
ForinformationaboutallthefieldsintheShipViaCodesformand
stepbystepinstructionsforaddingshipviacodes,seeAddShip
ViaCodesinChapter3oftheOrderEntryGettingStartedmanual.
Editing a Ship-Via Code

Youcanchangealltheinformationinshipviacodesatanytime,
excepttheidentifyingcodes.
To edit ship-via codes:
Effects of changes
1.
Typetheshipviacode,orusetheFindertoselectthecodeyou
wanttochange.
2.
3.
Changingthedescriptionofashipviacodehasnoeffectoncurrent
orders.Tochangethedescriptioninanorder,youhavetoeditthe
orderandchoosethecodeagain.
User Guide
323
Setup
Information
1.
Adding and Editing E-mail Messages
Deleting a Ship-Via Code

Before you start
Makesurethatnocurrentorderslistthisshipviacode.Ifyoupost
anorderorinvoicewithacodethatnolongerexists,OrderEntry
willpostanerrormessage,andyouwillhavetochangetheshipvia
codeontheorderbeforeyoucanpostit.
To delete a ship-via code:
1.
Typetheshipviacode,orusetheFindertoselectthecodeyou
wanttodelete.
2.
confirmthedeletion,chooseYes.
After Changing Ship-Via Codes
PrinttheShipViaCodesreporttocheckthenewinformation
andtoupdateyourprintedrecords.
PrinttheTemplatesreporttocheckthatnoOrderEntry
templatesuseshipviacodesthatyoudeleted.Edittemplatesif
necessary.
PrinttheTransactionlistfororders(includingtheorder
information)tocheckthatnoordersuseshipviacodesthatyou
deleted.Edittheordersifnecessary.

ChooseEmailMessagesfromtheO/ESetupfoldertoaddoredit
emailmessagesthatyousendwithemailedorderconfirmations,
quotes,invoices,debitnotes,andcreditnotes.
Theformalsoletsyouinsertvariablesfromyourcompanydatabase
sothattheemailedmessageswillincludecustomerorcompany
information.
324
backgroundinformationonemailmessages.Forstepbystep
instructionsonusingtheEmailMessagesformanddescriptionsof
allthefields,seeChapter3intheGettingStartedmanual,orpressF1
foronlineHelp.
Adding E-mail Messages

To add e-mail messages:
ChoosetheEmailMessagesiconfromtheO/ESetupfolder.
2.
Selectthemessagetype,andthenenterauniquemessageID,
description,subjectline,andmessagetext.
Inthesubjectlineandmessagetext,youcanincludevariable
namesforcompanydatathatyouwanttosubstituteinthe
emailedmessage.
3.
Finding detailed
instructions
Using Help
ClicktheSavebuttontosavethemessage.
ForinformationaboutallthefieldsintheEmailMessagesformand
forstepbystepinstructionsforaddingEmailMessages,seeAdd
EmailMessagesinChapter3oftheOrderEntryGettingStarted
manual.
Editing E-mail Messages

Youcaneditemailmessagesatanytime.
To edit e-mail messages:
1.
TypethemessageID,orusetheFindertoselectit.
2.
3.
User Guide
325
Setup
Information
1.
Adding, Editing, and Deleting Optional Fields
After Changing E-mail Messages

PrinttheEmailMessagesreporttocheckthenewinformationand
toupdateyourprintedrecords.

OptionalfieldsareavailableifyouuseTransactionAnalysisand
OptionalFieldCreator,aseparatelylicensedpackageavailablefor
SageAccpacERP.OptionalFieldsletyoustoremoreinformation
withrecordsandtransactions.
ClickOptionalFieldsintheSetupfoldertoadd,edit,ordelete
optionalfieldsforthetransactionentryformsandmiscellaneous
chargesthatyouuseinyourOrderEntrysystem.
SeeChapter2intheGettingStartedmanualforbackground
informationonoptionalfields.Forstepbystepinstructionsonusing
theOptionalFieldsformanddescriptionsofallthefields,see
Chapter3intheGettingStartedmanual.
Adding Optional Fields

To add a new optional field:
326
1.
ChooseOptionalFieldsfromtheO/ESetupfolder.
2.
IntheOptionalFieldForfield,selectthetypeoftransactionto
whichyouwanttoaddtheoptionalfield.(Youcanalsoassign
optionalfieldstomiscellaneouscharges.)
3.
UsetheFindertoselecttheoptionalfieldsthatyouwanttouse
withthetransactions,andthenenterthedefaultentriesforthe
optionalfields,andindicatewhetherthefieldswillbe
automaticallyinsertedonnewtransactionsthatyouenter.
4.
Foranoptionalfieldyouareassigningtoashipmentdetail,
invoicedetail,orcredit/debitnotedetail,clicktheSettings
button,andthenselectthetypeofGeneralLedgeraccountsto
whichoptionalfieldentriescanbepassed.
ClicktheSettingsbuttonforinvoicesandcredit/debitnotesto
choosewhethertheoptionalfieldswillbepassedtoAccounts
Receivablewithinvoiceandcredit/debitnotetransactions.
5.
ClickAdd(orSave)toaddtheoptionalfield.
YoucanchangethedefaultvalueandtheRequiredandAutoInsert
statusforanoptionalfieldatanytime.
Ifthefieldisvalidated,youmustselectablankoravaluethatis
definedfortheoptionalfieldinCommonServices,orchooseNoin
theValueSetfield.
To change an optional field:
Effects of changes
1.
ChoosetheOptionalFieldsiconfromtheSetupfolder.
2.
SelectthetypeofoptionalfieldyouwanttoeditintheOptional
FieldForfield.
3.
Makethechangesyouneedonthegrid.
4.
UsetheSettingsbuttontoselectthetypeofGeneralLedger
accountstowhichoptionalfieldinformationcanbepassed.
5.
Anychangeyoumakeaffectsrecordsortransactionsaddedafter
youmakethechange.
Deleting Optional Fields

Youcandeleteonlyoptionalfieldsthatarenotassignedtorecords
ortransactions.
User Guide
327
Setup
Information
Editing Optional Fields
Importing and Exporting Setup Records
To delete an optional field:

1.
SelectthetypeofoptionalfieldintheOptionalFieldsForfield,
andthenselect(highlight)theoptionalfieldthatyouwantto
removeonthegrid.
2.
ClicktheDeletebutton,orpresstheDeletekeyonthekeyboard.
Ifamessageappearsaskingyoutoconfirmthedeletion,click
Yes.
After Changing Optional Fields
PrinttheOptionalFieldsreporttocheckthenewrecord
informationandtoupdateyourprintedrecords.

UsetheImportandExportcommandsontheFilemenutotransfer
informationbetweenyourOrderEntrysystemandotherSage
AccpacOrderEntrydatabasesornonSageAccpacERPmodules.
YoucanusetheImportcommandwhensettingupanewOrder
Entrysystem,andyoucanuseExportandImporttoupdategroups
ofrecordsbyexportingtherecordsyouwanttochange,changing
theminaspreadsheet,andthenreimportingthemintoOrder
Entry.
Youcanimportandexportallsetuprecords,exceptthecontentsof
theOptionsform.
Otherrestrictionsmayapply,dependingontheoptionsyouusein
OrderEntry.Forexample,ifyoudonotkeepstatistics,youwillnot
beabletoimportorexportstatistics.IfyoudonotusetheAllowEdit
ofStatisticsoption,youcanexportstatistics,butyouwillnotbeable
toimportthem.
328
UsetheDisplayImportFieldscommandontheImportformto
displaythename,type,andlengthofeachfieldintherecordthat
youwanttoimport.Thereportalsoindicateskeyfields.
FormoreinformationaboutimportingandexportingOrderEntry
records,seeAppendixB,ImportingandExporting,inthisguide.
Referalsotothechapter,ImportingandExportingData,inthe
SystemManagerUserGuide.
After importing
Checkdataintegrity.
Printreportsoftherecordstoverifyimporteddata.
Ifnecessary,deletethefilecontainingtheimportedrecordsin
theprogramwhereyoucreatedit.
User Guide
329
Setup
Information
Chapter 4
Processing Orders,
Shipments, and Invoices
IconsUsedtoProcessOrders,Shipments,andInvoices
............................ 43
UsingtheOrderEntryForm ..................................................... 45
AddingandEditingOrders.................................................. 48
PaymentTerms
........................................................... 425
EditingTaxInformation .................................................... 426

EditingOptionalFieldsforO/ETransactions ................................. 429
EditingSalesAllocations ................................................... 431
.................................................... 432
EnteringOrderPrepayments
............................................... 434

AuthorizingCredit
........................................................ 438
UsingtheNewContractWizardforJobRelatedQuotes ....................... 439

CopyingExistingOrderstoNewOrders ..................................... 440
AssigningOptionalFieldsintheCopyOrdersForm
ViewingCurrentOrders
.......................... 443
................................................... 444
UsingtheShipmentEntryForm
................................................ 445
AddingandEditingShipments
............................................. 446
VerifyingShipmentTotals .................................................. 451

PostingShipmentswithOptionalFields
UsingtheInvoiceEntryForm
EditingPaymentTerms
..................................... 453
.................................................. 454
.................................................... 458
EnteringInvoicePrepayments .............................................. 459

VerifyingInvoiceTotals .................................................... 462
PostingInvoiceswithOptionalFields
....................................... 463
PrintingPostingJournals....................................................... 464
User Guide
4i
Processing Orders,
Shipments, Invoices
PostingOrderswithOptionalFields ......................................... 431
PrintingQuotes ............................................................... 466

PrintingaSingleQuoteImmediatelyafterPosting
PrintingaRangeofQuotesafterPosting
...........................
467
....................................
468
PrintingOrderConfirmations .................................................. 470

PrintingaSingleOrderConfirmationImmediatelyafterPosting ............... 471
PrintingConfirmationsforaRangeofOrders ................................ 473
PrintingPickingSlips
.........................................................
PrintingShippingLabels
......................................................
475
478
PrintingInvoices.............................................................. 479
PrintingaSingleInvoiceImmediatelyafterPosting
PrintingaRangeofInvoicesafterPosting
..........................
480
...................................
482
UsingtheCurrentOrdersInquiryandPendingShipmentInquiryForms ........... 484

LookingUpCurrentOrders ................................................ 484
LookingUpPendingShipments ............................................ 486
UsingtheSalesStatistics,SalespersonInquiry,andSalesHistoryForms ............ 488
ViewingSalesStatistics .................................................... 488
ViewingSalespersonStatistics .............................................. 489
ViewingSalesHistory ..................................................... 491
Adding,Editing,andDeletingSalesStatistics ................................ 492
ImportingandExportingOrderInformation
....................................
492
ImportingOrdersandShipments ........................................... 492

ExportingOrders,Shipments,andInvoices .................................. 493
4ii
Chapter 4
Processing Orders,
Shipments, and Invoices
Thischaptercontainsinstructionsforentering,posting,and
reportingorders,shipments,andinvoicesinyourOrderEntry
system.Thefollowingtopicsarediscussed:
Iconsusedtoprocessorders,shipments,andinvoices.
UsingtheOrderEntryform,including:
Processing Orders,
Shipments, Invoices
Addingandeditingorders.
Usingkitsandassembleditemsinorders.
Enteringshippedquantitiesonorders.
Editingtaxinformation.
Enteringoptionalfieldinformation.
Editingsalesallocations.
Editingexchangerates.
Enteringprepayments.
Verifyingordertotals.
Creatinginvoicesforshippedgoods.
Authorizingcredit.
Creatingnewordersfromexistingorders.
Viewingallsalesordersforaselectedcustomer.
User Guide
41
Icons Used to Process Orders, Shipments, and Invoices
UsingtheShipmentEntryform,including:
Addingandeditingshipmentsforexistingorders.
Creatingshipmentswithoutpriororders.
Verifyingshipmenttotals.
Creatinginvoicesfromshipments.
UsingtheInvoiceEntryform,including:
Addingandeditinginvoices.
Editingpaymentterms.
Verifyinginvoicetotals.
Printingpostingjournals.
Printingquotes,orderconfirmations,pickingslips,shipping
labels,andinvoices.
Importingandexportingorderandshipmentinformation.
UsingtheSalesStatistics,SalespersonInquiry,andSalesHistory
forms.
Foranoverviewoforder,shipment,andinvoiceprocessing,see
Chapter2,WhatYouNeedtoKnowBeforeUsingOrderEntry,in
thisguide.
SeetheSageAccpacWorkbookforlessonswithstepbystep
instructionsforusingtheOrderEntry,ShipmentEntry,andInvoice
Entryforms.Youcanrefertothetutoriallessonsforinformation
aboutusingtheform,andyoucandothelessonswiththesample
datatopracticeusingtheformwithoutriskingyourowndata.
Forspecificinformationaboutthefieldsonaform,presstheF1key,
andthenclicktheFieldListbuttononthehelppage.For
instructionsonhowtouseonlineHelp,pressF1asecondtimewhen
Helpisdisplayed.
42

Thissectiondescribestheiconsyouusetoprocessorders,
shipments,andinvoices,andtoprintorder,shipment,andinvoice
formsandreports.
ChoosethefollowingiconsfromtheO/ETransactionsfolderto
processorders,shipments,andinvoices:
YouusetheOrderEntryformtoenter,edit,import,exportand
postorders.
YoucanalsousetheOrderEntryformtoentershipped
quantitieswithanorder,enterprepayments,andgeneratean
invoiceforshippeditems.
YouusetheShipmentEntryformtorecordtheshipmentof
itemsforexistingordersandtoaddmiscellaneouscharges.You
caneditshipmentsuntilalltheitemsonanorderhavebeen
shipped,andyoucanimportandexportshipmententries.
YoucanalsousetheShipmentEntryformtoskiptheorder
process,anddirectlyentershipmentsandgenerateinvoices.
O/E Forms folder
YouusetheInvoiceEntryformtoenter,edit,export,andpost
invoicesforshipments.YoucanalsousetheInvoiceEntryform
toenteroneprepaymentwithaninvoice.
TheCopyOrdersformletsyoucreateaneworderfromthe
detailsofanexistingorder,orarangeoforders.Thedetailsof
theexistingordersarecopiedtotheneworder,whichyoucan
editasrequired.
OrderEntryprovidesasetofstandardformsforprintingorder
confirmations,quotes,pickingslips,shippinglabels,invoices,and
creditanddebitnotes,whichyouprintusingthefollowingicons:
User Guide
43
Processing Orders,
Shipments, Invoices
Form
Description
Order
Confirmations
Quotes
Prints details of posted orders before they are fully invoiced, for use in
confirming orders.
Prints copies of order quotations you have posted using the Order Entry
form.
Prints picking slips for staff to use in filling orders.
Prints shipping labels for order confirmations, picking slips, and invoices.
Prints copies of the invoices you created in the Invoice Entry form for
invoiced orders.
Prints copies of the credit/debit notes you created in the Credit/Debit
Notes form.
Picking Slips
Shipping Labels
Invoices
Credit/Debit Notes
E-mail
O/E Reports folder
OrderEntryletsyousendquotes,orderconfirmations,credit/debit
notes,andinvoicesbyemailtoyourcustomers.Toemailaquote,
orderconfirmation,orinvoice,youmustspecifyemailasthe
deliverymethodinthecustomerrecord(intheAccountsReceivable
modules),andthenchooseCustomerasthedeliverymethodwhen
printingthequote,orderconfirmation,invoiceorcredit/debitnote.
OrderEntryalsoprovidesacomprehensivesetofreportsforlisting
andtrackingorders,shipments,andinvoices.Youchoosetheicons
toprintthesereportsfromtheO/EReportsfolder.
SeeChapter7,Reports,forfurtherinformationaboutreports.
Report
Description
Transaction List
Print detail or summary information about posted orders, invoices, or

credit/debit notes, selected and sorted according to the order number or
customer number.
Print incomplete orders, sorted by order number, customer number, or
primary salesperson, choosing order source, type, print status, item
status, and currency.
Order Action
44
Using the Order Entry Form
Description
Invoice Action
Print partially or fully invoiced shipments, sorted by order number or

shipment, for a range of customers or salespeople, and optionally listing
shipment details.
Print incomplete orders, with monetary amounts, sorted by age in the
system.
Print a record of the general ledger entries created for order invoices,
shipments, and credit/debit notes in Accounts Receivable from posted
Order Entry transactions, sorted by day end number, transaction date,
customer number, or shipment number.
Print a list of the general ledger transactions created from all shipments
posted in Order Entry since the last time you created the general ledger
batch, sorted by account or year and period.
Print a summary of sales totals from invoices and credit/debit notes
posted since the last time the data was cleared.
Print a summary of sales, invoices, and credit/debit note statistics
accumulated since the data was last cleared.
Print all sales commissions earned by salespersons since the data was
last cleared.
Aged Orders
Posting Journals
G/L Transactions
Sales History
Sales Statistics
Salesperson
Commissions
OtherreporticonsintheO/EReportsfolderareSetupreports,
including:Options,G/LIntegration,Templates,Miscellaneous
Charges,ShipViaCodes,SalespersonCommissionRates,EMail
Messages,andOptionalFields.

UsetheOrderEntryformtoenter,edit,andpostorders.Youcan
alsousetheOrderEntryformtoentershippedquantitieswithan
order,enterprepayments,generateaninvoiceforshippeditems,
andtoimportorders.
ToopentheOrderEntryform,choosetheOrderEntryiconfromthe
O/ETransactionsfolder.
User Guide
45
Processing Orders,
Shipments, Invoices
Report
Before you start
Beforeyouenterneworders,youshoulddefinethefollowingOrder
Entrysetupinformation:
Set up information
in other Sage
Accpac modules
Orderoptions(setintheO/EOptionsform):
VerifytheprefixesandnumbersyouwantOrderEntryto
assigntoorders,ifyouwanttoassignthemautomatically.
Selecttheoptionsforprocessingorders.
Selectadefaultordertemplate(optional).
Ordertemplates.
Miscellaneouscharges.
Shipviacodes.
Salespersoncommissionrates.
Optionalfields(ifused)youwanttoaddtotheOrderEntry
formortoOrderEntrydetaillines.
Youmustalsosetupthefollowing:
Customer,shiptolocation,paymentterms,andsalesperson
recordsinAccountsReceivable.
Ifyoufrequentlyhaveonetimecashsales,createaonetime
customerrecordinAccountsReceivable.
CheckthatcustomersinA/Rtowhomyouwillemailquotes,
confirmations,andinvoicesusetheemaildeliverymethod.
YoucanalsoaddcustomerstoAccountsReceivablewhenyou
enterordersinOrderEntry.
46
Item,pricelist,location,accountset,andcategoryrecordsin
InventoryControl.
Bank,tax,andcurrencyrecordsinCommonServices.
KittingitemsinInventoryControl(ifyouwillbeusingkits).
ForacompletedescriptionofthestepsrequiredtosetupanOrder
Entrysystem,seetheOrderEntryGettingStartedmanual.
Preparing to enter
orders
Beforeenteringorders:
Makesureyouhavecompleteinformationforeachorder,
includingthecustomernumber,ordernumber(ifyouwantto
assignyourowndocumentnumbers),billingaddress(ifit
differsfromtheaddressinthecustomerrecord),dateandtype
oforder,locationcode,customertype,pricelist,taxgroup,and
terms.
Mostcustomerinformationiskeptwiththecustomerrecordin
AccountsReceivableandappearsbydefaultwithaneworder.
Ifyouneedtoentermiscellaneouschargesonanorder,findout
thetypesanddollaramountsofeachcharge.
Foreachitemontheorder,findouttheitemnumber/barcode/
customeritemnumber,pricelist,unitofmeasure,quantity,unit
price,location,anditemcategory.
Findouttheratetype,ratedate,andexchangeratetousefor
invoicesandprepayments.
User Guide
47
Processing Orders,
Shipments, Invoices
Preparing to enter
details
Adding and Editing Orders

ChooseOrderEntryfromtheO/ETransactionsfoldertoaddoredit
orders.
To add or edit an order:

1.
UsetheOrderNumberfieldtoaddaneworderorselectan
existingorder.
Toaddaneworder,presstheTabkeyorclicktheNew
button.
Youcantypeanewordernumberyourselfifyoudonot
wantOrderEntrytoassigntheordernumberautomatically.
Toselectanexistingorderforediting,usetheFinder,or
typetheordernumberandthenpressTaborEnter.
Youcanalsousethisfieldtoselectanexistingquotetoconvert
toanorder.Ifyouaregoingtouseseveralquotesinthisorder,
orifyouwanttoreuseaquote,however,usetheFromMultiple
Quotesfieldtoselectthequote,orquotes.
48
2.
Select a customer
Enterthecustomernumber.
Toselectanexistingcustomer,usetheFinderortypethe
customernumberandpressTab.
Toaddanewcustomer,dooneofthefollowing:
Add a new
customer
Ifyouwanttoaddthecustomerrecordnow,clickthe
NewbuttonbesidetheCustomerNo.field.Fillinthe
customerinformationontheAccountsReceivableform,
clickAdd,andthenclickClosetoreturntoOrderEntry.
Ifyoudonotwanttoaddthecustomerrecordnow,and
youusetheoptiontoallowordersfornonexistent
customers(inO/EOptions),youcantypethecustomer
numberonly.
Processing Orders,
Shipments, Invoices
WARNING! Wesuggestthatyoudonotusethis
optioninamulticurrencysystem.
Ifthetaxreportingcurrencyforthetaxgroupthat
youwanttousediffersfromthecustomers
currency,youmustcreatethecustomerrecord
beforeyouentertheorder.
Inanycase,youmustcreatethecustomerrecordin
AccountsReceivablebeforeyoucanpostaninvoice.
Rates tab
Zoom key
Ifthecustomercurrencydiffersfromthecompanycurrency,
OrderEntryaddsaRatestabwhereyoucanverifyandedit
theorderandinvoiceexchangerates.
3.
Toeditthecustomersbillingaddress,clicktheZoombuttonor,
withtheinsertionpointintheCustomerNumberfield,pressF9.
Typeyourchanges,andthenclickClose.
4.
OntheOrdertab,addoreditorderinformation,including:
Template Code. Ifyouselectanewtemplateafterchoosing

thecustomer,OrderEntrywillreplacetheorderinformation
User Guide
49
andcustomerinformationfromthecustomerrecordwith
theinformationfromthetemplate.
PO Number(ifrequired).
Order Date (forafutureorder,enterthedatethattheorder

becomesactive). Clickthecalendarbuttontoviewthe
calendar.
Location. Thisisthedefaultwarehouselocationusedtofill
theorderfromthecustomerrecordorcustomersshipto
address.
Order Type. IfyouselectQuote,entertheexpirationdatein

thefieldthatappears.
Job-related quotes
Ifyouarecreatingajobrelatedquote,seeUsingtheNew
ContractWizardforJobRelatedQuotes,laterinthis
chapter.
TheNewContractWizardletsyoucreateanewcontractin
theProjectandJobCostingmodulebycopyinganexisting
contract.
Detaillinepricesonyournewquotewillappearasproject
estimatesinProjectandJobCosting.Thismeansthatyou
canonlyapplydetailstoprojectswithanEstimatestatus.
From Multiple Quotes. Usethisfieldtoselectanexisting

quote,orquotes,onwhichtobasetheorder,asfollows:
a.
ClicktheZoombuttonbesidethefield.
b. UsetheCreateOrderFromQuotesformthatappearsto
enterthequotenumbersorselectthemusingtheFinder.
410
c.
Ifyouarecreatinganactiveorderfromajobrelatedquote,
OrderEntrywillchangethecontractstatusfromEstimateto
OpenforcontractsspecifiedintheQuotedetailswhenyou
posttheneworder.Youcannotchangeaprojectsstatus
backtoEstimate.
Job Related. SelecttheJobRelatedoptionifthisorder

appliestoaprojectthatyouaremanagingusingSage
AccpacProjectandJobCosting.
Project Invoicing(availableifjobrelated). Ifyouselectthis

option,allofthebillingforthisorderwillbehandledbythe
ProjectandJobCostingmodule.
OrderEntrywillnotcreateaninvoiceforthisorder,butwill
passallinformationtoProjectandJobCostingforitto
processbillingsusingtheCreateBillingWorksheet.
Retainage. Thisoptionappearsonlyifyouareenteringa
jobrelatedorderandhaveselectedtheRetainage
AccountingoptioninyourAccountsReceivablesystem.
User Guide
411
Processing Orders,
Shipments, Invoices
Job-related quotes
ClicktheOrderbuttontoaddthequotedetailstothe
order,andthenclickClosetoreturntotheOrderEntry
form.
WhenyouselecttheRetainageoption,aRetainagetab
appearsontheOrderEntryformwhereyouspecifyhowto
processtheretainageinvoiceforthisorder.
Calculate Taxes(thedefaultsettingforthisoptionissetin
theO/EOptionsform). Youcanchangethisoptiontoenter
taxesmanuallyorhavethemautomaticallycalculated.
On Hold. Ifthecustomeraccountisonhold,theorderis
automaticallyplacedonhold.
Create Invoice. Selectthisoptiontocreateaninvoicewhen

youposttheorder/shipment.
Thischeckboxappearsonlyifyouareshippinggoodsonthe
orderoriftheorderhasmiscellaneouschargesthatyoucan
invoice.
Zoom
Change customer
settings if
necessary
412
5.
Ship-To Location (orleaveblankandzoomthefieldtoenter

oredittheshippingaddress). Thisisthedefaultshipping
addressistheaddressinthecustomerrecord.
Expected Ship Date (thedateonwhichyouexpecttoship

theorder). Youcanenteradifferentexpectedshipdatefor
eachorderitemonthedetailgridoftheOrdertab.
Description. Adescriptionfortheorder,usingupto
60characters.
Reference. Anoptionalreferencefortheorder,usingupto
60characters.
Beforeyouaddorderdetailsinthedetailentrygrid,checkthe
followingitemsontheCustomertab.Thesesettingsdetermine
detailpricing,soanychangesshouldbedonebeforeyouadd
orderdetails.
CustomerType.
PriceList(defaultpricelistfornewdetaillines).
TaxGroup.
Order
Thetaxgroupdeterminesthecurrencyoftheorderifyou
enteredanewcustomernumberwithoutaddingthe
customerrecordtoAccountsReceivable.
currency
Order details
6.
Addorderdetailsinthedetailentrygrid.
Note:
Thedefaultpricelistcomesfromthecustomerrecord,
andappearsontheCustomertab.Youcanchangeit
beforeenteringitemdetails.
Ifyouarecreatingtheorderfromanexistingquote,the
orderdetailswillalreadybefilledinforyou.Youcan
editthedetails,oraddnewdetails,asnecessary.
a.
Onthedetailentrygrid,clickthefirstdetailline.(If
necessary,usetheInsertkeytostartanewdetailname.)
b. IfyouwishtouseOrderEntrysItems/Taxesformtoenter
thedetails,clicktheItem/Taxbutton,orpresstheF9key.
c.
Job-related orders
Selectthetype(itemormiscellaneouscharge).
d. Selectthecontract,project,andcategoryfortheitemor
miscellaneouscharge.
Ifthesalesorderisjobrelated,youspecifyforeachorder
detailwheretheitemsorresourcesaregoingtobeused.If
youusedifferenttermsthanContract,Project,and
CategoryinProjectandJobCosting,theprogramdisplays
theminstead.
ThesefieldswillnotappearunlessyouhaveProjectandJob
CostingandselecttheJobRelatedoptioninthetopsectionofthe
Ordertab.
User Guide
413
Processing Orders,
Shipments, Invoices
Add an item
e.
Drill down to check

availability
UsingtheFinderintheItemNo./Misc.Chargefield,select
theitemnumber.Youcaneditthedisplayeddescription,
pricelist,location,orderunitofmeasure,weightunitof
measure,unitprice,unitweight,andcategory,ifnecessary.
Ifyouhavesetupmanufacturersitemnumbers(suchas
UPCbarcode),youcanenterthemhereinplaceofthe
itemnumbers.
Ifyouhavesetupcustomersitemnumbers,youcan
enterthemhereinplaceoftheitemnumbers.
WhenyoutaboutoftheItemNumberfield,youwillseethe
numberofitemsatthedefaultlocationandatalllocations.
Add a
miscellaneous
charge
ClicktheDrilldownbuttonsforsalesordersand
purchaseorderstoseewhenitemsarearrivingand
beingshipped.
ClicktheFinderfortheLocationfieldtodisplay
quantitiesateachlocation.
Ifyouareenteringamiscellaneouscharge,youcaneditthe
displayeddescriptionoramount,ifnecessary.
f.
Fillintheremainingfieldsonthedetailline:
Kit/BOM. Ifthisisanassembleditem,usetheFinderto
selecttheKitorBOMNumber.
Youcancheckthecomponentsforakititemoranitem
assembledfromaBOMbyclickingtheComponents
buttonafteryouspecifythekitorBOMnumber.
414
Price List(fromthecustomerrecord,butyoucanspecify
adifferentpricelist). Ifyouenteranonstockitem,the
pricelistcanbeblank.
Youcanchangethedefaultpricelistfortheorderonthe
Customertab.
Location(thecodeenteredontheOrdertab,butyoucan
selectadifferentlocation). Ifyouenteranonstockitem,
thelocationcanbeblank.
Expected Ship Date. Entertheexpectedshipdate(ifit

differsfromtheexpectedshipdateenteredabove).
Quantity Ordered. Enterthequantityorderedinthe

orderunitofmeasure.
Whetherornotyoucanenterdecimalplacesis
determinedbytheAllowFractionalQuantitiesoptionin
theInventoryControlOptionsform.
Ifyouareunabletoshipalltheitemsonanorderand
wanttocancelunshippeditems,youcanedittheitem
linestoreducethebackorderedquantitiestomatchthe
quantitiesshipped.
Order Unit Of Measure (theunitofmeasureforthe

quantitybeingordered).Thestockingunitisdisplayed
bydefault.
IfyouusetheFindertoselectanotherunitofmeasure,
theconversionfactorforthatunitofmeasureappearsin
theFinderform.Theconversionfactoristhenumberof
stockingunitscontainedinthealternativeunit.For
example,ifyouuseastockingunitofeach,and
cartonhasaconversionfactorof36,ittakes
36stockingunitstoequalonecarton.
Order Weight Unit of Measure. Thisistheunitof

measureforweighingthisitemontheorder.
User Guide
415
Processing Orders,
Shipments, Invoices
IfthedetaillinedoesnothaveaCompletedstatus,you
canincreaseordecreasethequantityforbackordered
items(thoseyouhavenotyetshipped).
DependingonyoursettingsinO/EOptions,the
programdisplayseithertheitemweightunit(fromthe
itemrecord)orthepricingweightunit(fromtheprice
list).
TheweightUOMforthecompleteorderisdetermined
bythedefaultweightunitofmeasuresetinInventory
ControlsOptionsform.
Price By (Quantity or Weight). Thisfieldshowswhether

thepriceofthisitemisbasedonweightoronquantity.
(PricingbyweightisavailableinSageAccpac500ERP
only.)
Ifpricingisbyquantity,theprogramsetsvolume
discountamountsorpercentagesaccordingtothe
quantityofgoodsthatareordered.
Ifpricingisbyweight,theprogramsetsvolume
discountamountsorpercentagesbyitemweight.
If the item is not on

the price list
Pricing Unit of Measure(theunitofmeasureinwhich

theitemispriced).Youcannoteditthisfield.
Iftheitemdoesnotexistonthepricelist,OrderEntry
usesthestockingunitforthepricingunit.
Unit Price (thesuggestedsellingpricefortheitem).The

displayedpriceisthelowestpriceforwhichthe
customeriseligible.Itcanbethebaseprice,asaleprice
foraspecifiedtimeperiod,orthepriceforthe
customerspricelevelorquantitypurchased,basedona
discountormarkup.
Ifthelowestpriceisanegativeamount,itisdisplayed
aszeroes.
YoucanusetheFindertoselectanotherpricefromthe
itempricelistinInventoryControl.Youcanalso
overridetheunitprice.
416
Price approvals
NotethatifyouusesecuritywithOrderEntry,youcan
changetheunitpriceonlyifyouhavesecurity
authorizationtooverridetheunitprice.
Notealsothatindividualitemsmayrequireprice
approvalsfordifferentpricechangeamounts,ormay
rejectanypricechanges.
Price Approval. PricechecksaresetinInventory

Controlpricelistsforparticularitems,pricelists,and
SageAccpacuserIDs.
ThePriceApprovalfieldwilldisplayYesifprice
checksareineffect,andthepriceyouenterisoutside
theboundariesallowed.
ClicktheZoombutton(columnheadinginthegrid)
todisplaythePriceApprovalpopup.
EntertheIDofthepersonapprovingtheprice
override(andpassword,ifsecurityisset).
Note:
ThePriceApprovalfielddoesnotappearifyou
areusingtheItem/Taxeszoomedform.Instead,
anerrormessagemayappearwhenyoutryto
savetheitemdetail,statingthattheprice
requiresapproval.
PriceapprovalisinSageAccpac500ERPonly.
ClicktheZoombuttonbesidetheUnitPricefieldto
displaythePriceApprovalpopup.
Quantity Shipped. Ifapplicable,typethequantity

shippedortobeshippedonanactiveorder.
User Guide
417
Processing Orders,
Shipments, Invoices
IfYesappearsinthePriceApprovalcolumn,you
must:
Ifyouareshippinggoods,clicktheCreateInvoice
checkboxontheOrdertaborTotalstabtoautomatically
generateaninvoicefortheshippedgoods.
Qty. B/O (Quantity Backordered). Inthezoomedform,

thisfieldiscalledB/O.
Enterthequantitybackordered(iftheprogramdoesnot
automaticallycalculatethequantityandyouarenot
shippingtheentireorder)orleavethefieldshowing
zero,ifyoudonotusebackorderquantities.
IfyouselecttheCalculateBackorderQuantitiesoption,
theprogramautomaticallycalculatestheBackordered
amount.
Eachtimeyouenterashippedamount,thebackordered
quantityisreduced.Whenthebackorderedamountis
zero,theitemisconsideredtobefullyshipped.To
cancelunshippedquantitiesofanorder,changethe
Backorderedentrytozero.
Unit Weight. Thisistheweightofasingleitemforthis

detaillineexpressedintheOrderWeightUnitof
Measure.OrderEntryusestheweighttocalculatethe
totalweightoftheorder(whichyoucanusetoestimate
ashippingcharge).
Youcanedittheitemweightandtheextendedweight
ontheorder,ifnecessary.
Extended Weight. Thequantityshippedmultipliedby

theunitweightenteredfortheiteminInventory
Control.
Extended Price. Theprogramautomaticallycalculates

theextendedpricewhenyouenteraquantity.
Ifyouoverridetheextendedpricecalculatedbythe
program,anasteriskappearsbesideitinthezoomed
418
detailentryformandalsoappearsbesidetheitemonthe
InvoiceList.
Ifyouchangetheextendedprice,theprogramdoesnot
recalculatetheunitprice.
Discount Percent / Discount Amount. OrderEntrylets

youspecifyadiscountseparatelyforeachdetail.You
canenterapercentageoranamountforthediscount.
Youcanalsoenteradiscountfortheorderasawholeon
theTotalstab,later.OrderEntrydisplaysthetotalofall
discountsenteredonthedetails,aswellasthediscount
fortheorderontheTotalstab.
Discounted Extended Amount. Thisfielddisplaysthe
extendedamountoftheorder,afterthediscounthas
beenapplied.
Category(thecategoryassignedtotheitemrecordin
InventoryControl). Youcanselectadifferentcategory
forthedetaillinefromthelistdisplayedbytheFinder.
Unit Cost(editableifthecostingmethodfortheitemis
userspecified).
TheUnitCostdisplayedintheOrderEntryformshows
theestimatedcostoftheitem.Uponcosting(during
postingordayendprocessing,dependingontheI/C
Costingoption),theactualcostisupdatedinthe
ShipmentEntryformandInvoiceEntryform.Theorder
retainstheestimatedcostandisnotupdated.
Costing Unit Of Measure(editableifthecostingmethod

fortheitemisuserspecified).
Serial Numbers(fortheunitsshipped;optional). These

numbersupdatetheSerialNumbersReportinInventory
Control.
User Guide
419
Processing Orders,
Shipments, Invoices
Comments/Instructions(thatarespecifictothisitem;
optional). Commentsandinstructionscanincludeas
manylinesasyouneed,eachlineupto75characters.
Ship Via (optional). Youcanusethisfieldtoentera

separateshippingmethodforthedetail,ifyouplanto
shipthedetailitemsseparatelyfromtherestofthe
order.
Tracking Number (optional). Ifyouknowthewaybill

numberfortheshipment,youcanenteritinthisfield.
Normally,youwouldenteratrackingnumberfora
detailonlyifyouareshippingthedetailitems
separately.
Original Order. Displaysthequantityspecifiedwhen

thedetaillinewasfirstenteredandposted.Thisnumber
doesnotchangeevenifyouchangetheorderedquantity
forthedetail.
Shipped To Date (drilldown). Thefielddisplaysthe

numberofitemunitsthathavebeenpostedforthedetail
line.
Youcanclickthedrilldownbuttontodisplayshipment
andinvoiceinformationforthedetailline,andtodrill
downtotheshipmentandinvoicetransactions.
Quantity Committed. OrderEntryletsyoucommitan

inventoryquantitytoaparticularorder.Whenitistime
toshiptheorder,thequantityisguaranteedtobe
available,unlessyouallownegativeinventory
quantities.
Ifaquantityisalreadycommittedtoanorder,youcan
shipanotherorderforthesameitemsonlyifthereisa
sufficientquantityininventoryinadditiontothe
committedquantity.
420
IntheO/ESetupOptionsform,youcandefaultthe
quantitycommitted.Ifyouhadselectedtodoso,the
amountofyourorderforthisitemappears
automatically.
Completed. Adetaillineisautomaticallyassignedthe
statusofCompletedwhenyoupostashipmentforall
orderedunitsfortheline,orforsomeoftheordered
unitswhereyoualsochangethebackorderedquantityto
zero.
YoucanalsosetthestatusforalinetoCompletedby
enteringYesintheCompletedcolumn(orbyclicking
theCompletedfieldintheItems/Taxesform)ifyouhave
notenteredaquantityshippedfortheline.
Manufacturers Item Numbers andCustomers Item

Numbers. Ifyouusedamanufacturersitemnumberor
acustomeritemnumberintheitemnumberfield,the
numberthatyouusedtherewillalsoappearinthe
appropriatefield.
Otherwise,ifyouknowthem,youcanenterthe
manufacturersand/orcustomersitemnumberinthe
nexttwofields.
Non-stock Clearing Account. Ifyouselectedanon

stockitem,thenonstockclearingaccountusedbythe
itemsaccountsetappearsasthedefaultinthisfield,but
youcanchangetheaccountnumber,ifnecessary.
Optional Fields. ClickthecolumnheadingforOptional

Fields,orclickthezoombuttonbesidetheOptional
Fieldscheckboxinthezoomedformtoeditoptional
fields.
User Guide
421
Processing Orders,
Shipments, Invoices
Theunshippedquantitywillbelistedaslostsalesonthe
SalesStatisticsreportaftertheorderisprocessedbyDay
EndProcessing.
Ifanoptionalfieldisrequired,youcannotsavethe
transactionunlessthefieldhasadefaultvalueor
untilyoufillinthefieldyourself.
ClickthezoombuttontoreviewOptionalFieldentriesif
theOptionalFieldcolumnshowsYesorthecheckbox
isselected(inthezoomedItem/Taxdetailform).
Toaddoptionalitemfieldstothepopupformthatwere
notautomaticallyinserted,usetheInsertkeytoadda
newlinetothegrid,andthenusetheFindertoaddthe
optionalfield.
Optionalfieldsmustbeassignedtothetransactions
formsusingtheO/EOptionalFieldsformbeforeyoucan
addthemtoindividualtransactions.
A/R Item Number. Ifthisisajobrelatedorderandyou

areusingprojectinvoicing,theprogramdisplaysthe
A/RItemnumberthatisassignedtothe
item/miscellaneouschargeforbillinginProjectandJob
Costing.Youcanchangeitifnecessary.
A/R Item UOM. Youcanalsochangetheunitofmeasure

assignedfortheiteminProjectandJobCosting.
WIP/COGS Account. Ifthesalesorderisjobrelated,and

youselectedProjectInvoicing,youalsospecifytheWork
InProgressaccountforeachorderdetail.
TheaccountnumberspecifiedinProjectandJobCosting
willappearbydefault,butyoucanchangeit.
(ThelevelatwhichtheWIPaccountisspecifiedin
ProjectandJobCostingdependsontheprojecttypeand
accountingmethod.)
422
Revenue Account. Ifyouselectedanonstockitem,the

nonstockclearingaccountusedbytheitemsaccount
setappearsasthedefaultinthisfield,butyoucan
changetheaccountnumber,ifnecessary.
COGS Account. Ifyouselectedanonstockitem,the

nonstockclearingaccountusedbytheitemsaccount
setappearsasthedefaultinthisfield,butyoucan
changetheaccountnumber,ifnecessary.
Billing Type. Ifthesalesorderisjobrelated,theprogram

displaysthebillingtypeforthelineitem(whetherthe
itemisbillableornonbillable).
Retainage Percentage. Theprogramdisplaysthe

retainagepercentageusedtocalculatetheretainage
amountfortheshipment.Itisaweightedaverage
percentage,basedonthesumofthedetails
Retention Period. Theretentionperiodisthenumberof

daysforwhichthecustomercanwithholdtheretainage
amount.Youissuetheretainageinvoicefromthe
AccountsReceivableprogramattheendoftheretention
period.
Edit a detail
7.
Toeditadetail,selectthelinenumber,andthentabthroughor
clickthefields,andtypenewinformation.
Delete a detail
8.
Todeleteadetail,selectthelinenumber,andthenpressthe
Deletekey.Ifyouseeamessageaskingyoutoconfirmthe
deletion,clickYes.IfyouareusingtheItems/Taxesform,click
Delete.
Add more details
9.
Toaddanotherdetailline,pressInsert.
IfyouareusingtheItems/Taxesform,clickAddtoacceptthe
newitem.Thefieldswillthenbeclearedsoyoucanenter
anotheritem.ClickClosewhenyouarefinishedaddingnew
itemsoreditingdetails.YoureturntotheOrderform,wherethe
newitemsthatyouenteredappearonnewlines.
Customer and
shipment data
10. ClicktheCustomertab,thenshippinginformation,payment
terms,andother,customerorienteddetails:
Shipviacode(appearsautomaticallyifoneisassignedtothe
customerrecord).
User Guide
423
Processing Orders,
Shipments, Invoices
Trackingnumberfortheshipment(waybillnumber).
FOBPoint.
Territory.
TermsCode(canbeeditedontheCustomertab).
CustomerAccountSet.
Theaccountspecifiesthegeneralledgerreceivablescontrol,
paymentdiscounts,prepaymentliability,retainage,and
writeoffsaccountstowhichthetransactionwillbe
distributed.Youwouldntnormallychangethis.
11. Ifyouneedtocheckorchangetaxinformationfortheorder,see
EditingTaxInformation,laterinthischapter.
Optional fields
12. IftheformhasanOptionalFieldstab,clickittoenteradditional
informationfortheorder.SeeEnteringOptionalField
Information,laterinthischapter.
Sales splits
13. Tocheckorchangesalesallocationsfortheorder,clicktheSales
Splittab.Formoreinformation,seeEditingSalesAllocations,
laterinthischapter.
Exchange
rates
14. Iftheorderdoesnotusethefunctionalcurrencyandyouneedto
changetheexchangerate,ratetype,orratedatefortheorder,
clicktheRatestab.Formoreinformation,seeEditingExchange
Rates,laterinthischapter.
15. Ifyouwanttoenteraprepayment,clickthePrepaymentbutton.
Formoreinformation,seeEnteringOrderPrepayments,later
inthischapter.
16. Toverifyorderandtaxtotalsandprepaymentamountsbefore
posting,clicktheTotalstab.Formoreinformation,see
VerifyingOrderTotals,laterinthischapter.
17. Toposttheorder,clickPost.
424
Printing an order
confirmation
18. ClickYesinresponsetothePostingcompletedmessageto
printanorderconfirmation.ClickNoifyoudonotwantto
printanorderconfirmationnow.
Ifyouenteredshippedquantitiesontheorder,andcreatedan
invoice,youcanchoosewhichdocumentsyouwanttoprinton
thePostingCompletedform.
Formoreinformation,seePrintingOrderConfirmations,later
inthischapter.
19. ClickClosetoclosetheOrderEntryform.
After posting
Ifyouhaventshippedthisorderyet,youcanusetheShipment
Entryformwhenyouareready,asdescribedinthesection,
UsingtheShipmentEntryForm,laterinthischapter.
YouusetheInvoiceEntryformtoinvoicetheshipment,as
describedinthesection,UsingtheInvoiceEntryFormlaterin
thischapter.
Payment Terms
Youcanspecifyapaymenttermscodeonanorderthatwillappear
asthedefaultonshipmentsandinvoicesfortheorder.However,
youcaneditthepaymentanddiscountdatesonlyontheinvoice.
User Guide
425
Processing Orders,
Shipments, Invoices
To enter or change the terms code:

1.
Entertheorderdetailsasusual.
2.
ClicktheCustomertab,andthenselectthetermscodeyouplan
tousefortheinvoice.
Editing Tax Information

Before you start
Beforeyouenterorders,youmustdefinethetaxauthorities,classes,
groups,andratesyouneedusingtheTaxServicesfolderin
CommonServices.
Youmustalsoassignataxgrouptoeachcustomerrecordin
AccountsReceivable,andyoumustspecifythetaxauthorityandtax
classforeachitem,andwhethertaxisincludedintheitemprice,in
InventoryControl.
Tip
Tochangetaxamountsonorderdetails,youcan:
Changethecustomerstaxgroup.
Changethetaxclassortaxablestatusforthecustomer.
Changethetaxclassortaxablestatusforanydetaillines.
Changetaxamountsmanually.
To edit tax information for a detail (item or miscellaneous charge):
426
1.
SelectadetaillineontheOrdertab.
2.
ClicktheItem/Taxbutton.
Items/Taxes form
for modifying item
taxes
3.
Viewing Tax totals
Tomakeyourchangesyoucan:
Editthecustomerstaxclass.
Changethetaxincludedstatus(ifpermittedbythetax
authority).
CleartheCalculateTaxesoption(ontheOrdertaborTaxes
tab),andchangethetaxbasesand/ortaxamounts.
4.
ClickSave,andthenclickClose.
5.
Tochecktaxamountsfortheinvoiceandcomparethetotalson
thescreenwiththetotalsonthesourcedocument,clickthe
Totalstab.
To edit tax information for the complete order:

1.
Tocheckorchangecustomertaxinformationfortheorder,click
theTaxestabontheOrderEntryform.
User Guide
427
Processing Orders,
Shipments, Invoices
Taxes tab
You must uncheck
the Calculate Tax
option to edit the
tax base and tax
amount for tax
authorities.
The Calculate
Tax Reporting
checkbox and
Tax Reporting
information
appears only if
the tax currency is
different.
2.
Tomakeyourchangesyoucan:
Editthecustomertaxclass,ifnecessary.
CleartheCalculateTaxoptiontoentertaxesmanually.
TheDistributeTaxesbuttonappearsifyouturnoffthe
CalculateTaxoption.
428
3.
Ifyouareenteringtaxesmanually,enterthenewtaxamounts
foreachauthority,andthenclickDistributeTaxestoallocatetax
toeachdetail.
4.
ClickCalculateTaxestoseetheresultsofchangestothetax
classes.(Ifyouenteredtaxesmanually,clickingthisbuttonwill
overridetheenteredtaxamounts.)
5.
Ifthetaxreportingcurrencyisdifferentfromthecustomer
currency,youcanCleartheCalculateTaxReportingoptionto
enterthetaxreportingamountmanually.
Editing Optional Fields for O/E Transactions

Youcaneditoptionalfieldsthatapplytothecompletetransactionon
theOptionalFieldstab.
Note: TheOptionalFieldstabwillnotappearunlessyou
haveinstalledSageAccpacTransactionAnalysisand
OptionalFieldsCreatorwithSageAccpacERP.
OrderEntryletsyouaddoptionalfieldstoorders,miscellaneous
charges,shipments,invoices,andcredit/debitNotesonthe
OptionalFieldstabandonindividualdetaillines.
FieldsontheOptionalFieldstabapplytothewholedocument.
Onlythefieldswhichhavebeenassignedtotransactionscanbe
insertedoreditedonthistab.(Optionalfieldscanbeinserted
automatically,orbeavailablefortheusertoinsertthem.)
To edit or insert optional fields on the Optional Fields tab:
1.
ClicktheOptionalFieldstab.
User Guide
429
Processing Orders,
Shipments, Invoices
AlloptionalfieldsarecreatedfirstinCommonServices(seeSystem
Managerdocumentation),andthenassignedtotransactionforms
usingtheOptionalFieldsformintheOrderEntrySetupfolder(see
Chapter2intheOrderEntryGettingStartedguide).
Optional Fields tab

for Order Entry
transaction
2.
ClicktheValuefieldtoeditthecontentsofafieldthatisinserted
automaticallyontheOptionalFieldstab.
Toinsertafieldthatisassignedtothetransaction,butisnot
insertedautomatically:
a.
Clickinthefieldgrid,andpresstheInsertkeyonyour
keyboard.
b. ClicktheFinderbuttonintheOptionalFieldcolumn:
Optional Fields
Finder
c.
430
Highlighttheoptionalfieldinthelistthatyouwantto
insert,andclickSelect.
Posting Orders with Optional Fields

Optionalfieldsappearinseveralreportsandonlineinquiries,and
arepassedasdefaultvaluestoshipmentsandinvoicesifyouusethe
samefieldsinallthreeforms.Additionally,manyreportsletyou
selectinformationusingoptionalfields.
ShipmentdetailoptionalfieldscanbesenttotheGeneralLedgerin
G/Ltransactionscreatedbyshipments,andinvoiceoptionalfields
canbesenttoAccountsReceivableandtheGeneralLedgerifyou
assignthesamefieldstoA/RinvoicesandtoG/Ltransactions.
Editing Sales Allocations

Before you start
Processing Orders,
Shipments, Invoices
Assigntheappropriatesalespeopleandpercentagestocustomer
recordsinAccountsReceivable.
NotethatthefollowinginstructionsapplyalsototheShipment
EntryandInvoiceEntryforms.
To edit the sales allocation for an order:
1.
ClicktheSalesSplittabonthetransactionentryform.
Sales Split tab
2.
Foreachsalespersonwhoearnsacommissiononthisorder,type
thesalespersoncode,orselectitfromtheFinder.
User Guide
431
Todeleteasalespersonallocation,highlighttheline,andthen
presstheDeletekey.
3.
Typethepercentageoftheordertotaltoallocatetothe
salesperson.Thepercentagesmusttotal100.
Editing Exchange Rates
Rates tab
TheRatestabappearsontheOrderEntry,ShipmentEntry,and
InvoiceEntryformsinamulticurrencyledgeronlyifthecustomer
doesnotusethefunctionalcurrency.
Youenterexchangerateinformationonthetransactionentryforms
onlyifyoudonotwanttousethecurrentexchangeratefortheorder
orinvoiceratedate,orifnorateisenteredforthatdate.
Note,however,thatyoucannoteditexchangeratesbetweenEMU
membercurrencies,orbetweentheeuroandEMUmember
currencies.
Order rate
Theorderratehastwopurposes:
Itshowsyoutheexchangeratethatwasineffectwhentheorder
wastaken.
Itisthedefaultrateforaprepaymentontheorder.
Shipment rate
Theshipmentrateistherateineffectwhenyoucreatetheshipment.
Invoice rate
Theinvoicerateistherateineffectfortheinvoiceyouare
producing.
To edit the exchange rate for an order:
Note:Youusethesameproceduretoedittheshipmentand
invoicerate.Ifyouareshippinggoodsandcreatingan
invoice,allthreerateswillappearontheRatestabonthe
OrderEntryform.
1.
432
ClicktheRatestabontheOrderEntryform.
Rates tab on the

Order Entry form
This example shows
shipment and
invoice rates
because goods
are being shipped
on the order and
invoiced.
It also shows the
exchange rates for
a separate, tax
reporting currency.
OrderEntrydisplaystheratesthattheprogramwilluseby
default.
Youcanchange:
Order/Shipment/Invoice Rate Type code. Thiscodeidentifies
themethodusedtoconvertsourcecurrencyamountsonorders
tofunctionalcurrencyequivalents.
Order/Shipment/Invoice Rate Date. Thedateforselectingthe
exchangeratefromthecurrencyratetableinCommonServices.
Order/Shipment/Invoice Rate. Iftherateyouwantisnot
displayed,entertheratetousetoconvertthesourcecurrency
amountsontheordertofunctionalcurrencyamounts.PressTab
torecordtherate.
Different tax
reporting currency
Tax Reporting Currency Exchange Rate Information for Order,

Shipments, and Invoice. Thesefieldsappearonlyifthetax
reportingcurrencyisdifferentfromthecustomercurrency.
IfyouturnofftheCalculateTaxReportingoptiononthe
Taxestab,andenterTaxReportingAmountsmanually,youcan
usetheDeriveRatebuttonontheRatespagetocalculatethe
actualTaxReportingCurrencyExchangeRate.
User Guide
433
Processing Orders,
Shipments, Invoices
2.
Entering Order Prepayments

Youcanenterprepaymentswithorders,shipments,andinvoices.
Theprepaymentsthatyouenterwithordersandshipmentsdonot
reducetheamountofthenextinvoiceyoucreate;theyarematched
totheinvoicewhenyouposttheminAccountsReceivable.
Youcanenterasmanyprepaymentsasyouwantforanorder.
Before you start
FindouttheAccountsReceivablereceiptbatchanddepositnumber
tousefortheprepayment.
To enter a prepayment with an order:
1.
ClickthePrepaymentbuttonontheOrderEntryform.
Prepayments form
2.
ChoosetheAccountsReceivablereceiptbatchtowhichyouwant
toaddtheprepayment,orcreateanewbatch.
Toopenanexistingbatch,typethebatchnumberorusethe
Finderorthenavigationbuttonstoselectit.
Tocreateanewbatch,clicktheNewbutton,andthen:
a.
Typeoverthebatchdateifyouwanttochangeit.
b. TypethebankcodeorselectitfromtheFinder.
434
Prepayment
c.
currency
Ifyouusemulticurrencyaccounting,selectthecurrency
oftheprepayment.(Youcanselecttheprepayment
currencyonlyifitisoneofthecurrenciesusedbythe
bankyouselected.)Entertheratedate,ratetype,and
exchangerate.
YoucanedittheexchangerateonlybetweentwononEMU
membercurrencies,orbetweenanonEMUmember
currencyandanEMUmembercurrency.
Batch
Thecurrencyofthefirstreceiptaddedtoabatchsetsthereceipt
batchcurrency.Ifanotheruseraddsareceiptinadifferent
currencytothisnewbatchbeforeyouposttheorder,Order
Entrywillreportanerrorwhenyoupostandyouwillhaveto
selectadifferentbatch.
currency
3.
Ifthisisanewbatch,youcanselectanexistingdepositnumber
orclicktheNewbuttontocreateanewdeposit(orleavethe
numberblanktohaveitassignedinAccountsReceivable).
Byselectinganexistingdepositnumber,youcanconsolidatea
numberofreceiptbatchesintoonebankdeposit.
4.
SelectthepaymentcodefortheprepaymentusingtheFinder.
5.
Ifthepaymentcodematchesacreditcardtype,entercreditcard
information.
number,cardholdername,expirationdate,and
authorizationcode.Creditcardinformationisencryptedin
theSageAccpacdatabase,andyoucanassignsecuritytothe
creditcardinformationform.
OrderEntrystoresthecreditcardinformationforthe
payment,butitdoesnotprocessthetransactionwiththe
creditcardcompany.Youmustdothatseparately.
6.
Typethechecknumberorotherreceiptnumberthatidentifies
theprepayment,orleavethefieldblanktoletOrderEntry
assignareceiptnumberwhenyousavetheprepayment.
User Guide
435
Processing Orders,
Shipments, Invoices
Deposit number
Rates
7.
Typethedateandamountoftheprepayment.
8.
Iftheprepaymentisnotinthecompanysfunctionalcurrency,
selecttheratetypeandexchangerate.
9.
Ifthisisajobrelatedorder,clicktheJobsbuttontodistributethe
prepaymentamounttoorderdetails.
OrderEntryprovidestwoautomaticmethodsfordistributing
theprepaymentamount:
Apply By Amount. Distributesthepaymentamount

proportionatelytoeachofthejobdetails.
Apply Top Down. Startsbyapplyingthepaymenttothefirst

detail,andthenmovesdownthelistuntilthepayment
amountiscompletelyapplied.
Youcanalsoapplyamountsmanuallytoorderdetails.
10. ClickAddtoaddtheprepaymenttotheselectedbatch.
IfyoulefttheCheck/ReceiptNo.fieldblank,OrderEntry
displaystheassignednumber.
11. ClickClosetoreturntotheOrderEntryform.
OrderEntrydisplaysthetotalamountofallprepaymentsforthe
selectedorderontheTotalstaboftheOrderEntryform.
Verifying Order Totals

Beforeyoupostanorder,youcanverifytheorderamount,specify
thenumberoflabelstoproduce,andenteranorderdiscount.
To verify order totals:
1.
436
ClicktheTotalstabontheOrderEntryform.
Totals tab for an

order
TheOrderTotalstabshownaboveincludesshippedquantities
thatarebeinginvoiced.
Addoreditthefollowinginformationfortheorder:
Anycommentsyouwanttoaddtotheorder.
Adiscountamountorpercentagethatappliestotheorder.
Notethattheprogramdisplaysthetotalamountofthe
discountsthatyouenteredwithdetails(ifany),aswellasa
discountthatyouapplytothewholeorder.
Ifyouoverridethepercentagecalculationintheamount
field,theprogramdisplaysanasteriskbesidethefield.
Whetheryoudiscountmiscellaneouschargesorjustitems.
Thenumberoflabels(atotalfortheinvoice,order
confirmation,andpickingslip).
Ifyouareshippingitemsandcreatinganinvoice,youcanenter
ashipmentandinvoicenumber,orlettheprogramassign
documentnumbersautomatically.
3.
Ifyouneedtocheckoreditthecustomerstaxclasses,see
EditingTaxInformation,earlierinthischapter.
User Guide
437
Processing Orders,
Shipments, Invoices
2.
4.
Ifyouneedtocheckoreditthecustomersterms,seeEditing
PaymentTerms,earlierinthischapter.
Authorizing Credit
Ifyoutrytopostanorderthatputsanaccountoveritscreditlimit,
OrderEntrydisplaysawarningmessageandcustomerinformation:
Credit Limit
Authorization
Do one of the following:
438
Ifyouareauthorizedtoapprovecredit,typeyouruserID(and
yourpassword,ifyouusesecurity),andthenclickProceed.
Ifyouarenotauthorizedtoapprovecredit,followyournormal
businessprocedures.Youcanaskthepersonwhonormally
authorizescredittoenterhisorheruserIDandpassword,or
youcanselectOnHoldtoplacetheorderonholdforlater
invoicing.ClickProceedtocontinue.
Note: Youcanpostanorderthatisonhold,butyoucannot
shipanyquantities,orcreateaninvoiceforituntilyou
removetheonholddesignationfortheorderinOrderEntry
orforthecustomerinAccountsReceivable.
Using the New Contract Wizard for Job-Related Quotes

IfyouarecreatingajobrelatedquoteinOrderEntry,youcanuse
theNewContractwizardtocreateanewcontractintheProjectand
JobCostingmodulebycopyinganexistingone.
Note: Whenyouaddjobrelateddetaillinestoaquote,the
detaillinesmustbeappliedtoprojectswithanEstimate
status.Quoteamountsappearasestimatesinthenew
contract.
To use the New Contract Wizard:
1.
StartaneworderintheOrderEntryform.
2.
ChooseQuoteastheOrderType.
3.
ClicktheContractsbuttonatthebottomoftheOrderEntry
form.
User Guide
439
Processing Orders,
Shipments, Invoices
Thewizardcopiesthesettings,projects,categories,andresources
fromtheexistingcontracttothenewcontract.Thewizardalsolets
youchoosetouseoriginalorcurrentestimates,actualrevenuesand
costs,ornoamountsfromtheexistingcontractasthedefault
estimateforthenewcontract.Youcanalsochoosewhethertouse
thesameoptionalfieldsastheexistingcontractortheprogram
defaultoptionalfields.
Thefollowingformappears:
TheContractsbuttonappearsafteryouchooseQuoteasthe
OrderType.
4.
Enteranewcontractnumber(youcanusetheContractNumber
tabtohelpyoudothis),andspecifythenumberofthecontract
thatyouarecopyingtocreatethisnewcontract.
5.
ClicktheContractStyletab,andchoosewhetheryouwantto
createabasiccontractorastandardcontract.
6.
ClicktheOptionalFieldstabandchoosewhetheryouwantto
copytheoptionalfieldsfromthetemplatecontract,usethePJC
defaultoptionalfields,orusenooptionalfieldsforthiscontract.
7.
ClicktheFinishbuttontocreatethecontract.
Copying Existing Orders to New Orders

OrderEntryprovidesaconvenientwaytoenterordersforcustomers
whofrequentlyorderthesameitems.
TheCopyOrdersformletsyouuseanexistingorder,orarangeof
orders,asthebasisforaneworder.Thedetailsfromtheexisting
orders,includingtheitemnumbers,quantitiesordered,pricing,and
otherinformation,arecopiedtotheneworder.
440
Youcandeletethedetailsnotrequiredfortheneworder,andyou
canchangethepricelist,location,shipdate,quantityordered,unit
ofmeasure,andunitpriceforanydetailline.
To create an order from an existing order, or orders:
1.
ChooseCopyOrdersfromtheO/ETransactionsfolder.
2.
IntheFromCustomerNumberfield,typethecodeforthe
customerwhoseordersyouarecopying,orusetheFinderorthe
navigationbuttonstoselectit.
3.
IntheToCustomerNumberfield,typethecodeforthecustomer
forwhomyouarecreatingtheneworder,orusetheFinderor
thenavigationbuttonstoselectit.
4.
IntheFromOrderNumberandToOrderNumberfields,enter
therangeofexistingorders(fortheFromCustomer)touseas
thebasisfortheneworder.
5.
IftheFromandTocustomersaredifferentandhavedifferenttax
groups,enterorselectthetaxgroupfortheTocustomer.
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Processing Orders,
Shipments, Invoices
6.
Specifythetypeoforderthatyouarecopying(Active,Future,
Standing,orQuote).
7.
IfyouuseProjectandJobCosting,choosewhetheryouare
copyingjobrelatedorders.
8.
Ifjobrelated,specifywhethertheneworderwilluseproject
invoicing.
9.
Ifthecustomersandthecustomercurrenciesaredifferent,enter
orselectthepricelistfortheTocustomer.(IftheFromandTo
customeristhesame,theprogramcopiesthepricesdirectly
fromthepreviousorders.)
10. ClicktheGobuttontoaddthedetailsfromtheexistingordersto
theneworder.
Enter order
information
11. EnterinformationinthefieldsontheCopyOrderstab,as
follows:
Order Number. Typeanordernumberifyouwishtoassigna
numbermanually,oracceptthe***New***entrytoletthe
programassignthenextnumberintheordernumbersequence.
Order Date. Enterorchoosethedatefortheorder.Theprogram
automaticallydisplaysthesessiondateastheorderdate.
On Hold. Ifyouneedtoputtheorderonholdforsomereason,
selectthisoption.
Order Type. Youcancreateaquote,futureorder,orstanding
order,aswellasanactiveorderwhichyoucanimmediatelyfill.
Description and Reference. Enteradescriptionandareference
fortheorder,usingupto60charactersforeach.
Edit order details
12. UsethedetailgridontheCopyOrdersformtoeditdetailsas
necessary.
YoucanchangetheCopyDetailchoicetoNoorYes,andyou
canchangetheinventorylocation,pricelist,expectedshipdate,
quantity,unitsofmeasure,andpriceofeachdetailline.
442
Todeleteadetailline,yousimplyclickthedetailline,andthen
presstheDeletekeyonyourkeyboard.
Optional Fields
13. Ifyouuseoptionalfieldswithorders,clickthezoombuttonin
theOptionalFieldscolumnheading,orclicktheOptionalFields
tabtoeditfieldsforwholeorder.
14. Whenyouhavefinishedenteringandeditinginformationfor
theorder,clicktheCreatebuttontoaddtheneworder.
Notethattheprogramdisplaysthenewordernumberinthe
OrderNumberfield,ifyoulettheprogramassigntheorder
numberautomatically.
YoucanusetheOrderEntryformtoview,edit,andpostthenew
order,oryoucanshiptheneworderimmediatelyusingthe
ShipmentEntryform,ifyouareconfidentthatalltheorder
informationiscorrect.
Assigning Optional Fields in the Copy Orders Form

TheoptionalfieldsandvaluesassignedtoordersintheO/EOptional
Fieldssetupformarealsoavailablewhenanorderiscreatedby
copyingexistingorders.
Alloptionalfields(andvalues)thatwereflaggedinthesetup
formasAutoInsertwillappearinCopyOrders.
Iftheoptionalfieldsdefinedforthecustomermatchtheoptional
fieldsassignedtoorders,theoptionalfieldvaluesforthe
customerwillautomaticallyappearintheorderoptionalfields.
Ifanoptionalfieldhasbeenassignedtoorders(butnottoa
customer),thedefaultoptionalfieldvaluespecifiedforthe
ordersoptionalfieldwillappear.
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Processing Orders,
Shipments, Invoices
15. Makeanoteofthenewordernumber,sothatyoucanwork
withtheorder,later,intheOrderEntryandShipmentEntry
forms.
Viewing Current Orders

UsetheCurrentOrdersInquiryformtolookupallpostedsales
ordersforaselectedcustomer.
To view current orders:
1.
ChooseCurrentOrdersInquiryfromtheO/EStatisticsand
Inquiriesfolder.
Identify the
customer
2.
IntheCustomerNumberfield,enterthenumberforthe
customerwhoseordersyouwanttoreview.
Specify ranges
3.
Tolimitthedisplaytoordersthatmeetcertaincriteria,specifya
rangeofordernumbers,orderdates,andexpectedshipdates.
Order type
4.
Selectthetypeoforder(Allorders,Active,Future,Standing,or
Quote)thatyouareinquiringon.
Order status
5.
Selectthestatusoforderyouareinquiringon(Posted,
Quote/ConfirmationPrinted,PickingSlipPrinted,Never
Invoiced,PartiallyInvoiced,NeverShipped,PartiallyShipped,
Complete,orOnHold).YoucanalsochooseAll.
Notethatifyoushippedgoodsfromanorderandprintedthe
pickingslipafterpostingfromtheOrderEntryform,the
444
Using the Shipment Entry Form
shipmentwillhavetheprintstatussettoPickingSlipPrinted,
butpickingslipswillnothavebeenprintedfortheorder.
6.
ClicktheGobuttontolisttheordersandquotesthatmeetyour
criteria.
7.
Toviewthedetailsofaparticularorder,selecttheorderline,
thenclicktheDetailsbutton,ordoubleclicktheorderlineon
thedetailgrid.
TheprogramdisplaystheoriginalorderintheOrderEntry
form,whereyoucanviewalltheinformationfortheorder,
includingsaleshistoryforaselecteditem.
Help key
YoucandisplayonlinehelpfortheformbypressingtheF1keyor
byclickingtheHelpbutton(ifoneisdisplayed).
UsetheShipmentEntryformtorecordtheshipmentofitemsandto
addmiscellaneouschargesforexistingorders.Youcanedit
shipmentsuntilalltheitemsonanorderhavebeenshipped.
TheShipmentEntryformletsyou:
Skip orders just
ship and invoice
Skiptheorderprocess,anddirectlyentershipmentsand
generateinvoices.
UseShipmentEntryforaonesteporder/shipping/invoicing
process.ShipmentEntryalsoletsyouenterpayments.
Printpickingslipsandinvoices(ifyoucreatedaninvoice)
immediatelyafterpostingshipments.
Addmiscellaneouschargestoexistingorders.
Importandexportshipmententries.
Shipmentsupdateinventoryitemquantitiesandcostseitherwhen
youposttheshipmentorwhenyourunDayEndProcessing,
User Guide
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Processing Orders,
Shipments, Invoices
dependingonthecostingsettingsspecifiedontheCostingtabofthe
I/COptionsform.
Before you start
Beforeyouenternewshipments,youshould:
VerifytheprefixandnextnumberyouwantOrderEntryto
assigntoshipments,ifyouassignnumbersautomatically.
Confirmshippinginformation,suchastheshipviamethodand
trackingnumbersfororders(ifyouknowthem).
Adding and Editing Shipments

To add or edit a shipment:
1.
ChooseShipmentEntryfromtheO/ETransactionsfolder.
446
2.
Enterthenumberforthecustomertowhomyouareshipping
items,andthenpresstheTabkey.
3.
Selecttheorder,ororders,thatyouareshipping:
If you are shipping

goods without first
adding an order
Leavetheorderfieldblankifyouaredirectlyenteringitems
andshippingthemwithoutusinganexistingorder.
ChecktheShipmentDateandPostingDate.ThePosting
Dateisthedateusedforthegeneralledgertransactions
whentheyarepostedintheG/L.
Choosethelocationfromwhichyouareshippinggoods.
Chooseorenterthecustomersshiptolocationif
differentfromthecustomeraddress.
SelecttheJobRelatedoptionifthisshipmentisfora
contractinmaintainedinProjectandJobCosting.
SelecttheProjectInvoicingoptionforjobrelated
shipmentsthataregoingtobeinvoicedfromtheProject
andJobCostingmodule.
ClicktheCustomertabbeforeaddingshipmentdetails
tomakesurethatyouareusingthecorrectpricelistand
taxgroupforthiscustomer.
Startenteringitemdetailsandmiscellaneouscharges.If
necessary,usetheinsertkeytostartanewdetailline.
Ifyouareshippingoneorder,typetheordernumberor
selectitusingtheFinder.
Ifyouareshippingseveralorders:
a.
ClicktheZoombuttonbesidetheFromMultipleOrders
option.
b. OntheCreateShipmentFromOrdersformthatappears,
selecttheordernumbersusingtheFinder,andthenclick
theShipbutton.
c.
ClickClosetoreturntotheShipmentEntryform.
Theprogramcopiesthedetailsfromthespecifiedorderstothe
detailentrygridontheShipmenttab.
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Processing Orders,
Shipments, Invoices
If you are shipping

one or more
existing orders
4.
Entertheshippedquantitiesasfollows:
To ship lines for an existing order:
Toshipallquantitiesontheorder,clicktheShipAllbutton.
TheShipAllbuttonwillnotappearifyoudidnotchoosean
existingorder.
Tocreateapartialshipment(shiponlysomeofthedetails),
typethequantityyouareshippingintheQuantityShipped
fieldinthedetaillineforeachitemyouareshipping.
Tocompleteanorderdetaillineafterpartiallyshippingthe
items,changethebackorderedquantityforthedetailtozero,
andthentaboutoftheQuantityBackorderedfield(theB/O
fieldontheItems/Taxesform).SelecttheCompletesOrder
optiontocompletethedetailline.
To add new detail lines:

Add miscellaneous
charges to orders
Add items and

charges if no order
Youcanaddnewmiscellaneouschargelineswhenyouship
anexistingorder,butyoucannotaddneworderdetails.
Ifyouwant,clicktheItem/Taxbuttontodisplayitemdetails
onanentryforminsteadofusingthedetailentrygrid.
Ifyouarenotshippinganexistingorder,addnewshipment
linesasfollows:
a.
ClickinthedetailentrygridandpresstheInsertkey(if
necessary)tostartanewline.
b. Selectthetype(itemormiscellaneouscharge).
Job-related orders
c.
Selectthecontract,project,andcategoryfortheitemor
miscellaneouschargeifthisisajobrelatedshipment.
Ifthesalesorderisjobrelated,youspecifyforeach
orderdetailwheretheitemsorresourcesaregoingtobe
used.IfyouusedifferenttermsthanContract,
448
Project,andCategoryinProjectandJobCosting,the
programdisplaystheminstead.
ThesefieldswillnotappearunlessyouhaveProjectandJob
CostingandselecttheJobRelatedoptioninthetopsectionof
theOrdertab.
Item number or
miscellaneous
charge code
d. UsingtheFinderintheItemNo./Misc.Chargefield,
selecttheitemnumberorchargecode.Youcaneditthe
displayeddescription,pricelist,location,orderunitof
measure,weightunitofmeasure,unitprice,unit
weight,andcategory,ifnecessary.
Ifyouhavesetupmanufacturersitemnumbers
(suchasUPCbarcode),youcanenterthemherein
placeoftheitemnumbers.
Ifyouhavesetupcustomersitemnumbers,youcan
enterthemhereinplaceoftheitemnumbers.
WhenyoutaboutoftheItemNumberfield,youwillsee
thenumberofitemsatthedefaultlocationandatall
locations.
e.
ClicktheDrilldownbuttonsforsalesordersand
purchaseorderstoseewhenitemsarearrivingand
beingshipped.
ClicktheFinderfortheLocationfieldtodisplay
quantitiesateachlocation.
Fillintheremainingfieldsonthedetailline.
Kit/BOM. Ifthisisanassembleditem,usetheFinder
toselecttheKitorBOMNumber.
User Guide
449
Processing Orders,
Shipments, Invoices
Drill down to check

availability
Youcancheckthecomponentsforakititemoran
itemassembledfromaBOMbyclickingthe
Componentsbuttonafteryouspecifythekitor
BOMnumber.
Price List(fromthecustomerrecord,butyoucan
specifyadifferentpricelist). Ifyouenteranon
stockitem,thepricelistcanbeblank.
Youcanchangethedefaultpricelistforthe
shipmentontheCustomertab.
See Adding or
Editing Orders fpr
more information
Location(thecodeenteredaboveontheShipment
tab,butyoucanselectadifferentlocation). Ifyou
enteranonstockitem,thelocationcanbeblank.
Quantity Shipped. Enterthequantityorderedand

shippedintheshipmentunitofmeasure.
Forinformationontheremainingdetailfields,see
AddingorEditingOrders,earlierinthischapter.
5.
ClicktheTotalstabtocheckthetotalsfortheshipment.
6.
ClickthePrepaymentsbuttontoenterapaymentforthe
shipment.
7.
SelecttheCreateInvoiceoptionifyouarecreatingtheinvoiceat
thistime.
Note: IfyouareusingProjectInvoicingoptionforjob
relatedshipments,youcannotinvoicethecustomerfrom
OrderEntry.Onceyouposttheshipment,youwillusethe
ProjectandJobCostingmoduletoinvoicethecustomer.
450
8.
Specifythenumberofshippinglabelsyourequireforthe
shipment.
9.
ClickthePrepaymentsbuttontoenterapayment.SeeEntering
OrderPrepayments,earlierinthischapterformore
information.
10. Ifyouareinvoicingtheshipment,entertheinvoicenumberif
youassignthemyourself,orlettheprogramautomatically
assignthedocumentnumber.
11. ClickPosttoposttheshipmentandpostaninvoiceforthe
shipment(ifyouselectedtheCreateInvoiceoptionontheTotals
tab).
Ifyouareabouttopostaninvoicethatwillputthecustomer
accountoveritscreditlimit,amessageisdisplayed.Followthe
instructionsunderAuthorizingCredit,laterinthischapter.
12. WhenthePostingCompletedmessageappears,choosewhether
youwanttoprintthepickingslipandinvoice(ifyoucreatedan
invoice).
Beforeyoupostashipment,usetheTotalstabontheShipmentEntry
formto:
Enteranycommentsyouwanttoincludeontheshipment.
Verifytheshipmenttotal.
Specifyanyshippingdiscountthatappliesandwhetherthe
discountappliestomiscellaneouscharges.
Specifythenumberofshippinglabelsyouwanttoprint.
Indicatewhethertocreateaninvoiceautomaticallywhenyou
posttheshipment.
Enteradocumentnumberfortheinvoiceunlessyouletthe
programassigndocumentnumbers.
To verify shipment totals:

1.
ClicktheTotalstabontheShipmentEntryform.
User Guide
451
Processing Orders,
Shipments, Invoices
Verifying Shipment Totals
Totals tab for a

shipment
ThisexampleshowsashipmentwiththeCreateInvoiceoption
selected.
2.
Addoreditthefollowinginformation:
Enteranycommentsyouwanttoincludeontheshipmentin
theCommentfield.
Enteradiscountamountorpercentagethatappliestothe
shipment,andindicatewhetherthediscountalsoappliesto
Notethattheprogramdisplaysthetotalamountofthe
discountsthatyouenteredwiththeshippeddetails(ifany),
aswellasthediscountthatyouapplytothewhole
shipment.
Youcanoverridethepercentagecalculationintheamount
field.Ifyoudo,theprogramdisplaysanasteriskbesidethe
amountfield.
452
Whetheryoudiscountmiscellaneouschargesorjustitems.
Errors on shipments
Numberoflabels(thenumberyourequirefortheinvoice
andforshippingtheitems).
Specifywhethertocreateaninvoiceautomaticallywhenyou
posttheshipment,andenteraninvoicenumberifyoudo
notwanttheprogramassignthenextsequentialshipment
number.
3.
4.
Posting Shipments with Optional Fields

Shipment Headers
OptionalfieldsincludedwithShipmentheadersareusedfor
referenceandinquiryonshipments,andcanbeusedtoselect
shipmentsonmanyreports.Thefieldinformationwillalsoappearas
defaultentriesfortheoptionalfieldsoninvoicesifyouassignedthe
samefieldstoshipmentsandinvoicesinOrderEntry.
Shipment Details
OptionalfieldsincludedinShipmentdetailswillbepassedonto
generalledgertransactionsif:
YouselecttheG/LaccountintheShipmentsDetailsSettings
dialogboxintheO/EOptionalFieldsform.
TheShipmentDetailsoptionalfieldsmatchTransactionDetails
optionalfieldsdefinedforG/Ltransactions(InventoryControl,
NonstockClearing,ShipmentClearing,andCostVariance).
User Guide
453
Processing Orders,
Shipments, Invoices
Youcancorrecterrorsonshipmenttransactionsuntiltheorderis
fullyshippedbyrecallingtheorder,makingthecorrections,then
postingtheshipment.O/Eadjuststhequantitiesininventoryand
generatesanadjustmentforGeneralLedger.
Using the Invoice Entry Form

UsetheInvoiceEntryformtoenter,edit,andpostinvoicesfor
shipmentsthatyouhaveposted.Youcanalsousetheformtoentera
prepaymentwithaninvoice.
Note:
Youcancreateinvoicesautomaticallyfromthe
ShipmentEntryformandfromtheOrderEntryform.
JobrelatedordersthatusetheProjectInvoicingoption
areinvoicedfromProjectandJobCostingordirectlyin
AccountsReceivablenotinOrderEntry.
To add or edit an invoice:

1.
ChooseInvoiceEntryfromtheO/ETransactionsfolder.
2.
454
IntheInvoiceNumberfield,acceptthe***New***entrytoletthe
programassigntheinvoicenumberautomatically,ortypethe
numberyouwanttoassigntotheinvoice.
3.
You can skip the
customer number
field
Enterthenumberforthecustomeryouareinvoicing,andthen
presstheTabkey.
Youcanalsoskipthisfieldandentertheshipmentnumber
directlyintheshipmentnumberfield,orclicktheFindertolook
upshipments.
4.
Specifytheshipment,orshipments,thatyouareinvoicing:
Ifyouareinvoicingonlyoneshipment,typethenumberof
theshipment,orselectthenumberusingtheFinder.
YoucanclicktheDrilldownbuttonbesidetheShipment
Numberfieldtoviewallshipmentdetails.
Ifyouareinvoicingseveralshipments:
ClicktheZoombuttonbesidetheFromMultiple
Shipmentsoption,andthenusetheCreateInvoiceFrom
Shipmentsformthatappearstoselecttheshipment
numbers.
b. ClicktheInvoicebuttonatthebottomoftheCreate
InvoiceFromShipmentsform.
c.
ClickClosetoreturntotheInvoiceEntryform.
Allthedetailsfromthespecifiedshipmententry,orentries,are
copiedtotheInvoicetab.
IfyouselecttheFromMultipleShipmentsoption,theShipment
Numberfieldbecomesinactive.IfyouselecttheShipment
Numberfield,theMultipleShipmentsoptionbecomesinactive.
5.
Enterheaderinformationfortheinvoice,asfollows:
a.
IntheInvoiceDatefield,usethecalendartoselectthe
invoicedateorenterthedatemanually.
b. Changethepostingdateifnecessary.Thisisthepostingdate
fortheG/Ltransactionsarisingfromtheinvoice.Theposting
User Guide
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Processing Orders,
Shipments, Invoices
a.
datedeterminesthefiscalperiodtowhichtheG/L
transactionsareposted.
c.
IntheLocationfield,enterorselectthelocationfromwhich
youshippedtheitems.(Theprogramdisplaysthelocation
enteredwiththeshipment.)
d. IntheShipToLocationfield,enterorselectthecodeforthe
addresstowhichyouaresendingtheinvoice.
e.
ChoosetheRetainageoptionifthisisajobrelatedinvoice
andyouuseretainageaccountinginAccountsReceivable.
f.
SelecttheCalculateTaxoption,unlessyouplantoenter
taxesmanually.
g. Enteradescriptionandareferencefortheinvoiceinthe
spacesprovided,orusetheonesfromtheshipment.
6.
Editinvoicedetails,asnecessary.Youcaneditthedetailsright
onthedetailentrygrid,oryoucanselectadetailandthenclick
theItem/Taxbutton(orpressF9)toeditthedetailusingthe
Items/Taxesform.(UsetheItems/Taxesformifyouneedto
changedetailtaxinformation.)
Foreachdetail,youcanedit:
456
Quantityinvoiced.
Unitprice(ifyouusesecuritywithyoursystem,youneed
securityauthorization).
Extendedprice.
Unitweight.
Extendedweight.
Discountpercentageordiscountamount.
Unitandextendedcostforitemsthatareassignedauser
specifiedcostingmethodinInventoryControl.
Shipviamethodandtrackingnumber.
Serialnumbersfortheitem.
Commentsandinstructions.
Customerandmanufacturersitemnumber.
Whetherthecustomercanreceiveadiscountontheitemfor
earlypayment.
Itemtaxclass,taxincludedstatus(ifthetaxauthority
permits),and,ifyouareenteringtaxesmanually,thetax
amount.
Iftheinvoiceisjobrelated,youcanalsoedit:
Therevenueandcostofgoodssoldaccounts.
Aretainagepercentage,retainageamount,andretention
periodifyouuseretainageaccounting.
Youcanalsodrilldowntotheshipmentandtotheoriginal
orderfromeachdetaillinebyclickingthedrilldownbutton.
Youcanchooseamongshipmentsifyouareinvoicingmultiple
shipments.
7.
ClicktheCustomertabtocheckthecustomertype,taxgroup
andpaymentterms,andtoadjustanydiscountsorscheduled
paymentsassociatedwiththetermscode.
Youcanalsospecifyadifferentcustomeraccountsettochange
thereceivablescontrol,paymentdiscounts,prepaymentliability,
retainage,andwriteoffsaccountstowhichthetransactionwill
bedistributed.
8.
ClicktheTaxestabtocheckthecustomertaxclassandtax
registrationnumberforthisinvoice.Ifyouareenteringtaxes
manually,youcanadjustthetaxbaseandtaxamount,if
necessary.
User Guide
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Processing Orders,
Shipments, Invoices
Note: YoumustunchecktheCalculateTaxcheckboxtoedit
thetaxbaseortaxamountsontheTaxestab.
9.
ClicktheTotalstabtochecktheinvoicetotals.
10. ClickPosttoposttheinvoiceandautomaticallyassignthe
invoicenumber(unlessyouenteredtheinvoicenumber
yourself).
Editing Payment Terms

YouspecifythepaymenttermsontheCustomertaboftheInvoice
Entryform.TermsaredefinedinAccountsReceivable,butyoucan
editpaymentanddiscountdatesforeachinvoice.
Youmustenterthedetailsfortheinvoicebeforeyoucaneditthe
terms.
Ifthetermscodeisforamultiplepaymentschedule,Order
Entrycalculatesascheduleforyou,beginningwiththeorder
datethatyouenter,butyoucanchangeeachofthedatesonthe
paymentschedule.
Youcanedittheamounts,duedates,anddiscountdatesona
paymentschedule,butyoucannotaddpayments.
To edit payment terms:

1.
OntheInvoiceEntryform,clicktheCustomertab.
2.
Specifythecodefortheinvoicepaymentterms,andthenedit
theduedate,discountdate,discountpercentage,ordiscount
amountasnecessary.
To edit a multiple payment schedule:

1.
OntheCustomertab,specifyatermscodethatusesamultiple
paymentschedule.
Thecustomerpaymentscheduleappears.
458
Payment schedule
on the Customer
tab
2.
ChecktheAsOfDatetomakesureitisthecorrectdatefrom
whichtocalculatetheduedateforthefirstpayment.(The
displayedAsOfDateistheinvoicedate.)
Forexample,ifthepaymentschedulecalculates30daystothe
firstduedate,andthefirstpaymentisnotuntilJuly30,type
June30astheAsOfDate.
3.
Editthedatesandamountsintheschedule,ifnecessary.
Youcannotincreasethenumberofpayments,unlessyouchange
toanothertermscodethatprovidesmorepayments.
Tip: Ifyoumakechangestoapaymentschedule,besureto
checkthattherearenooutstandingpaymentamountsinthe
Amountremainingfield.
Entering Invoice Prepayments

Youcanenteroneprepaymentwithaninvoice.Theprepaymentyou
enterimmediatelyreducestheamountdueontheinvoice,anditis
automaticallyappliedtotheinvoicewhenyouposttheinvoice.
Before you start
FindoutwhichAccountsReceivablereceiptbatchanddeposit
numberyoushouldusefortheprepayment.
To enter a prepayment:
1.
ClickthePrepaymentbuttonontheInvoiceEntryform.
User Guide
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Processing Orders,
Shipments, Invoices
Forexample,ifyourpaymentschedulespacesduedates30days
apart,youcanchangethedatestothelastdayofeachmonth.
Prepayments form
2.
ChoosetheAccountsReceivablereceiptbatchtowhichyouwant
toaddtheprepayment,orcreateanewbatch.(TheJobsbutton
appearsonlyifthisisajobrelatedinvoice.)
Toopenanexistingbatch,typethebatchnumberorusethe
Finder.
Tocreateanewbatch,clicktheNewbutton,andthen:
a.
Typeoverthebatchdateifyouwanttochangeit.
b. TypethebankcodeorselectitfromtheFinder.
Prepayment
currency
c.
Ifyouusemulticurrencyaccounting,selectthecurrency
oftheprepayment.(Youcanselecttheprepayment
currencyonlyifitisoneofthecurrenciesusedbythe
bankyouselected.)Entertheratedate,ratetype,and
exchangerate.
YoucanedittheexchangerateonlybetweentwononEMU
membercurrencies,orbetweenanEMUmembercurrency
andanonEMUmembercurrency.
Batch
currency
460
Thecurrencyofthefirstreceiptaddedtoabatchsetsthereceipt
batchcurrency.Ifanotheruseraddsareceiptinadifferent
currencytothisnewbatchbeforeyouposttheorder,Order
Entrywillreportanerrorwhenyoupost,andyouwillhaveto
selectadifferentbatch.
Deposit number
3.
Ifthisisanewbatch,youcanselectanexistingdepositnumber
orclicktheNewbuttontocreateanewdeposit(orleavethe
numberblanktohaveitassignedinAccountsReceivable).
Byselectinganexistingdepositnumber,youcanconsolidatea
numberofreceiptbatchesintoonebankdeposit.
4.
SelectthepaymentcodefortheprepaymentfromtheFinder.
5.
Ifthepaymentcodematchesacreditcardtype,entercreditcard
information.
OrderEntrystoresthecreditcardinformationforthe
payment,butitdoesnotprocessthetransactionwiththe
creditcardcompany.Youmustdothatseparately.
Rates
6.
Typethechecknumberorotherreceiptnumberthatidentifies
theprepayment,orleavethefieldblanktoletOrderEntry
assignareceiptnumberforyouwhenyousavetheprepayment.
7.
Typethedateandamountoftheprepayment.
8.
Iftheprepaymentisnotinthecompanysfunctionalcurrency,
selecttheratetypeandexchangerate.
9.
Ifthisisajobrelatedinvoice,clicktheJobsbuttontoapply
paymentamountstoindividualinvoicedetaillines.
OrderEntryprovidestwoautomaticmethodsfordistributing
theprepaymentamount:
Apply By Amount. Distributesthepaymentamount

proportionatelytoeachofthejobdetails.
User Guide
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Processing Orders,
Shipments, Invoices
number,cardholdername,expirationdate,and
authorizationcode.Creditcardinformationisencryptedin
theSageAccpacdatabase,andyoucanassignsecuritytothe
creditcardinformationform.
Apply Top Down. Startsbyapplyingthepaymenttothefirst

detail,andthenmovesdownthelistuntilthepayment
amountiscompletelyapplied.
Youcanalsoapplyamountsmanuallytoorderdetails.
10. ClickAddtoaddtheprepaymenttotheselectedbatch.
IfyoulefttheCheck/ReceiptNo.fieldblank,OrderEntry
displaystheassignednumber.
11. ClickClosetoreturntotheInvoiceEntryform.
TheamountoftheprepaymentisdisplayedontheTotalstab.
Verifying Invoice Totals

Beforeyoupostaninvoiceforashipment,youcanverifytheinvoice
total,andenteranyinvoicediscountthatapplies.
To verify invoice totals:
1.
ClicktheTotalstabontheInvoiceEntryform.
Totals tab on the

Invoice Entry form
2.
Addoreditthefollowinginformation:
462
Commentsthatyouwanttosavewiththeinvoice.
Adiscountamountorpercentagethatappliestotheinvoice,
andwhetherthediscountalsoappliestomiscellaneous
charges.
Notethattheprogramalsodisplaysthetotalamountofthe
discountsthatyouenteredwiththeinvoiceddetails(ifany),
aswellasthediscountthatyouapplytothewholeinvoice.
Youcanoverridethepercentagecalculationintheamount
field.Ifyoudo,theprogramdisplaysanasteriskbesidethe
amountfield.
Whetheryoudiscountmiscellaneouschargesorjust
inventoryitems.
Numberoflabelsthatyourequirefortheinvoice.
4.
5.
WhenyouaresatisfiedwiththeinformationontheTotalstab,
clickthePostbutton.
Posting Invoices with Optional Fields

Invoice Headers
IntheOptionalFieldsform,choosetheSettingsbuttonforthe
Invoices,andselecttheA/RInvoicesOptionalFieldscheckboxto
haveoptionalfieldsincludedwithinvoicesthataresenttoAccounts
Receivable.
YoumustalsoensurethattheoptionalfieldsforinvoicesinOrder
EntrymatchtheA/RInvoicesoptionalfields.
Invoice Details
TohaveoptionalfieldsfrominvoicedetaillinespassedtoAccounts
Receivableinvoicedetaillines,selecttheSales/ShipmentClearing/
CostofGoodsSold,andMiscellaneousChargescheckboxesinthe
SettingsdialogboxforInvoiceDetailsoptionalfields.
User Guide
463
Processing Orders,
Shipments, Invoices
3.
Printing Posting Journals
OptionalfieldinformationwillbepassedtoA/Rdetaillineswhen:
YouselecttheAccountsReceivableDetailG/LAccountslisted
above.
TheoptionalfieldsdefinedforOrderEntryInvoiceDetails
matchtheoptionalfieldsdefinedforA/RInvoiceDetails.
YoumustselecttheG/LAccountscheckboxesintheSettingsdialog
boxtohaveoptionalfieldsaddedtoG/Ltransactionsthatarecreated
byinvoicepostingandsenttoG/LAccounts.Again,youmust
ensurethatthesameoptionalfieldsareassignedtoOrderEntry
InvoiceDetailsandtoGeneralLedgertransactions.

YouusethePostingJournalsform,availablefromtheO/EReports
folder,toprintpostingjournalsthatlistalltheinvoicesandallthe
shipmentsyoupostedinOrderEntry.
Youcanerase(clear)theinformationinapostingjournalafter
printing,orafterDayEndProcessing.UsetheClearHistoryformto
clearpostingjournals.
SeeChapter7,Reports,inthisUserGuideformoreinformation
abouttheInvoicePostingJournal.
464
To print a posting journal:

1.
ChoosePostingJournalsfromtheO/EReportsfolder.
Selectthetypeofpostingjournalyouwanttoprint.Youcan
selectShipments,Invoices,orCredit/DebitNotes.
3.
Selecttherangeofdayendnumbersforwhichyouwanttoprint
thereport.
DayEndProcessinginInventoryControlassignsdayend
numbersthatappearonallauditreports.
Normally,youwouldacceptthedefaultrangeofalljournals(to
printalljournalsthatyouhavenotyetprinted).
4.
Selectthesortingorder.
5.
Specifywhethertoincludesalessplitinformation,atax
summary,AccountsReceivableauditinformation(forinvoices),
taxreportinginformation,journalsthatyouprintedpreviously,
optionalfields,or,ifyouuseProjectandJobCosting,jobdetails.
Normally,youwouldnotreprintjournals.(Youcannotreprint
journalsthathavebeencleared.)
6.
Choosethepapersize.
7.
ClickPrint,andthenclickClose.
User Guide
465
Processing Orders,
Shipments, Invoices
2.
Printing Quotes
YoucanclearpostingjournalsthatyouhaveprintedusingtheClear
Historyform.
Printing Quotes
YoucanprovidequotestocustomersbyopeningtheOrderEntry
form,selectingQuoteastheordertype,andenteringdetailsforthe
quotesasyouwouldfororders.Youcanthenprintthequotesand
sendthemtoyourcustomers.
Quotes do not
affect quantities
Quotesdonotaffectquantitiesonsalesorderuntilyouconvertthem
toActiveorders.
Job-related quotes
JobrelatedquotesmustbeappliedtoprojectsthathaveanEstimate
status.Ifyouarecreatingajobrelatedquote,youcanusetheNew
ContractWizardtocreateanewcontractintheProjectandJob
Costingmodule.
OrderEntryletsyoutoprintquotesattwostagesoforder
processing:
Youcanprintaquoteimmediatelyafterpostingthequote.
Youcanprintquotesforarangeofpostedquotesbeforetheyare
clearedfromOrderEntry.
IfprintingarangeofquotesfromtheQuotesformintheO/E
Formsfolder,youcanchoosetoreprintquotes.
Before you start
CreatetheformatforthequoteoruseonethatcomeswithOrder
Entry.
Selectthedestinationtowhichyouwillprint.
Youcansetupemailaddressesanddeliverymethodsin
AccountsReceivablecustomerrecordsthatletyouemailquotes,
orderconfirmations,andinvoicesdirectlytocustomers.
466
Ifnecessary,printatestcopyofthequotetocheckthealignment
oftheforminyourprinter.
Printing Quotes
Printing a Single Quote Immediately after Posting

Youcanprintaquoteimmediatelyafterenteringitemdetailsand
postingit.
Before you start
Ifyouplantoemailthequote,makesureyouremailprogram
isrunning.
To print a quote after posting:

1.
ClickthePostbuttontopostthequote.
WhenOrderEntryisfinishedpostingthequote,itdisplaysthe
followingconfirmation.
Processing Orders,
Shipments, Invoices
2.
ClickYestoprintthequote.OrderEntrydisplaysthisform.
Quotes form for

single-quote
printing
3.
Completetheinformation:
Use Quote. Selectthenameofthequoteformtousefor
printing.Ifyouarenotsureofthename,clickBrowse,andthen
selecttheformfromthelistthatappears.
User Guide
467
Printing Quotes
Delivery Method. SelectPrintDestinationtoprinttoyourusual

printdestination;chooseCustomertousethedeliverymethod
specifiedinthecustomerrecord(forexample,thecustomerse
mailaddress).
Message ID. ThisfieldappearswhenyouchooseCustomeras
thedeliverymethod.
Ifyouareemailingthequotetoacustomerwhosedelivery
methodisemail,selecttheIDforthemessagetosendwiththe
quoteoracceptthedefaultID.
TovieworeditthemessagefortheselectedID,ortoaddanew
emailmessageforquotes,clicktheZoombuttonforthe
MessageIDfield.
4.
Selecttheprintoptionsforthequote.
Custom Form. Thisoptionisforcustomformsthatdonotuse
thereportselectioncriteriasentbythisprintform.Donotselect
thisoptionunlessyouareusingacustomizedquotethat
requiresit.
Print Kit Component Items. Thisoptionprintsallofthe
componentsinkitassembliesonthequoteform.
Print Bills of Material Component Items. Thisoptionprintsallof
thecomponentsinassembliesthataremanufacturedfrombills
ofmaterialonthequoteform.
5.
Ifyouareprintingthequoteonpreprintedforms,youcantest
theprinteralignmentbyclickingtheAlignbutton.
6.
ClickPrint.
Printing a Range of Quotes after Posting

Youcanprintarangeofquotesaftertheyarepostedandbeforethey
areclearedfromOrderEntry.
468
Printing Quotes
To print a range of quotes:

1.
ChooseQuotesfromtheO/EFormsfolder.
2.
Selectthequotestoprint:
From Order Number / To Order Number. Enterthefirstandlast

quotenumbersyouwanttoprint,orusetheFindertoselectthe
quotes.
specifiedineachcustomerrecord(forexample,thecustomers
emailaddress).
thedeliverymethod.
SelecttheIDforthemessageyouwanttoemailwithquotesto
customersthatuseemailasthedeliverymethod.
MessageIDfield.
3.
Selecttheprintoptionsforthequote.
User Guide
469
Processing Orders,
Shipments, Invoices
Use Quote. Selectthenameoftheinvoiceformtouse.Ifyouare

notsureofthename,clickBrowse,thenselecttheformfromthe
listthatappears.
Printing Order Confirmations
Include Quotes Already Printed. Selectthisoptionifyouwant

toprintnewcopiesofquotesthatyouprintedbefore.
thisoptionunlessyouareusingacustomizedquotethat
requiresit.
componentsinkitassembliesonthequoteform.
ofmaterialonthequoteform.
4.
Ifyouareprintingthequoteonpreprintedforms,youcantest
theprinteralignmentbyclickingtheAlignbutton.
5.
ClickPrint.

OrderEntryallowsyoutoprintorderconfirmationsattwostagesof
orderprocessing:
Before you start
470
Youcanprintoneorderconfirmationimmediatelyafterpostingan
order,asdescribedinthesection,PrintingaSingleOrder
ConfirmationImmediatelyafterPosting.
Youcanprintorderconfirmationsforarangeofpostedordersbefore
theyareclearedfromOrderEntry,asdescribedinthesection,
PrintingConfirmationsforaRangeofOrders.
Createtheformatfortheorderconfirmation.Forinstructions,
seetheonlinedocument,CustomizingPrintedFormsUsing
CrystalReports.
Printatestcopyoftheorderconfirmationtocheckthe
alignmentoftheformsinyourprinter.
Printing a Single Order Confirmation Immediately after Posting

Youcanprintanorderconfirmationimmediatelyafterpostingit.
To print an order confirmation after posting an order:
1.
ClickthePostbuttontoposttheorder.
Note: Ifyouareproducinganinvoice,youcannotprintthe
orderconfirmation.Youcanprinttheinvoiceonly.
2.
ClickYestoprinttheorderconfirmation.OrderEntrydisplays
thefollowingform.
Order
Confirmations form
for singleconfirmation
printing
3.
Completetheinformation:
User Guide
471
Processing Orders,
Shipments, Invoices
WhenOrderEntryisfinishedpostingtheorder,itdisplaysthe
followingmessage.
Use Confirmation. Selectthenameoftheorderconfirmation

formyouwanttouse.Ifyouarenotsureofthename,click
Browse,thenselecttheformfromthelistthatappears.
ordernumbersyouwanttoprint,orusetheFindertoselectthe
orders.
specifiedineachcustomerrecord(suchastheemailaddress).
thedeliverymethod.
SelecttheIDfortheemailmessageifthecustomerrecord
specifiesemailasthedeliverymethod.
emailmessagefororderconfirmations,clicktheZoombutton
fortheMessageIDfield.
4.
Selecttheprintoptionsfortheorderconfirmation.
Require Shipping Labels. Selectthisoptionifyouwanttoprint
shippinglabelsformarkedorderconfirmationsonly.(Whenyou
printshippinglabels,youcanprintlabelsfortheorder
confirmationsthatweremarkedasrequiringthem.)
Notethatyoucanprintshippinglabelsonlyifyouentereda
numberontheTotalstabforeachorder.
thisoptionunlessyouareusingacustomizedorder
confirmationthatrequiresit.
componentsinkitassembliesontheconfirmationform.
472

ofmaterialontheconfirmationform.
Print On Hold Orders. Thisoptionletsyouchoosetoprintthe
orderconfirmationeveniftheorderisonhold.
5.
Ifyouareprintingtheconfirmationonpreprintedforms,you
cantesttheprinteralignmentbyclickingtheAlignbutton.
6.
ClickPrint.
Printing Confirmations for a Range of Orders
To print a range of confirmations:

1.
ChooseOrderConfirmationsfromtheO/EFormsfolder.
2.
Selecttheorderconfirmationstoprint:
User Guide
473
Processing Orders,
Shipments, Invoices
Youcanprintorderconfirmationsforarangeofordersatanytime
aftertheyarepostedandbeforetheyareclearedfromOrderEntry.
Note,however,thatorderconfirmationslistitemsandquantities
thathavenotyetbeeninvoiced.
Use Confirmation. Selectthenameoftheconfirmationformto

use.Ifyouarenotsureofthename,clickBrowse,thenselectthe
formfromthelistthatappears.
ordernumbersforwhichyouwanttoprintconfirmations,oruse
theFindertoselectarangeoforders.
specifiedineachcustomerrecord.
thedeliverymethod.
SelecttheIDfortheemailmessageyouwanttosendwithorder
confirmationstocustomersthatusetheemaildeliverymethod.
3.
Selecttheprintoptionsfortheorderconfirmation.
Include Confirmations Already Printed. Selectthisoptionifyou
wanttoprintnewcopiesofconfirmationsthatyouprinted
before.
shippinglabelsformarkedorderconfirmationsonly.(Whenyou
printshippinglabels,youcanprintlabelsfortheorder
confirmationsthatweremarkedasrequiringthem.)
numberontheTotalstabforeachorder.
thisoptionunlessyouareusingacustomizedorder
confirmationthatrequiresit.
474
Printing Picking Slips

componentsinkitassembliesontheconfirmationform.
ofmaterialontheconfirmationform.
Print On Hold Orders. Thisoptionletsyouprinttheorder
confirmationsforordersthatareonhold,orrestricttheprinting
toordersthatcanbeshipped.
4.
Ifyouareprintingtheconfirmationonpreprintedforms,you
cantesttheprinteralignmentbyclickingtheAlignbutton.
5.
ClickPrint.
UsethePickingSlipsformtoprintpickingslipsforordersanditems
thatyouareshipping.
Youcanalsoprintpickingslipsimmediatelyafterpostingshipments
bychoosingYeswhenaskedifyouwanttoprintonthePosting
Completedconfirmationform.
Before you start
Createtheformatforthepickingslip.Forinstructions,seethe
onlinedocument,CustomizingPrintedFormsUsingCrystal
Reports.
Selecttheprintdestinationtowhichyouwillprint.
Printatestcopyofthepickingsliptocheckthealignmentofthe
formsinyourprinter.
User Guide
475
Processing Orders,
Shipments, Invoices
Note: Ifyoushippedgoodsfromanorderandprintedthe
printstatusoftheshipmentwillbesettoPickingSlip
Printed,buttheprintstatusoftheorderwillnotbe
changed.
Toupdatethestatusfororders,posttheorderbutdonot
printthepickingslip.Instead,gototheO/EFormsfolder,
choosePickingSlips,selecttheformyouwant,andchange
theSelectByfieldtoOrderNumber.Printthepickingslip,
andthestatuswillbecorrectlyupdated.
To print picking slips:
1.
ChoosePickingSlipsfromtheO/EFormsfolder.
2.
Selectthepickingslipstoprint:
Select By. Youcanprintpickingslipsforarangeoforder
numbersorforarangeofshipmentnumbers.(Thischoicedoes
notappearifprintingafterpostingshipments.)
Use Slip. Selectthenameofthepickingslipformtouse.Ifyou
arenotsureofthename,clickBrowse,thenselecttheformfrom
thelistthatappears.
DependingonyourchoiceintheSelectByfield,theprogram
displaysaformforprintinginordernumberorderorin
476
shipmentnumberorder.Form1printsapickingsliponplain
paper.
Sort By. Selecttheorderinwhichitemswillbelistedonthe
pickingslip.(Thischoicedoesnotappearifprintingafter
postingshipments.)
Picking Sequence. Itemsarelistedinascendingorderof

pickingsequencecode.Thiscodedescribesthemostefficient
orderinwhichtopicktheitem.
Item Number. Itemsarelistedinascendingorder.
Line Number. Itemsarelistedintheorderinwhichyou

enteredthemontheorderorshipment.
Print By. Youcanprintpickingslipsforarangeoflocations

listedintheorder/shipmentheader,orforarangeoflocations
listedindetaillines.
Ifyouprintbyheaderlocations,theprogramwillprintone
pickingslipforeachorderorshipmentwhenthelocation
specifiedintheheaderiswithintheFromLocation/ToLocation
range.
Ifyouprintbydetaillocations,theprogramwillprintaseparate
pickingslipforeachlocationlistedintheitemdetailsofeach
orderorshipment,providedthatthelocationfallswithinthe
FromLocation/ToLocationrange.
From Location / To Location. Enterthefirstandlastlocation
numbersforwhichyouwanttoprintpickingslips,orusethe
Findertoselectarangeoflocations.
User Guide
477
Processing Orders,
Shipments, Invoices
From Order/Shipment Number / To Order/Shipment Number.

Enterthefirstandlastorderorshipmentnumbersforwhichyou
wanttoprintpickingslips,orusetheFindertoselectarangeof
ordersorshipments.
Include Picking Slips Already Printed. Selectthisoptionifyou

wanttoprintnewcopiesofpickingslipsprintedbefore.(This
choicedoesnotappearifprintingafterpostingshipments.)
Require Shipping Labels. Ifyouneedshippinglabels,selectthis
option.
Print Kit Component Items. Toprintalistofkitcomponents,
selectthisoption.
Print Bills of Material Component Items. Toprintalistofbillsof
materialcomponents,selectthisoption.
3.
ClickPrint.

UsetheShippingLabelsformtoprintshippinglabelsfororder
confirmationsandinvoices.
Before you start
Createtheformatfortheshippinglabeloruseoneoftheforms
shippedwithOrderEntry.
Printatestcopyoftheshippinglabeltocheckthealignmentof
To print shipping labels:
1.
ChooseShippingLabelsfromtheO/EFormsfolder.
478
Printing Invoices
2.
Selecttheshippinglabelstoprint:
Use Label. Selectthenameofthelabelformtouse.Ifyouare
notsureofthename,clickBrowse,thenselecttheformfromthe
listthatappears.
Select. Selectinvoicenumber,ordernumber,orshipment
numberasthetypeofdocumentforwhichyouwanttoprint
labels.
From / To. Enterthefirstandlastinvoicenumbers,order
numbers,orshipmentnumbersforwhichyouwanttoprint
shippinglabels,orusetheFindertoselectarangeofinvoices,
orders,orshipments.
Print Only Labels Marked As Required. Selectthisoptionifyou

wanttoprintlabelsonlyfortheinvoices,orders,orshipments
thatyoumarkedasrequiringlabelswhenyouprintedthe
invoices,orderconfirmations,orshipmentpickingslips.
Ifyoudonotselectthisoption,labelswillbeprintedforall
invoices,orders,orshipmentsintherangeforwhichyou
enteredanumberoflabelspriortoposting.
3.
ClickPrint.
Printing Invoices
OrderEntryallowsyoutoprintinvoicesattwostagesofinvoice
processing:
Youcanprintaninvoiceimmediatelyafterpostingit,asdescribedin
thesection,PrintingaSingleInvoiceImmediatelyafter
Posting.
User Guide
479
Processing Orders,
Shipments, Invoices
Include Labels Already Printed. Selectthisoptionifyouwantto

printnewcopiesoflabelsthatyouprintedbefore.
Printing Invoices
Before you start
Youcanprintarangeofpostedinvoicesbeforetheyareclearedfrom
OrderEntry,asdescribedinthesection,PrintingaRangeof
InvoicesafterPosting.
Createtheformatfortheinvoice.Forinstructions,refertothe
onlinedocument,CustomizingPrintedFormsUsingCrystal
Reports.
Printatestcopyoftheinvoicetocheckthealignmentofyour
invoiceformsinyourprinter.
Printing a Single Invoice Immediately after Posting

Youcanprintaninvoiceimmediatelyafterenteringtheshipped
itemsandpostingtheinvoice.
To print an invoice after posting:
1.
ClickthePostbuttontoposttheinvoice.
WhenOrderEntryisfinishedpostingtheinvoice,itdisplaysa
postingconfirmation.
2.
480
ClickYestoprinttheinvoice.OrderEntrydisplaysthefollowing
form.
Printing Invoices
Invoices form for

single-invoice
printing
3.
Completetheinformationontheformasfollows:

thedeliverymethod.
SelecttheIDfortheemailmessageifthecustomerrecord
specifiesemailasthedeliverymethod.
emailmessageforinvoices,clicktheZoombuttonforthe
MessageIDfield.
shippinglabelsformarkedinvoicesonly.(Whenyouprint
shippinglabels,youcanprintlabelsfortheinvoicesthatwere
markedasrequiringthem.)
numberintheTotalstabforeachinvoice.
User Guide
481
Processing Orders,
Shipments, Invoices
Use Invoice. Selectthenameoftheinvoiceformtouse.Ifyou

thelistthatappears.
Printing Invoices
Include Backordered Items. Selectthisoptionifyouwantto

includebackordereditemsontheinvoice.
thisoptionunlessyouareusingacustomizedinvoicethat
requiresit.
componentsinkitassembliesontheinvoice.
Print Bills of Material Component Items. Thisoptionprintsall
ofmaterialontheinvoice.
4.
ClickPrint.
Printing a Range of Invoices after Posting

Youcanprintarangeofinvoicesaftertheyarepostedandbefore
theyareclearedfromOrderEntry.
To print a range of invoices:
1.
ChooseInvoicesfromtheO/EFormsfolder.
2.
482
Selecttheinvoicesthatyouwanttoprintandchooseprint
optionsasfollows:
Printing Invoices
Use Invoice. Selectthenameoftheinvoiceformtouse.Ifyou

thelistthatappears.
From Invoice Number / To Invoice Number. Enterthefirstand
lastinvoicenumbersyouwanttoprint,orusetheFinderto
selecttheinvoices.
thedeliverymethod.
MessageIDfield.
Include Invoices Already Printed. Selectthisoptionifyouwant
toprintnewcopiesofinvoicesyouprintedbefore.
shippinglabelsformarkedinvoicesonly.(Whenyouprint
shippinglabels,youcanprintlabelsfortheinvoicesthatwere
markedasrequiringthem.)
numberintheTotalstabforeachinvoice.
Include Backordered Items. Selectthisoptionifyouwantto
includebackordereditemsontheinvoice.
requiresit.
User Guide
483
Processing Orders,
Shipments, Invoices
SelecttheIDfortheemailmessageyouwanttosendwith
invoicesforcustomersthatuseemailasthedeliverymethod.
Using the Current Orders Inquiry and Pending Shipment Inquiry Forms

componentsinkitassembliesontheinvoice.
Print Bills of Material Component Items. Thisoptionprintsall
ofmaterialontheinvoice.
3.
ClickPrint.
Using the Current Orders Inquiry and Pending

Shipment Inquiry Forms
OrderEntryprovidestwoinquiryformsforcheckingthestatusof
currentordersandshipments:
Current Orders Inquiry letsyouviewallthepostedsalesorders

foraselectedcustomer,andviewordersbasedonorderdate,
ordertype,andorderstatus.
Pending Shipment Inquiry letsyoureviewitemsthatare

expectedtoshipwithinagivenperiod(forexample,inthenext7
days)andwhethersufficientstockisavailablefortheshipments.
Theinquiryignoresordersthatareonhold,andyoucanlimit
theinquirytospecificordertypesandtospecificlocations.
Looking Up Current Orders

To inquire on sales orders:
1.
484
ChooseCurrentOrdersInquiryfromtheO/EStatisticsand
Inquiriesfolder.
IntheCustomerNumberfield,enterthenumberforthe
customerwhoseordersyouwanttoreview.
3.
Tolimitthedisplaytoordersthatmeetcertaincriteria,specifya
rangeofordernumbers,orderdates,andexpectedshipdates.
4.
Selectthetypeoforders(Active,Future,Standing,orQuote)you
areinquiringon.YoucanalsochooseAllifyouwishtoinclude
allthetypesofordersinthedisplay.
5.
Selectthestatusofordersyouareinquiringon(Posted,
Quote/ConfirmationPrinted,PickingSlipPrinted,Never
Invoiced,PartiallyInvoiced,NeverShipped,PartiallyShipped,
Complete,orOnHold).YoucanalsochooseAll.
changed.
Toupdatethestatusfororders,posttheorderbutdonotprint
thepickingslip.Instead,gototheO/EFormsfolder,choose
PickingSlips,selecttheformyouwant,andchangetheSelectBy
User Guide
485
Processing Orders,
Shipments, Invoices
2.
fieldtoOrderNumber.Printthepickingslip,andthestatuswill
becorrectlyupdated.
6.
ClicktheGobuttontodisplaysalesorders.
Theprogramfillsinthedetailgridwithinformationfromthe
selectedorders.
7.
Toviewallthedetailsofoneoftheorders,selecttheorderline
andclicktheDetailsbutton,ordoubleclicktheorderlineonthe
detailgrid.
TheprogramdisplaystheoriginalorderintheOrderEntry
form.
YoucanviewalltheorderinformationintheOrderEntryform,
includingsaleshistoryforaselecteditem,butyoucannot
changetheorder.
Looking Up Pending Shipments

To inquire on pending shipments:
1.
ChoosePendingShipmentsInquiryfromtheO/EStatisticsand
Inquiriesfolder.
486
IntheExpectedShipmentDatefields,leavetheFromfieldblank
toincludeallorderswithoutstandingitems,andentertheend
datefortheinquiryintheTofield.
3.
Toviewordersforaspecificcustomer,enterthecustomer
numberintheFromandTofields.
4.
Toviewordersforarangeofoneormoreitems,enterthe
startingendendingitemnumbersintheFromandToItem
Numberfields
5.
Selectarangeoflocations,orskiptheLocationfieldstodisplay
alllocations.
6.
Selectthetypesofordersthatyouwanttoreview(All,Active,
Future,orStanding).
7.
ClicktheGobuttontodisplaysalesorders.
Theprogramfillsinthedetailgridwithinformationfromthe
selectedorders.
8.
Toviewallthedetailsofoneoftheorders,doubleclickthe
orderlineonthedetailgrid,orselectthelineandclickthe
Detailsbutton.
Theprogramdisplaystheunshippedorderdetailsfromthe
originalorder.
9.
TocheckPOsfortheitemsonorder,highlighttheitemdetail
line,and,iftheOnPOfieldsaysYes,doubleclicktheOnPO
fieldorclickthecolumnheadingDrilldownbutton.
Theprogramdisplayspurchaseorderinformationfortheitem,
includingthePOnumber,quantityordered,andexpected
arrivaldate.
User Guide
487
Processing Orders,
Shipments, Invoices
2.
Using the Sales Statistics, Salesperson Inquiry, and Sales History Forms
Using the Sales Statistics, Salesperson Inquiry, and

Sales History Forms
OrderEntrycanaccumulatesalesstatistics,salespersonstatistics,
andsaleshistoryfromyourpostedtransactions.
Before you start
YoushouldrunDayEndProcessinginInventoryControltobring
thisinformationuptodatebeforeviewingthesereports.
ForinformationabouttheoptionsthatdeterminehowyourOrder
Entrysystemkeepssalesstatisticsandsaleshistory,seeProcessing
OptionsinChapter2oftheGettingStartedmanual.
Viewing Sales Statistics

To view total sales by period:
1.
ChooseSalesStatisticsfromtheO/EStatisticsandInquiries
foldertoviewsalesdatabyyearandreportingperiod.
488
2.
TypetheyearorselectitfromtheFindernexttotheYearfield,
thenusethePeriodfieldsNext/Previousbuttonstoselectthe
reportingperiod.
3.
Ifyouusemulticurrencyaccounting,selectthecurrency.
4.
Reviewtotalsales,invoice,andcreditnotestatistics.
Viewing
Ifyouuseamulticurrencyledger,amountsareshowninboth
thecustomerscurrencyandyourcompanysfunctional
currency.
currency
ForinformationaboutallthefieldsintheSalesStatisticsform,press
F1orseeStep8:EnterSalesStatisticsinChapter3oftheGetting
Startedmanual.
To view sales statistics for a range of reporting periods:
ChooseSalesStatisticsfromtheO/EReportsfolder,orclickPrint
fromtheFilemenuontheSalesStatisticsformintheO/E
StatisticsandInquiriesfolder.
2.
FollowtheinstructionsinChapter7ofthisguideforprintingthe
SalesStatisticsreport.
Viewing Salesperson Statistics

To view customer transaction records by salesperson:
1.
ChooseSalespersonInquiryfromtheO/EStatisticsand
Inquiriesfolder.
2.
TypethesalespersoncodeorusetheFindertochoosethe
salespersonwhosesalesstatisticsyouwanttoreview.
User Guide
489
Processing Orders,
Shipments, Invoices
1.
View invoice or
credit note details
490
3.
Typetheyearfromwhichyouwanttoreviewstatistics,orselect
itfromtheFinder,thenusethePeriodfieldsNext/Previous
buttonstoselectthereportingperiod.
4.
Typetheyearandperiodtowhichtoviewsalesstatisticsinthe
ToYearandPeriodfields.
5.
Choosethecustomernumberandthetypeofdocumenttolook
upinvoice,creditnote,ordebitnote.
6.
ClicktheGobuttontodisplaysalesstatistics.
7.
Toviewandprintthetransactiondetailsforaninvoice,credit
note,ordebitnote,doubleclickonthelineforwhichyouwant
moreinformation,orselectadetaillineandthenclickthe
Detailsbutton.
Viewing Sales History

1.
ChooseSalesHistoryfromtheO/EStatisticsandInquiries
folder.
Multicurrency
View item details
2.
TypetheyearorselectitfromtheFindernexttotheFromYear
field,thenusethePeriodfieldsNext/Previousbuttonstoselect
thereportingperiodfromwhichtoviewstatistics.
3.
Typetheyearandperiodtowhichtoviewsalesstatisticsinthe
ToYearandPeriodfields.
4.
Chooseamethodtoviewrecords,bycustomernumberoritem
number.
5.
Ifyouusemulticurrencyaccounting,chooseFunctional
CurrencyorCustomerCurrency.
6.
TypethecustomernumberorselectitfromtheFinder.
7.
ClicktheGobuttontodisplaysaleshistory.
8.
Toviewthetransactiondetailsforacustomer,doubleclickon
thelineforwhichyouwantmoreinformation,orclickthe
DetailsbuttontoopentheSalesHistoryDetailform.
User Guide
491
Processing Orders,
Shipments, Invoices
Importing and Exporting Order Information
Adding, Editing, and Deleting Sales Statistics

IfyouselecttheAllowEditOfStatisticsoptionforSalesStatisticson
theOptionsform,youcanaddoreditsalesstatisticsforcurrentand
previousyearsduringsetupusingtheSalesStatisticsform.
WARNING!Editingstatisticscancausegapsorinconsistencies
inyourreports.WerecommendthatyouleavetheAllow
EditOfStatisticsoptionoffontheOptionsform,turningit
ononlywhensettinguprecordsortocorrectamistake.
Forstepbystepinstructionsonadding,editing,ordeletingsales
statisticsforcurrentorpreviousyearsrefertostep8inChapter3of
theOrderEntryGettingStartedmanual.

UsetheImportandExportcommandsontheFilemenuonthe
OrderEntry,ShipmentEntry,andInvoiceEntryformstoimport
ordersandshipmentsandexportorders,shipments,andinvoices.
Youcannotimportinvoices.
Formoreinformation,seeAppendixB,ImportingandExporting,
inthisguide.Referalsotothechapter,ImportingandExporting
Data,intheSystemManagerUserGuide.
Importing Orders and Shipments

UsetheImportcommandontheFilemenuontheOrderEntryor
ShipmentEntryformtotransferordersorshipmentscreated
elsewheretoOrderEntry.
YoucanalsousetheImportcommandtoimportdocumentsthatyou
previouslyexportedforreuse.Ifyoudonotimporttheorderor
shipmentnumberfield,OrderEntrywillassignnewdocument
numberswhenyouimporttheordersorshipments.
492
Youcanimportthesamedocumentsanynumberoftimesaslongas
theimportfiledoesnotcontainorderorshipmentnumbers(sothe
programassignsthem).Theoriginalfilefromwhichyouimported
orderinformationisretaineduntilyoudeleteit.
Multicurrency
orders
Youcannotimportmulticurrencyordersorshipmentsintoasingle
currencyOrderEntrysystem.Edittheimportfiletoremovethe
multicurrencyfieldsbeforeimporting.
Exporting Orders, Shipments, and Invoices
User Guide
493
Processing Orders,
Shipments, Invoices
UsetheExportcommandontheFilemenuontheOrderEntry,
ShipmentEntry,orInvoiceEntryformtotransferdocumentscreated
inOrderEntrytononSageAccpacprogramsortoafiletobe
editedandimportedlater.WhenyouclickExport,OrderEntry
exportsallorders,shipments,orinvoicesinthedatabasethatmeet
thesearchcriteriathatyouset.
Chapter 5
Processing
IconsUsedtoProcessCreditNotesandDebitNotes.................................. 52
UsingtheCredit/DebitNoteEntryForm.......................................... 53
EnteringInvoiceandCustomerInformation................................... 54
EditingDetailInformation................................................... 57
EditingTaxInformation ..................................................... 59
.................................................... 512
VerifyingCreditNoteandDebitNoteTotals ................................. 513

PostingCredit/DebitNoteswithOptionalFields.............................. 514
PrintingCredit/DebitNotePostingJournals
PrintingCreditNotesandDebitNotes
..................................... 515
.......................................... 517
ImportingCreditNoteandDebitNoteInformation ............................... 519
Processing
Credit/Debit Notes
User Guide
5i
Chapter 5
Processing
Thischaptercontainsinstructionsforentering,posting,and
reportingcreditnotesanddebitnotesinOrderEntry.Thefollowing
topicsarediscussed:
Iconsusedtoprocesscreditnotesanddebitnotes.
UsingtheCredit/DebitNoteEntryform:
Addingcreditnotesanddebitnotes
Creatingacreditnoteforanexistinginvoice
Creatingacreditnoteforanonexistentinvoice
Editingdetailinformation
Editingtaxinformation
Verifyingcreditnoteanddebitnotetotals
Printingcreditnotes.
Importingcreditnoteanddebitnoteinformation.
Processing
Credit/Debit Notes
Foranoverviewofcreditnoteanddebitnoteprocessing,see
Chapter2,WhatYouNeedtoKnowBeforeUsingOrderEntry,in
thisguide.
SeetheSageAccpacWorkbookfortutoriallessonswithstepbystep
instructionsforusingtheCredit/DebitNoteEntryform.Youcan
refertothelessonsforinformationaboutusingtheform,andyou
candothelessonswiththesampledatatopracticeusingtheform
withoutriskingyourowndata.
User Guide
51
Icons Used to Process Credit Notes and Debit Notes
Forspecificinformationaboutthefieldsinaform,presstheF1key
toopenonlineHelp,andthenclicktheFieldListbutton.For
instructionsonusingHelp,pressF1whenonlineHelpisdisplayed.
Icons Used to Process Credit Notes and Debit Notes

TheO/ETransactions,O/EForms,andO/EReportsfolderscontain
theiconsyouusetoprocesscreditnotesanddebitnotesand
generatereports.
UsetheCredit/DebitNoteEntryiconintheO/ETransactions
foldertoenter,post,print,andimportcreditnotesanddebit
notes.
UsetheCredit/DebitNotesiconintheO/EFormsfoldertoprint
rangesofpostedcreditnotesordebitnotes.Youcanalsoprint
individualcreditnotesimmediatelyafteryoupostthem.
UsetheseiconsintheO/EReportsfoldertolistandtrack
paymentsandadjustments.SeeChapter7,Reports,forfurther
informationaboutOrderEntryreports.
O/E Reports folder
Form
Description
Transaction List
Provides detailed or summary information about

posted orders, invoices, or credit notes, selected
and sorted according to your choices.
Provides a record of the general ledger entries
created for invoices and credit notes in Accounts
Receivable from posted Order Entry transactions.
Provides a summary of sales totals from invoices,
returns, and credit notes posted since the last time
the data was cleared.
Provides a summary of sales, invoices, and credit
note statistics accumulated since the data was last
cleared.
Posting Journals
Sales History
Sales Statistics
52
Using the Credit/Debit Note Entry Form

TheCredit/DebitNoteEntryformisusedtoadjustacustomers
accountforreturnedmerchandise,damageditems,orprice
adjustments.
ToopentheCredit/DebitNoteEntryform,chooseCredit/DebitNote
EntryfromtheO/ETransactionsfolder.
Before you start
Beforeyouentercreditnotesanddebitnotes:
Enterthenumberofanexistinginvoice.
EnterthenumberofaninvoicethatdoesnotexistinOrder
Entry(suchasthenumberofadeletedinvoice).
Leavetheinvoicenumberblank.
Determinewhetherornotitemswillbereturnedtoinventoryfor
resale.OrderEntryletsyoureturngoodstoinventory,mark
goodsasdamaged,orenterpriceadjustments.
Allcreditnotesanddebitnotesaffectsalesamounts.Ifyoudo
notwanttoaffectanyOrderEntryorInventoryControl
amountsorstatistics,enterthecreditnoteordebitnotein
AccountsReceivable.
VerifytheprefixesandnumbersyouwantOrderEntrytoassign
tocreditnotesandtodebitnotes.(Youcanchangeprefixesand
numbersequencesontheOptionsformintheO/ESetupfolder.)
RunDayEndProcessing(inInventoryControl)afterpostingthe
invoice,sothattheappropriatecostinginformationappears
whenyoureturngoodstoinventory.(YoucanalsochooseinI/C
Optionstocostitemsduringposting.)
Ifyouareenteringacreditnoteagainstanonexistentinvoice,
theaveragecostwillbedisplayedforitemsusingaverage
costing,FIFO,andLIFO,themostrecentcostwillbedisplayed
User Guide
53
Processing
Credit/Debit Notes
All Order Entry

credit notes affect
sales
Findouttheinvoicenumberstobecreditedordebited.Youcan:
foritemsusingmostrecentcost,andthestandardcostwillbe
displayedforitemsusingstandardcosting.Youcaneditthecost
beforepostingthereturn.
Warn if applying
additional credit
notes to invoices
Note: OrderEntryprovidesasettinginO/EOptionsthatlets
youcontroltheapplicationofmultiplecreditnotesto
invoices.YoucanchoosetohaveOrderEntrywarnyou
whenpostingacreditnotetoapreviouslycreditedinvoice,
displayanerrormessage,orignoreadditionalcreditnotes.
Entering Invoice and Customer Information

Toentercreditnotesordebitnotes,chooseCredit/DebitNoteEntry
fromtheO/ETransactionsfolder.
TheCredit/DebitNoteEntryformappears:
The Optional Fields

and Rates tabs
appear if they
apply to the
invoice
Youcancreateacreditnoteoradebitnote:
54
Foranexistinginvoice.
If the invoice exists
ForaninvoicethatnolongerexistsinOrderEntry.
Withoutenteringaninvoicenumber.
To enter a credit note or debit note for an existing invoice:

1.
Selectthedocumenttypeeitheracreditnoteoradebitnote.
2.
EntertheCustomerNumber.Youcanalsotabdirectlytothe
InvoiceNumberfieldandentertheinvoicenumber.
3.
TypetheinvoicenumberorselectitfromtheFinder.
Theinvoicedetailsareautomaticallydisplayed.Theinvoicedate
andordernumberappearontherightsideofthecredit(or
debit)noteheader.
4.
Verifythattheinvoiceinformationiscorrect.Youcanchangethe
entriesinanyfieldsotherthantheordernumberandinvoice
date.
5.
Choosetheactionyouwanttotake:
Enterareturndate,adateforthecreditnote,andadate
forpostingthetransactiontogeneralledger(if
different).
ClicktheTotalstabtocompletethecreditnote.Follow
thestepsinVerifyingCreditNoteandDebitNote
Totals,laterinthischapter.
Ifyouarepartiallycreditingtheinvoiceforitemsreturned,
damageditems,orpriceadjustments,oraddingdetaillines
totheinvoicebeingcredited:
Enterareturndate,adateforthecreditnote,andadate
forpostingthetransactiontogeneralledger(if
different).
User Guide
55
Processing
Credit/Debit Notes
Ifyouarecreatingacreditnote,andallitemsontheinvoice
havebeenreturnedtoinventory:
If no invoice exists
in Order Entry
To enter a credit note or a debit note for a nonexistent Invoice

or without referencing an invoice:
1.
Selectthedocumenttypeeitheracreditnoteoradebitnote.
2.
EntertheCustomerNumber.
To add a
customer, click
New
FollowthestepsinEditingDetailInformation,laterin
thischapter.
Rates tab
Toselectanexistingcustomer,usetheFinder,ortypethe
numberandpressTab.
ClicktheZoombuttonorpressF9toenteroreditthe
customersbillingaddress.
Clickthecreditcheckbuttontodoapreliminarycredit
check.
ToaddanewcustomertoAccountsReceivable,clickthe
Newbutton.FillinthecustomerinformationinAccounts
Receivable,clickAdd,andthenclickClosetoreturnto
OrderEntry.
Ifthecustomercurrencydiffersfromthecompanycurrency,a
Ratestabisaddedtotheform,whereyouverifythecreditnote
exchangerates.
3.
Typethenumberoftheinvoice.Ifyoudonotknowthenumber,
leavetheInvoiceNumberfieldblank.
Theentriesfromthedefaulttemplateappearforthecredit/debit
note(exceptfortheentriesthatcomefromthecustomerrecord).
Use templates to
enter or replace
defaults
4.
SelectadifferentTemplateCodetoreplacethedefaultcredit
noteordebitnoteandcustomerinformation.(Ifyoudonotusea
defaulttemplate,thefieldswillbeblank.)
5.
Editcredit/debitnoteinformationasfollows:
56
Creditnoteordebitnotenumber(onlyifyoudonotuse
automaticnumbering).
Actualreturndate(orremovaldate,ifyouareenteringa
debitnote)ifitdiffersfromtodaysdate.
Creditnoteordebitnotedate(ifitdiffersfromtodaysdate).
Postingdatefordeterminingthefiscalperiodtowhichthe
transactionispostedinthegeneralledger(ifitdiffersfrom
todaysdate).
Thedefaultlocationtowhichgoodsarereturn.(Youcan
changethisfordetaillines.)
Theshipto(mailing)addressforthecredit/debitnote.
JobRelatedoptionifyouuseProjectandJobCostingand
thiscredit/debitnoteappliestoajob.
Retainageifthecredit/debitnoteisjobrelatedoption,and
youuseretainageaccountingtheAccountsReceivable
module.
CalculateTax(turnthisoptionoffifyouwanttoentertax
amountsmanually).SeeEditingTaxInformationlaterin
thischapter.
DescriptionandReferenceforthecreditordebitnote.
Forinstructionsonaddingcreditnoteordebitnotedetaillines,
seethenextsection,EditingDetailInformation.
Editing Detail Information

UsethedetailgridontheCreditNote(orDebitNote)tabtoenter
details:
Ifyouchooseanexistinginvoice,OrderEntrydisplaysallthe
detailsfromtheinvoice.
Ifyoudonotchooseanexistinginvoice,thedetailsectionwillbe
blank.Tabtothedetailsection,orclickthefirstblankline(and
presstheInsertkey,ifnecessary).
User Guide
57
Processing
Credit/Debit Notes
Customer tab
settings for detail
lines
Beforeyouadddetails,youshouldchecktheCustomertabfor
thepricelist,taxgroup,andcustomeraccountsetthatwillbein
effectforthecredit/debitnotedetails.Youcanchangetheprice
listforeachdetail,ifnecessary.
Detail grid if the

invoice does not
exist
Note: PressF9orclicktheItem/Taxbuttontodisplayan
alternativedataentryformforitemdetails.
To edit detail information:
1.
Selectthelinetobecreditedordebited.
IfyouarenotcreditinganinvoiceinOrderEntry,thefirstlineis
alreadyselected.
PresstheInsertkey,ifnecessary,toinsertanewline.
2.
Selectthetypeofcredit:
Items Returned To Inventory. Thisoptionappearsifyouare
enteringacreditnote.Ifyouselectthistype,enterthenumberof
unitsreturnedtoinventoryintheQuantityfield,orenteran
amountintheExtendedAmountfield.
Items Removed From Inventory. Thisoptionappearsifyouare
enteringadebitnote.Entertheadditionalnumberofunitsyou
areremovingfrominventoryintheQuantityfield,orenteran
amountintheExtendedAmountfield.
Damaged Items. Ifyouselectthistype,enterthenumberof
unitsdamagedintheQuantityfield.Damageditemsdonot
affectinventorylevelsbutdoaffectreceivables.
Ifnecessary,youcaneditotherfieldsbydoubleclickingan
entry.Whenyouenterthequantity,theprogramdisplaysthe
extendedprice.
58
Price Adjustment. Ifyouselectthistype,entertheprice

adjustmentinthePrice/Adj.field.Priceadjustmentsaffectthe
itemsalesamount.
Tip: IfyoudonotwanttoaffectanyOrderEntryor
InventoryControlstatistics,youshouldenterthecreditnote
Youcaneditotherfieldsbydoubleclickinganentry.Whenyou
enteraquantity,theprogramdisplaystheextendedprice.
Ifyouneedtocheckorchangetaxinformationfortheitems,see
EditingTaxInformation,laterinthischapter.
4.
Repeatsteps1through3foreachlinetobecreditedordebited.
5.
Deletealllinesthatarenottobecreditedordebited.Todeletea
line,selectitandpresstheDeletekey.Ifyouarepromptedto
6.
Enteradditionallinesifneeded.Youcanaddlinesforitemsor
7.
Whenyouarefinishedenteringdetails,followthestepsinthe
nextsection,EditingTaxInformation.
Editing Tax Information

Tochangetaxamountsforcreditnotesordebitnotes,youcan:
Changethecustomertaxclassortaxablestatusforthedebitnote
orcreditnote.
Changethetaxclassortaxablestatusforanyofthedetaillines.
Changethetaxamountmanually.
To edit tax information for a detail:

1.
Selectadetailline,andthenclicktheItem/Taxbuttononthe
CreditNote(orDebitNote)tab.
User Guide
59
Processing
Credit/Debit Notes
3.
2.
Tomakeyourchanges,youcaneither:
Editthecustomertaxclassifnecessaryand/ortheTax
Includedoption(ifpermittedbytheTaxAuthority)andthen
clickCalculateTaxes.
Or,
CleartheCalculateTaxesoptionontheCreditNoteorDebit
Notetab,enternewtaxamountsdirectly,andthenclick
Distributetaxes.
Editing item taxes
3.
ClickSave.
To edit tax information for a customer:

1.
510
Tochangethetaxauthoritiesforthecustomer,selectthe
CustomertabontheCredit/DebitNoteEntryform,andspecifya
differentTaxGroup.
2.
Tocheckorchangetaxexemptionoramountinformationfora
customer,clicktheTaxestab.
Editing customer
taxes
Uncheck the
Calculate Tax
box to change
the tax base or
tax amounts
3.
Tomakeyourchangesyoucaneither:
Editthecustomertaxclassforanauthority,ifnecessary,and
thenclicktheCalc.Taxesbuttontoupdatethetaxamounts.
Or,
CleartheCalculateTaxesoptionandmanuallyentertax
amountsforeachauthority.ThenclicktheDistributeTaxes
buttontodistributethenewtaxamountstoeachcreditnote
item.
User Guide
511
Processing
Credit/Debit Notes
4.
Tochecktaxamountsforthecreditnoteandcomparethetotals
onthescreenwiththetotalsonthesourcedocument,clickthe
Totalstab.
5.
ClickSave.
Editing Exchange Rates
Rates tab
TheRatestabappearsonlyinamulticurrencyledger,ifthe
customerdoesnotusethefunctionalcurrency.
EnterexchangerateinformationintheCredit/DebitNoteEntryform
onlyifyoudonotwanttousethecurrentexchangerateforthe
creditnote,orifnorateisenteredforthecreditnoteordebitnote
date.
Note: Realized
gains or losses
Iftheexchangerateofthecreditnoteordebitnoteisdifferentthan
therateoftheinvoice,youwillrealizeanexchangegainorlosson
thetransaction.
To edit the exchange rate for a credit note or a debit note:
1.
ClicktheRatestabontheCredit/DebitNoteEntryform.
Rates tab on the

Credit/Debit Note
Entry form
This example
shows that the
exchange rate for
the credit note has
been set to match
the invoice
exchange rate.
2.
512
YoucanedittheRateTypecode,theRateDateandtheRatefor
thecredit/debitnote,ifnecessary.Theprogramdisplaystherate
fromtheinvoice(ifitexists).
Verifying Credit Note and Debit Note Totals

Beforeyoupostacreditnoteoradebitnote,youshouldverifythe
notetotal.Youcanalsochangethecreditnoteordebitnotedate,if
necessary,andspecifywhetherthecreditnoteordebitnoteincludes
theinvoicediscount(ifoneapplied).
To verify credit note and debit note totals:
1.
ClicktheTotalstabontheCredit/DebitNoteEntryform.
Totals tab
Enteranycommentsaboutthecreditnoteordebitnote.
3.
Entereithertheoriginaldiscountpercentagefortheorderoran
amountfromtheinvoice,ifoneapplied.
4.
SelectDiscountMiscellaneousChargesiftheywerealso
discountedontheoriginalinvoice.
5.
Ifyouneedtochangetaxinformationforthecustomer,seethe
section,EditingTaxInformation,earlierinthischapter.
6.
ClickthePostbuttontopostthecreditordebitnote.
7.
Ifyouarereadytoprintthecreditordebitnote,clickYeswhen
thePostingCompletedmessageappears.
User Guide
513
Processing
Credit/Debit Notes
2.
Printing
YoucanalsoprintthecreditordebitnotelaterusingtheCredit
NoteformintheO/EFormsfolder.SeePrintingCreditNotes,
laterinthischapter.
Posting Credit/Debit Notes with Optional Fields

Iftheheaderoptionalfieldsandthedetailoptionalfieldsdefinedfor
OrderEntryCredit/DebitNotesmatchtheAccountsReceivable
Invoicesoptionalfields,theoptionalfieldinformationcanbepassed
toAccountsReceivable.
Credit/Debit Notes
Headers
Theoptionalfieldinformationforcreditordebitnoteheaders(the
fieldsthatappearontheOptionalFieldstab)willonlybepassedto
AccountsReceivableiftheA/RInvoicesOptionalFieldsoptionhas
beenselectedintheSettingsdialogboxwhenassigningoptional
fieldstoCredit/DebitNotes.
Credit/Debit Notes
Details
TopassoptionalfieldsonindividualdetaillinestoAccounts
Receivableinvoicedetaillines,selectthefollowingoptionsinthe
SettingsdialogboxwhenassigningoptionalfieldstoCredit/Debit
NotesDetails:
Returns
DamagedGoods
Sales/ShipmentClearing/COGS
MiscellaneousCharges
Credit/DebitNotesDetailsoptionalfieldswillbepassedtoAccounts
Receivableif:
514
Printing Credit/Debit Note Posting Journals
TheoptionalfieldsdefinedforO/ECredit/DebitNoteDetails
matchtheoptionalfieldsdefinedforAccountsReceivable
InvoiceDetails.
TheAccountsReceivabledetailG/Laccounthasbeenselected
fortheInvoiceDetailsoptionalfieldinoptionalfieldsetupinthe
Settingsdialogbox.

TheCredit/DebitNotePostingJournallistspostedcreditnotesand
debitnotes.
Youcanprintpostingjournalsatanytime,butyoushouldrunDay
Endprocessingfirsttoupdatethejournalinformation.(DayEnd
processingispartoftheInventoryControlprogram.)
Youcanerase(clear)theinformationinapostingjournalafter
printingusingtheClearHistoryform.
SeeChapter7,Reports,inthisguide,formoreinformationon
postingjournals.
1.
Processing
Credit/Debit Notes
To print the credit/debit note posting journal:

ChoosePostingJournalsfromtheO/EReportsfolder.
Options with the

Credit/Debit Notes
choice selected.
You can print
sales-split
information and
optional fields on
posting journals.
2.
SelectCredit/DebitNotesasthepostingjournal.
User Guide
515
3.
Selecttherangeofdayendnumbersforwhichyouwanttoprint
thereport.
DayEndProcessing(inInventoryControlDay)assignsdayend
numbers,whichappearonallauditreports.Normally,you
wouldacceptthedefaultrangeofalljournalstoprintalljournals
thatyouhavenotyetprinted.
4.
Selecttheorderforprintingcreditanddebitnotes.
5.
Choosetheinformationthatyouwanttoappearonthereport:
6.
Salessplitinformation.
Taxsummaryinformation.
AccountsReceivableauditinformation(showingtheG/L
transactionsarisingfromthecredit/debitnotes).
TaxReportinginformation.
Optionalfields.
Jobdetails(ifyouuseProjectandJobCostingwithOrder
Entry).
Choosewhetheryouwanttoreprintpostingjournalsthathave
alreadybeenprinted.
Normally,youwouldnotreprint.(Youcannotreprintjournals
thathavebeencleared.)
After using
516
7.
Choosethesizeofpaperthatyouuse(eitherlegalorlettersize).
8.
ClickPrint.
Ifyouwant,youcanclearthepostingjournalsthatyouprinted
usingtheClearHistoryform.

YoucanprintacreditnoteoradebitnotefromtheCredit/Debit
NoteEntryformimmediatelyafterposting,oryoucanprintranges
ofnotesusingtheCredit/DebitNotesiconintheO/EFormsfolder.
Youcannotclearcreditnoteanddebitnoteinformationuntilyou
haveprintedcreditnotes.
Before you start
Choosethereportthatyouwanttousetoprintcreditnotesand
debitnotes.YoucanuseoneoftheformsthatcomeswithOrder
Entry,oryoucancreateyourownbymodifyingoneofthe
formsthatcomeswiththeprogram.
Chooseadeliverymethodforthedebitnoteorcreditnote.Ifyou
chooseCustomerasthedeliverymethod,OrderEntrywilluse
themethodselectedinthecustomerrecordinAccounts
Receivablesuchasemail.
Postthecreditnotesanddebitnotesyouwanttoprint.If
printingthecreditordebitnoteimmediately,clickYestoprint
thenotewhenthePostingcompletedmessageappears.
Ifyouareusingpreprintedforms,printatestcopyofacredit
notetocheckthealignmentoftheformsinyourprinter.
User Guide
517
Processing
Credit/Debit Notes
To print a range of credit notes or debit notes:

1.
ChooseCredit/DebitNotesfromtheO/EFormsfolder.
2.
IntheDocumentTypefield,selectCreditNoteorDebitNote
fromthedropdownlist.
3.
Selectthecreditnotesordebitnotestoprintasfollows:
Use Credit Note or Use Debit Note. Selectthenameofthecredit
noteordebitnoteformtouse.Ifyouarenotsureofthename,
clickBrowse,thenselecttheformfromthelistthatappears.
From Credit [Debit] Note Number / To Credit [Debit] Note
Number. Enterthefirstandlastcreditnoteordebitnote
numbersyouwanttoprint,orusetheFindertoselectthecredit
noterange.
specifiedineachcustomerrecord(suchasemail).
thedeliverymethod.
SelecttheIDforthemessageyouwanttosendwithcreditnotes
ordebitnotesthatyouareemailingtocustomersthatuseemail
asthedeliverymethod.
518
Importing Credit Note and Debit Note Information
emailmessageforcreditnotesordebitnotes,clicktheZoom
buttonfortheMessageIDfield.
Include Credit [Debit] Notes Already Printed. Selectthisoption
ifyouwanttoprintnewcopiesofcreditnotesordebitnotesyou
printedbefore.
requiresit.
componentsinkitassembliesonthecredit/debitnote.
ofmaterialonthecredit/debitnote.
4.
ClickPrint.
UsetheImportcommandontheFilemenuontheCredit/DebitNote
Entryformtoimportcreditnotes.
Formoreinformation,seeAppendixB,ImportingandExporting,
inthisguide.ReferalsototheSystemManagerUserGuide.
Youcanimportthesamecreditnotesanddebitnotesanynumberof
times.Theoriginalinformationisretaineduntilyoudeleteit.
Youcannotimportmulticurrencycreditnotesanddebitnotesintoa
singlecurrencyOrderEntrysystem.Edittheimportfiletoremove
themulticurrencyfieldbeforeimporting.
User Guide
519
Processing
Credit/Debit Notes
Importing Credit Note and Debit Note Information
OEUG-6.doc, printed on 3/12/2008, at 12:20:32 PM. Last saved on 12/12/2007 10:58:00 AM.
Chapter 6
Periodic Processing
DayEndProcessing
............................................................ 62
CreatingGeneralLedgerBatchesandPostingA/RBatchesinAccountsReceivable
PrintingPeriodicReports
ClearingHistory
... 63
....................................................... 66
............................................................... 67
Periodic
Processing
User Guide
6i
Chapter 6
Periodic Processing
Thischaptercontainsinstructionsfortheperiodictasksyouperform
aspartofprocessingyourtransactionsandkeepingyourorderentry
systemuptodate.
Thefollowingtopicsarediscussed:
DayEndProcessing.
Creatinggeneralledgerentries.
Printingperiodicreports.
Clearinghistory.
At each period end, you should:

Createanynewsalesordersyouwishtoprocessintheperiod
usingtheOrderEntryform.
Postothertransactionsthatapplytotheperiodusingthe
ShipmentEntry,InvoiceEntry,andCredit/DebitNoteEntry
forms.
PrinttheOrderAction,AgedOrders,andInvoiceActionreports
toidentifyordersthatrequireaction.
PrinttheG/LTransactionsreport,andthencreategeneralledger
transactions(ifyoudonotusetheoptiontocreategeneralledger
transactionsduringPostingorDayEndProcessing).
ProcessthebatchesinSageAccpacGeneralLedger,ifyouuseit,
orpostthemmanuallytoanothergeneralledger.
Clearthetransactions,postingjournals,andstatisticsthatyouno
longerneed,usingtheClearHistoryform.
User Guide
61
Periodic
Processing
Day End Processing
Press F1 for
Help
Forspecificinformationaboutafieldinaform,presstheF1key,and
thenclicktheFieldListbuttonontheHelppanelthatappears.
ForinstructionsonhowtouseHelp,pressF1againwhenHelpis
displayed.
Day End Processing

WhenyoupostOrderEntrytransactions,theprogramimmediately:
UpdatesitemquantitiesinInventoryControl.
Updatesitemcostsforpostedshipments,ifyouselectedthe
optiontocostitemsduringpostingontheI/COptionsform.
CreatesG/Ltransactionsifyouareshippinggoodsandyou
selectedtheoptionontheI/COptionsformtocreatetransactions
duringposting(anddidnotselecttheoptionintheG/L
IntegrationformtocreatetransactionsusingtheCreateBatch
icon).
AddsprepaymentstoAccountsReceivablereceiptbatchesifyou
selectedtheoptionontheI/COptionsformtocreatetransactions
duringposting.
MaypostbatchesinAccountsReceivableifyoucreate
transactionsduringpostingandyoudonotusetheCreateBatch
icontopostA/Rbatches.
YoumustrunDayEndProcessingintheInventoryControlprogram
tocompletelyupdateyourOrderEntry,InventoryControl,and
AccountsReceivabledata.
DayEndProcessingperformsthefollowingtasks:
62
Activatesandpostsfutureordersthathavereachedtheirorder
date,andupdatesquantitiesonsalesorders.
Removesquoteswithexpirationdatesuptoandincludingthe
sessiondatefordayendprocessing.
Creating General Ledger Batches and Posting A/R Batches in Accounts Receivable
Calculatestheunitcostforeachitemonashipment,usingthe
itemscostingmethod,ifyouchosetheInventoryControloption
tocostitemsduringdayendprocessing.
CreatesabatchofGeneralLedgerjournalentriesforposted
shipments,ifyouchosetheOrderEntryoptiontocreategeneral
ledgerentriesduringdayendprocessing.
UpdatescostinginformationforLIFOandFIFOcosteditemsin
InventoryControl.
UpdatesInventoryControlwiththecostsofitemsreturned.
UpdatesstatisticsandhistoryinbothOrderEntryandInventory
Control.
Updatessalescommissions,ifyouselectedtheoptiontoTrack
Commissions.
CreatesandpostsabatchofAccountsReceivablesummary
invoicesandcreditnotesfrompostedOrderEntrytransactionsif
youdonotcreatetransactionsduringpostingandyoudonot
usetheCreateBatchiconinOrderEntrytopostA/RBatches.
CreatestheinvoiceandcreditnotepostingjournalsinOrder
Entryforthenewdayendsequencenumber.
ForinstructionsforrunningDayEndProcessinginInventory
Control,seeChapter7,DayEndandPeriodicProcessing,inthe
InventoryControlUserGuide.
Periodic
Processing
Creating General Ledger Batches and Posting A/R

Batches in Accounts Receivable
UsetheCreateBatchiconto:
Produceabatchofgeneralledgertransactions(orappendtoan
existinggeneralledgerbatch)fromtheshipmenttransactions
thatyoupostedinOrderEntry.
User Guide
63
Postabatchofaccountsreceivabletransactionscreatedfrom
invoices,creditnotes,anddebitnotetransactionsthatyou
postedinOrderEntry.
Youcanusethisicononlyifyoudonotusetheoptiontocreatethe
generalledgerbatchduringpostingordayendprocessing,anddo
notusetheoptiontoposttheAccountsReceivableinvoicebatch
duringpostingordayendprocessing.
If you do not use Sage Accpac General Ledger,orifyourSage
AccpacGeneralLedgersystemisatanotherlocation,OrderEntry
appendsitsgeneralledgertransactionstoafilecalledoegltran.csv,
whichcanbeimportedbyaSageAccpacGeneralLedgeratanother
siteortransferredtoanothergeneralledgerthatyouuse.Thefileis
inaCommaSeparatedValues(CSV)format,andiscreatedinthe
samedirectoryasyourcompanydatabase.
NotethatallgeneralledgertransactionsareplacedinthesameCSV
file,andthateachtimeOrderEntrycreatestransactionsitasks
whethertoaddtothefileorreplaceit.
Always append
YoushouldalwaysappendtotheCSVfile.Ifyouoverwriteit,you
willdestroyalltransactionsthatarealreadyinthefile.
Before you start
SelectOnRequestUsingCreateBatchIconandotheroptionson
theIntegrationtaboftheG/LIntegrationforminOrderEntry.
RunDayEndProcessingtoupdatethecompanysOrderEntry
data.
PrinttheG/LTransactionsreport,andthenfileitwithyouraudit
trailreports.(YoumustprintthereportbeforeusingtheCreate
Batchform.SeeChapter7,Reports,forinformationabout
printingtheG/LTransactionsreport.)
64
To create the general ledger batch:

1.
FromthePeriodicProcessingfolder,chooseCreateBatch.
2.
SelectCreateG/LBatchifyouarecreatingabatchoftransactions
forthegeneralledger.
3.
Typethedayendnumberassignedtothelastdayendrunfor
whichyouwanttocreatethegeneralledgerbatch,oracceptthe
displayednumber.
Whenyoucreatethegeneralledgerbatch,thelastdayend
numberprocessedisenteredintheG/LTransactionsGenerated
ThroughDayEndNumberfieldontheIntegrationtabofOrder
EntrysG/LIntegrationform.
4.
SelectPostA/RBatchestopostallinvoices,creditnotes,and
debitnotesintheAccountsReceivableprogram.
YoucanalsousePostBatchesintheAccountsReceivable
programtopostthetransactionscreatedbyOrderEntry.
5.
Tocreatethebatch,clickProcess.
Amessageappearstellingyouwhenprocessinghasfinished.
ClickClosetoclosethemessagebox.
IfyoudonotuseSageAccpacGeneralLedgerorifyourSage
AccpacGeneralLedgerisinadifferentdatabasefromOrder
Entry,importtheoegltran.csvfileintoyourgeneralledger,then
deletethefilefromtheOrderEntrydatabase.
PostthebatchinSageAccpacGeneralLedger,ifyouuseit.
User Guide
65
Periodic
Processing
After using
6.
Printing Periodic Reports
Printing Periodic Reports

ThissectiondescribestheOrderEntryreportsyoushouldprint
periodicallytoreportOrderEntryinformation.
YouchoosethefollowingiconsfromtheO/EReportsfoldertoprint
periodicreports:
Transaction List
Transactionlistsreportthedetailsofpostedorders,invoices,and
creditnotes.
Order Action
TheOrderActionreportshowsthestatusofoutstandingorders
(ordersthathavenotyetbeenfullyinvoiced).
Aged Orders
TheAgedOrdersreportlistsoutstandingordersbyorderdate.
Invoice Action
TheInvoiceActionreportshowswhetherordershavebeenpartially
orfullyinvoiced,andprintsoutstandingamounts.
Salesperson
Commissions
TheSalespersonCommissionreportshowsallcommissiondata
accumulatedsincethedatawaslastcleared.
Sales History
TheSalesHistoryreportshowsordersales,returns,costs,and
marginfigures.
Sales Statistics
TheSalesStatisticsreportshowsaccumulatedorderentrystatistics
forthecurrentperiodandforpriorperiodsthathavenotbeen
cleared.
G/L Transactions
TheG/LTransactionsreportliststhegeneralledgertransactions
createdfromallshipmentspostedinOrderEntrysincethelasttime
youcreatedthegeneralledgerbatch.
66
Clearing History
SeeChapter7,Reports,forfurtherinformationaboutthese
reports.
Clearing History
UsetheClearHistoryformtoselectivelyclear(delete)datayouno
longerwanttokeepinyourOrderEntrysystem.Therearefivetypes
ofdatayoucanclearusingthisform:
Transactionhistory(alltheinformationfromcompletedorders,
invoices,andcreditnotes).
Saleshistory(itemandcustomersalesbyperiod).
Salesstatistics(totalsandhighandlowamountsbyperiod).
Salespersoncommissions(commissionsaccumulatedsincethe
lasttimedatawascleared).
Printedpostingjournals(transactionsfrominvoices,credit/debit
notes,andshipmentswhichwillbepostedbyAccounts
Receivabletogeneralledgeraccounts,listedbydayend
number).
Youcanclearoneormoretypesofdataatthesametime.
Clearing
determines the
salesperson
commission period
Note: Salespersoncommissionfiguresareaccumulatedfor
eachsalespersonuntiltheyaresetbacktozerobytheClear
Historyform.
1.
RunDayEndProcessingtoupdateallcommissions.
2.
PrinttheSalespersonCommissionreport.
3.
Clearsalespersoncommissiondatasoyoucanbegin
accumulatingdataonceagain.
User Guide
Periodic
Processing
Attheendofeachcommissionperiod,youmustperformthe
followingtasks:
67
Clearing History
Ifyouuseincreasingcommissionratesforincreasingsalesamounts
ineachperiod,makesurethatyouprintandclearsalesperson
commissionspromptlyatperiodend,orthecommissioncalculations
willnotbecorrect.
Before you start
Before clearing
transaction history
Postalloutstandingorders,invoices,andcreditnotesthatcould
affectrecordsyouwanttoclear.
Printallinvoicesandcreditnotes.
RunDayEndProcessinginInventoryControltoupdate
transactionsandstatisticsthatcouldaffectrecordsyouwantto
clear.
Printreportsofthedatayouwanttoclear.Forexample:
Printtheorder,invoice,andcreditnotelistsforthe
transactionsyouplantoclear.
Whenyouprintthereports,sortbytransactionnumber,and
specifytransactionswithdatesuptoandincludingthedate
throughwhichyouareclearing.NotethatOrderEntrydoes
notusethetransactiondatetodeterminewhichtransactions
arecleared;itusesthedateonwhichyouranDayEnd
Processingaftercompletingthetransaction.
Before clearing
sales history
PrinttheSalesHistoryreport.
Entertheyearandperioduptowhichyouareclearingin
theTofield,andthenselecttherangeofcustomernumbers
oritemnumbersforwhichyouwillclearstatistics.
Before clearing
statistics
PrinttheSalesStatisticsreport.
Entertheyearandperioduptowhichyouareclearingin
theTofield.
68
Clearing History
Before clearing
salesperson
commissions
Before clearing
posting journals
PrinttheSalespersonCommissionsreport.
Onceyouclearsalespersoncommissiondata,OrderEntry
startscalculatingcommissionsforthenewcommission
period.
Foreachpostingjournalyouwanttoclear,printacopy.
Makesureyouselecttherangeofdayendnumbersyou
plantoclear.IfyouusetheCreateBatchicontocreatethe
generalledgerbatch,printtheG/LTransactionsreportfor
thejournals.NotethatyoumustprinttheG/LTransactions
reportbeforeyouusetheCreateBatchicon.
To clear history:
1.
ChooseClearHistoryfromtheO/EPeriodicProcessingfolder.
WhenyouselectalltheoptionsontheClearHistoryform,it
lookslikethis:
Toclearorders,invoices,andcreditnotes,selecttheTransaction
Historyoption,thenenterthedatethroughwhichtocleardata.
OrderEntryclearstheorders,invoices,andcreditnotesthat
werecompleteduptoandincludingthedateyouspecify.
3.
Toclearsaleshistory,selecttheSalesHistoryoption,andthen:
a.
Selecttheyearandperiodthroughwhichtocleardata.
User Guide
69
Periodic
Processing
2.
Clearing History
b. SelectcustomernumbersoritemnumbersintheSelectBy
fieldandentertherangeofnumbers.
OrderEntryclearshistoryforthepreviousperiodsinthe
specifiedyearandforallperiodsinpreviousyears.
4.
Toclearsalesstatistics,selecttheSalesStatisticsoption,andthen
entertheyearandperiodthroughwhichtoclearstatistics.
OrderEntryclearsstatisticsforthepreviousperiodsinthe
specifiedyearandforallperiodsinpreviousyears.
5.
Toclearsalespersoncommissionsafterprintingthecommission
reportattheendofthecommissionperiod,selecttheSales
personCommissionsoption,andthenentertherangeof
salespeopleforwhomyouwanttoclearthedata.
OrderEntryclearsalldatafortherangeofsalespeopleyou
specify.
6.
Toclearpostingjournals,selectthePrintedPostingJournals
option,andthen:
a.
Selectthetypeofpostingjournalyouwanttoclear.
b. IntheThroughDayEndNumberfield,enterthedayend
numberthroughwhichyouwanttoclear.
ClearHistoryclearsthepostingdataforalltransactionswitha
dayendnumberuptotheoneyouspecified,providedthatyou
printedthejournal.
7.
Whenready,clickProcesstoclearthespecifiedinformation.
8.
Repeattheabovestepsforotherrangesofrecordsfromwhich
youwishtoclearhistory.
Whenfinished,clickClosetoclosetheform.
610
Chapter 7
Reports
StandardReportFeatures
....................................................... 71
PrintingReports................................................................ 72
AgedOrders ................................................................... 73
CreditNotesandDebitNotes
EmailMessages
G/LIntegration
................................................... 75
............................................................... 76
................................................................ 77
G/LTransactions ............................................................... 77
InvoiceAction
................................................................. 79
Invoices ...................................................................... 710

MiscellaneousCharges......................................................... 712
OptionalFields................................................................ 713
Options
...................................................................... 713
OrderAction.................................................................. 714
OrderConfirmations
.......................................................... 715
PickingSlips .................................................................. 717

PostingJournals ............................................................... 720
Quotes
....................................................................... 721
SalesHistory .................................................................. 723

SalesStatistics................................................................. 724
SalespersonCommissions ...................................................... 724
ShipViaCodes
............................................................... 725
ShippingLabels ............................................................... 725

Templates
.................................................................... 726
TransactionList ............................................................... 727
7i
Reports
User Guide
Chapter 7
Reports
ThischapterdescribesthereportsyoucanprintfromSageAccpac
OrderEntry.Theinformationforeachreportincludesadescription
ofthereportspurposeandinstructionsonwhenandhowtoprint.
Forsomereports,thechapterdescribesoptionsyoucanselect,report
featuresorcontents,otherreportsyoucanprintfromthesame
reportform,andinformationthatappearsonreportsina
multicurrencyOrderEntrysystem.
Standard Report Features

AllOrderEntryreportsinclude:
Report contents
Dateandtimethereportwasprinted(thesystemdate,notthe
oneyouenteredwhenyoustartedSageAccpacERP).
Reporttitle.
Companyname,asenteredinthecompanyprofile.
Pagenumber.
Selectioncriteriaforthereport,ifapplicable.
YoucanincludeoptionalfieldinformationwhenprintingPosting
Journalsreports,MiscellaneousChargesreports,andTransaction
Listreports.
Somereportssupportthesave/restoresettingsfeature,witha
Settingsmenuthatincludes:SaveSettingsasDefaults,andClear
SavedSettings.
71
Reports
User Guide
Printing Reports
Printing Reports
Report sizes and
printer
requirements
Allreportsfitonan8x11,orA4sizelaserprintedpage.Most
reportsareprintedinlandscape(wide)orientation,butsomeuse
portrait(long)orientation.
Print destination
Youcanprintreportstoaprinter,toafile,toyourscreen,ortoan
emailmessage.Thesystemupdatesthereportstatustoprinted
afterprintingtoanyprintdestination.
Tospecifytheprintdestination,choosePrintDestinationfromthe
FilemenuontheSageAccpaccompanydesktopandthenselecta
destinationtowhichyouwantreportsprinted.
Paper.Setyourprintoptionstomatchyourprinter:
Report Paper Size. Selectthisoptionifyouusealaserprinter

andwanttoprinteachreportusingitspredefinedpapersize
(numberoflinesperpage).
Donotselectthisoptionifyouuseadotmatrixprinterorifyou
wanttoselectthepapersizebeforeprintingeachreport.
72
Report Orientation. Selectthisoptionifyouusealaserprinter

orothertypeofprinterthatcanprintinlandscapeandin
portrait.Thischoiceensuresthereportwillbeprintedinits
intendedorientation,evenifanotherorientationisspecifiedin
theWindowsControlPanel.
Aged Orders
Donotselectthisoptionifyouuseacontinuousfeedprinter.
Use A4 in Place of Letter. SelectthisoptionifyouuseA4paper

(Europeanpapersize)insteadoftheNorthAmericanlettersize.
Default Paper Size.Thissettingworkswithreportsthatare

availableinletterandlegalpaperwidths.
Clearing posting
journals
Somereportsmustbeprintedbeforeyoucanperformotherstepsin
theprogram.Forexample,youmustprintacopyofeachposting
journal,usinganyprintdestination,beforeyoucanclearthedatafor
thejournalinClearHistory.
Security
permissions and
report availability
Thenumberofreporticonsavailableonthecompanydesktop
dependsonthesecuritypermissionsyouhavebeengranted.For
informationaboutthesecuritypermissionsinOrderEntry,see
AppendixCinthisguide.
Further
information
Forinformationaboutsettinguporselectingprinters,seetheSystem
ManagerUserGuide.
Aged Orders
Thisreportprovidesalistofallincompleteordersandtheirrelative
agesinthesystem.Thereportallowsyoutoquicklyspotandacton
ordersthathavebeenoutstandingforalongtime.
Youcanlistallorarangeofordersbyordernumber,customer
number,orcurrency,inamulticurrencysystem.Youcanselectthree
agingcategories.Afourthcolumnshowsordersthathavebeen
outstandingformorethanthenumberofdaysinthelastaging
category.
When to print
Printthereportperiodicallytoidentifyordersthathavenotbeen
filled.
73
Reports
User Guide
Aged Orders
How to print
ChooseAgedOrdersintheO/EReportsfolderandthenspecifythe
followinginformation:
Thedateasofwhichyouwantordersaged.
AllordersolderthantheAgedAsOfdatefallintooneofthe
agingperiods.OrdersthataremorerecentthantheAgedAsOf
date(anduptotheCutoffDate)appearintheCurrentcolumn.
Aged As Of
Date
over 90
days
61 to 90
days
31 to 60
days
1 to 30
days
Cutoff
Date
Current
Orders
Order dates before the Aged As Of date
Multicurrency
accounting
74
TheCutoffDate(thedateofthemostrecentorderyouwant
listed).Thereportdoesnotlistorderswithadocumentdatelater
thanthisdate.Ifyoudonotwanttolistanycurrentorders,enter
thesamedateintheAgedAsOfandCutoffDatefields.
Thesortingorderforthereport:byordernumber,customer
number,orcurrencycode(inamulticurrencysystem).
Rangesofordernumbers,customernumbers,andcurrenciesto
includeonthereport.
Numberofdaysineachreportagingperiod.Thedefaultaging
periodsaredefinedintheO/EOptionsform.
Whethertoprintamountsinthecustomercurrencyorinthe
functionalcurrency.
Whatextrainformationtoinclude:invoiceinformation,contact
nameandphonenumber,orspaceforcomments.

OrderEntryscreditnotesanddebitnotesletyoushowcustomers
thedetailsofsalesreturnsandothercreditsanddebitspostedto
theiraccountsusingtheCredit/DebitNoteEntryform.
Keep Transaction
History option
Ifyoudonotkeeptransactionhistory,OrderEntrydeletes
informationforprintedcreditnotesanddebitnoteswhenyourun
DayEndProcessinginInventoryControlsoyouwillnotbeable
toreprintcreditnotes.
How to print
ChooseCredit/DebitNotesfromtheO/EFormsfoldertoprintallor
arangeofcreditnotesordebitnotes.
Youcanalsoprintanindividualcreditnoteordebitnote
immediatelyafterpostingacreditnoteordebitnote.OrderEntry
askswhetheryouwanttoprintthecreditnoteordebitnotewhenit
displaysthePostingcompletedmessage.
OrderEntryletsyouchooseadeliverymethodforthedebitnoteor
creditnote:
ChoosePrintDestinationtoprinttoyourusualprintdestination.
ChooseCustomertousethedeliverymethodspecifiedforthe
customerinAccountsReceivable.
IfthecustomersdeliverymethodisEmailorContactEmail,
theprogramsendsthecreditnoteordebitnotetotheemail
addressspecifiedinthecustomerrecord,ratherthantoaprinter.
YoucanspecifytheIDforthemessagethatyouwanttosend
withthecreditnoteordebitnote.
emailmessageforcreditnotesordebitnotes,clicktheZoom
buttonfortheMessageIDfield.
Options
Youcanprinteithercreditnotesordebitnotesatonetime.
75
Reports
User Guide
E-mail Messages
YoucanselecttheoptionIncludeCredit[Debit]NotesAlready
Printedtoprintallcreditnotesordebitnotesintherange,or
cleartheoptiontoprintonlythoseyouhavenotalreadyprinted.
SelecttheCustomFormoptionifthereportform(xxxxxx.RPT)
doesnotusethereportselectioncriteriasentbythecredit/debit
noteprintprogram.(Donotselectthisoptionunlessyouknow
thatyourcustomizedcredit/debitnoteformrequiresit.)
Choosewhetheryouneedtoprintkitcomponents(ifanykitsare
listedontheorder).
Choosewhetheryouneedtoprintbillsofmaterialcomponents
(ifanyitemsareassembledfrombillsofmaterial).
OrderEntrycomeswithtwostandardcreditnoteforms:
OECRN01.RPTprintsacompletecreditnoteonalaserorinkjet
printer(includingheadings,lines,andboxes),andOECRN02.RPT
printscreditnoteinformationonly(forpreprintedstock).
Unit Price column
on printed forms
may not match the
data entry screen.
Note: TheUnitPricecolumnprintedoncreditordebitnotes
iscalculatedbydividingtheextendedpricebythequantity
returnedwhetherpricingbyquantityorbyweight.When
pricingbyweight(andwhentheorderunitofmeasureis
notthepricingunitofmeasure),theprintedunitpricemay
notmatchtheunitpriceonthetransactionentryform.
SeeAppendixDinthisguideformoreinformationonusing
differentOrderEntryforms.
E-mail Messages
TheEmailMessagesreportliststhestandardemailmessagesyou
createdtosendwithemailedquotes,orderconfirmations,invoices,
creditnotes,anddebitnotes.
Thereportincludesthetypeoftransactionassociatedwiththe
message,themessageIDanddescription,andthemessagetext.
76
G/L Integration
When to print
Printthisreportwheneveryouadd,modify,ordeleteemail
messages.
How to print
ChooseEmailMessagesintheO/EReportsfolder,orchooseFile,
PrintfromtheEmailMessagessetupform,andthenclickPrint.
G/L Integration
TheG/LIntegrationreportliststheselectedoptionsandother
informationyouenteredintheG/LIntegrationformtospecifyhow
yourOrderEntrysystemsendstransactionstoGeneralLedger.
When to print
Printthereportbeforeandafterchangingoptions.
How to print
DoubleclicktheG/LIntegrationiconintheO/EReportsfolder,or
chooseFile,PrintfromtheG/LIntegrationform.
Features
Thereportdisplays:
Generalledgerintegrationoptions.
InformationtransferredfromsourcetransactionfieldstoG/L
transactionfields(fordescription,referenceandcomment
fields).
G/L Transactions
TheG/LTransactionsreportisalistofthegeneralledger
transactionscreatedfrompostedOrderEntryshipmenttransactions.
Youcanprintdetailedorsummaryversionsofthereport.
Thelevelofdetailfortransactionsonthedetailedreportdependson
yourchoicesontheIntegrationtaboftheOptionsform.Forexample,
ifyouchooseConsolidatebyAccountandFiscalPeriod,thereport
showsatotalforeachgeneralledgeraccountandfiscalperiod.If
youchooseDoNotConsolidate,thereportshowsfulldetailsfor
eachtransaction.
77
Reports
User Guide
G/L Transactions
Thesummaryreportlistsonetotalforeachaccountnumber.
When to print
PrintthisreportbeforeorafterusingtheCreateBatchesform,or
beforeyouclearprintedpostingjournalsusingtheClearHistory
form.Notethatonceyouclearprintedpostingjournals,youcanno
longerprintthosetransactionsontheG/LTransactionsreport.
How to print
ChoosetheG/LTransactionsiconfromtheO/EReportsfolder,and
thenmakeyourselectionsinthefollowingfields:
Through Posting Sequence. Enterthepostingsequenceuptoand
includingthesequenceforwhichyouwanttolisttransactions.The
latestpostingsequencenumberisdisplayedbydefaultinthisfield.
Youcanenterearlierpostingsequencenumbersifyouwish.
Report Format. SelectDetailorSummary.
Sort By. Ifyouchoosethedetailedreportformat,specifytheorderin
whichtolistthetransactionsonthereport.Thechoicesareby
generalledgeraccountnumber,orbyyearandperiod.
Report Currency. Ifyouusemulticurrencyaccounting,specify
whethertoprintamountsineachcustomerscurrency(source)orin
thefunctionalcurrency.
Features
Thedetailedreportincludesthefollowinginformation:
Thesourcecodeassignedduringpostingtoidentifydifferent
typesoftransactions.OrderEntrysourcecodesare:
OECO (O/EConsolidatedEntry)
OEIN (O/EInvoices)
OESH (O/EShipments)
78
TheinformationintheReferenceandDescriptioncolumns
dependsonyourchoicesontheG/LIntegrationform.
Totalbysortingoption.
Invoice Action
Invoice Action
Thisreportletsyoufindoutwhethershipmentshavebeenpartially
orfullyinvoicedandprintthecurrentamountsremainingtobe
invoiced.Thisreportensuresthatallproductshippedtocustomers
isproperlyinvoicedinatimelymanner.
Notethatthisreportdoesnotapplytojobrelatedordersthatuse
projectinvoicing.Thisisbecauseafterpostingashipmentforajob
relatedorderthatusesprojectinvoicing,thatdocumentismarked
completed,andcanneverbeinvoicedinOrderEntry.
When to print
Wheneveryouwanttoseeiforders/shipmentshavebeeninvoiced.
How to print
ChooseInvoiceActionintheO/EReportsfolderandthenspecifythe
Whethertoprintadetailreportorasummaryreport.
Themainselectionmethodandsortingorderforthereportby
ordernumberorshipmentnumberandtherangeoforder
numbersorshipmentnumberstoincludeonthereport.
Ifyouselectbyshipment,youchoosetherangeofshipments
and,optionally,arangeofcustomersorsalespeople.
Ifyouselectbyorder,youchoosetherangeofordersand,
optionally,arangeofcustomersorsalespeople.However,
youcanalsochoosethestatusoftheordersprinted,which
involveschoosingfromavarietyofshipmentstatusesand
invoicingstatuses.
Thesecondarysortingorderbycustomernumberorprimary
salespersonandtherangeofcustomernumbersorprimary
salespeople.
Therangeoforderdatesorshipmentdatestoincludeonthe
report(dependingonwhetheryouareselectingordersor
shipments).
79
Reports
User Guide
Invoices
Ifyouareselectingbyordernumber,choosethetypeoforder
thatyouwanttoinclude:
FullyShipped,PartiallyInvoiced.Thischoiceincludes
ordersthathavebeenfullyshipped,wheresome,butnotall,
oftheshipmentshavebeeninvoiced.
FullyShipped,Notinvoiced.Thischoiceincludesonlyfully
shippedorderswherenoinvoiceshavebeenissued.
PartiallyShipped,PartiallyInvoiced.Thischoiceprints
ordersthathavebeenpartiallyshipped,wheresomebutnot
alloftheshipmentshavebeeninvoiced.
PartiallyShipped,NotInvoiced.Thischoiceincludesall
ordersthathavebeenpartiallyshipped,wherenoneofthose
shipmentshavebeeninvoiced.
FullyShipped,FullyInvoiced.Thischoiceprintsallorders
thathavebeenfullyshipped,andallshipmentsthathave
beeninvoiced.
WithShipmentsUninvoiced.Thischoiceprintsallorders
thathaveshipmentsthathavenotbeeninvoiced.
Ifyouhaveamulticurrencysystem,choosewhethertoprint
amountsinthecustomercurrencyoryourfunctionalcurrency.
IfyouusetheProjectandJobCostingmodule,choosewhether
toprintcontract,project,andcategoryinformationfordetails.
Invoices
Aninvoiceisadetailedbillforitemspurchasedandshippedby
OrderEntry.
Keep Transaction
History option
710
informationforprintedinvoiceswhenyourunDayEndProcessing
inInventoryControlsoyouwillnotbeabletoreprintinvoices.
Invoices
How to print
ChooseInvoicesfromtheO/EFormsfoldertoselectallorarangeof
invoices.Youcanalsoprintindividualinvoicesimmediatelyafter
postingthem.(OrderEntryaskswhetheryouwanttoprintthe
invoicewhenitdisplaysthePostingcompletedmessage.)
OrderEntryletsyouchooseadeliverymethodforinvoiceprinting:
theprogramsendstheinvoicetotheemailaddressspecified
inthecustomerrecord,ratherthantoaprinter.Youcanspecify
theIDforthemessagethatyouwanttosendwiththeinvoice.
MessageIDfield.
Options
YoucanselecttheoptionIncludeInvoicesAlreadyPrintedto
printallinvoicesintherange,orleavetheoptioncleartoprint
onlythoseinvoicesthathavenotbeenprinted.
Youcanalsoindicatewhetheryouneedshippinglabels.
Choosewhetheryouwanttoincludebackorderedquantitieson
theinvoice.
SelecttheCustomFormoptioniftheinvoiceform(xxxxxx.RPT)
doesnotusethereportselectioncriteriasentbytheInvoices
programform.(Donotselectthisoptionunlessyouknowthat
yourcustomizedinvoiceformrequiresit.)
listedontheinvoice).
711
Reports
User Guide
Features
Unit Price column

on printed invoices
may not match the
data entry screen.
OrderEntrycomeswithfive8x11invoicereportforms:
OEINV01.RPTprintsacompleteinvoiceform(including
headingsandlines)onalaserorinkjetprinter.Thisformuses
datapipefields.
OEINV02.RPTprintsonlytheinvoiceinformationon
preprintedstock.Thisformusesdatapipefields.
OEINV03.RPTprintsacompleteinvoiceform(including
headingsandlines)onanInternetform.
OEINV04.RPTprintsanondatapipeinvoiceform(including
headingsandlines)onalaserorinkjetprinter.
OEINV05.RPTprintsanondatapipeinvoiceformon
preprintedstock.
Note: TheUnitPricecolumnprintedoninvoicesis
calculatedbydividingtheextendedpricebythequantity
shippedwhetherpricingbyquantityorbyweight.When
Miscellaneouschargesarethechargesaddedtoinvoicesandcredit
notesforcostsotherthanforitemspurchasedandreturned.For
example,miscellaneouschargescanbesetupforpostage,shipping,
handling,andrestocking.
Youcanincludejobrelatedinformationaswellasoptionalfields
informationinMiscellaneousChargesreports.
712
Optional Fields
When to print
Printthereportwheneveryouchangemiscellaneouscharges
information.
How to print
ChooseMiscellaneousChargesintheO/EReportsfolder,orchoose
File,PrintfromtheMiscellaneousChargesform,andthenselect:
Theorderinwhichyouwantthereportprinted(by
miscellaneouschargeorbycurrency,ifyouhavea
multicurrencysystem).
Therangeofmiscellaneouschargecodes.
Therangeofcurrencycodes,ifyouuseamulticurrencyledger.
Whetheryouwanttoincludetheextendedcostandjobrelated
expenseandclearingaccountsforjobrelatedmiscellaneous
charges.
Whethertoincludeoptionalfieldinformation.
Optional Fields
ThisreportdisplaysalltheoptionalfieldsyouassignedtoOrder
Entry,withtheirnames,descriptions,values,andwhethertheycan
beautoinserted.
When to print
Printandfilethereportwheneveryouchangeoptionalfieldsforthe
OrderEntrysystem.
How to print
ChooseOptionalFieldsintheO/EReportsfolder,orchooseFile,
PrintfromtheOptionalFieldsform,andthenclickPrint.
ChoosetheShowSettingsoptiontoprintthesettingsforeach
optionalfieldonthereport.(Thesettingsspecifytheaccountsto
whichoptionalfieldswillbepassedandwhetheroptionalfieldswill
bepassedtoProjectandJobCosting.)
713
Reports
User Guide
Options
Options
Thisreportdocumentstheinformationandoptionsyouentered
whenyousetupyourOrderEntrysystem,orwhenyouchangedthe
informationusingtheOptionsform.
When to print
Printandfilethereportwheneveryouchangecompanyoptionsfor
theorderentrysystem.
How to print
ChooseOptionsintheO/EReportsfolder,orchooseFile,Printfrom
theOptionsform,andthenclickPrint.
Order Action
Thisreportlistscurrentorders.TheOrderActionreportoptions
allowyoutoproduceawidevarietyofreports.
When to print
Whenyouneedtoreviewactiveorderstoseewhathasbeendone
withthem,orneedstobedone.
How to print
ChooseOrderActionintheO/EReportsfolderandthenspecifythe
714
Whethertoprintadetailreportorasummaryreport.
Thesortingorderforthereport:byordernumber,customer
number,orprimarysalespersonnumber.
Rangesofordernumbers,customernumbers,orprimary
salespersonnumberstoincludeonthereport.Therangeof
expectedshipdates(fororders)toincludeonthereport.
Therangeofexpectedshipdates(fororders)toincludeonthe
report.
Whethertoincludeallorders,ordersentereddirectly,ororders
enteredviatheInternet.
Order Confirmations
Thetypesoforderstoinclude:allorders,ordersnevershipped,
orderspartiallyshipped,ordersneverorpartiallyshipped,or
ordersonhold.
Theprintstatusoforderstoinclude:allstatuses,posted(nothing
printed),confirmationprinted,orpickingslipprinted.
Ifyoushipgoodsfromanorderandprintthepickingslipafter
postingfromtheOrderEntryform,onlytheshipmentwillhave
theprintstatussettoPickingSlipPrinted,nottheorder.
Dynamic reports
Theitemstatusoforderstoinclude:completedwithno
shipments,incomplete,someitemsavailableforshipment,all
itemsavailableforshipment,oritemsoutofstock.
Whethertoprintpricesandtotalorderamountsinthecustomer
currencyorinthefunctionalcurrency(fordetailreportsin
multicurrencyledgersonly).
Whethertoincludejobdetails(ifyouusetheProjectandJob
Costingmodule).
Note: YoucanusetheOEORDACT.VBAmacrotogenerate
adynamicreport,choosingthefieldsyouwanttoappearon
thereportasneeded.SeeAppendixDinthisguideformore
information.
Order Confirmations
Beforecompletingandinvoicinganorder,youcanprintandsend
customersanorderconfirmationthatacknowledgesreceiptofthe
orderandconfirmsthecontents.
How to print
ChooseOrderConfirmationsfromtheO/EFormsfoldertoprintall
orarangeofconfirmations.
Youcanalsoprintindividualorderconfirmationsimmediatelyafter
postingordersfromtheOrderEntryform.(OrderEntryasks
715
Reports
User Guide
Order Confirmations
whetheryouwanttoprinttheorderconfirmationwhenitdisplays
thePostingcompletedmessage.)
OrderEntryletsyouchooseadeliverymethodfortheorder
confirmations:
theprogramsendstheorderconfirmationtotheemailaddress
specifiedinthecustomerrecord,ratherthantoaprinter.You
canspecifytheIDforthemessagethatyouwanttosendwith
theorderconfirmation.
Options
Youcanprintallorderconfirmationsintherangeyouselectedby
selectingtheoptionIncludeConfirmationsAlreadyPrinted,orlimit
printingtothosethathavenotbeenprintedbyclearingthisoption.
Youcanalsoindicatewhethershippinglabelsarerequiredforthe
order.
IfyouareprintingfromtheOrderConfirmationsform,youcan:
716
Selectarangeoforders.
Choosewhetheryouwanttoreprintconfirmations.
Choosewhetheryouneedshippinglabels.
SelecttheCustomFormoptioniftheorderconfirmation
(xxxxxx.RPT)doesnotusethereportselectioncriteriasentby
thisorderconfirmationprintform.(Donotselectthisoption
unlessyouknowthatyourcustomizedorderconfirmationform
requiresit.)
Picking Slips
Features
listedontheorder).
Choosewhetheryouwanttoprintorderconfirmationsfor
ordersthatareonhold,orrestrictprintingtoordersthatcanbe
shipped.
SageAccpacOrderEntrycomeswithtwoorderconfirmationforms:
OECONF01.RPTprintsacompleteconfirmation(includinglinesand
borders)onalaserorinkjetprinter,andOECONF02.RPTprints
orderinformationonpreprintedstock.
OECONF03.RPT,anorderacknowledgementform,isalso
shippedwithSageAccpacOrderEntryandisusedby
iConnectSalesOrdersforInternetorders.
Unit Price column

on confirmatons
may not match the
data entry screen.
Note: TheUnitPricecolumnprintedonorderconfirmatons
iscalculatedbydividingtheextendedpricebythequantity
orderedwhetherpricingbyquantityorbyweight.When
Picking Slips
Youcanprintpickingslipsthatyourwarehouseorshipping
departmentcanusetolocateorderitemsandchecktheavailability
ofinventory.Youcansortitemsonpickingslipsbypickingsequence
(usuallythelocationofgoodsinyourwarehouse),itemnumber,or
orderlinenumber.
717
Reports
User Guide
Picking Slips
Youcanalsoprintmultiplepickingslipsperorderorshipmentif
yourorder/shipmentdetailsincludegoodsfromdifferentlocations.
Selectallorarangeofordersorshipmentsandlocationsforwhich
toprintpickingslips.Youcanlimitprintingtothosethathavenot
beenprinted,orprintallpickingslipsintherangeyouselected.
Dependingonwhetheryouareprintingpickingslipsforordersor
shipments,pickingslipswillshowthenumberofitemsthatare
currentlyonorder(theoriginalamountminusthequantityshipped)
orthenumberfortheparticularshipment.
changed.
Toupdatethestatusfororders,posttheorderbutdonot
printthepickingslip.Instead,gototheO/EFormsfolder,
choosePickingSlips,selecttheformyouwant,andchange
theSelectByfieldtoOrderNumber.Printthepickingslip,
andthestatuswillbecorrectlyupdated.
How to print
718
ChoosePickingSlipsfromtheO/EFormsfolder,andthen:
Selectthereportthatcorrespondstothepickingslipthatyou
wanttoprint.Thereportfilethatyouusedlastappearsby
default.
Choosewhetheryouareprintingpickingslipsforarangeof
postedordersorforpostedshipments.
Selectwhetheryouwantitemdetailslistedoneachpickingslip
bypickingsequence,itemnumber,ororder/shipmentline
number.
Specifytherangeoforders/shipmentsforwhichyouwant
pickingslipsprinted.
Picking Slips
Specifytherangeoflocationsforwhichyouwantslipsprinted.
OrderEntryusesthedefaultlocationenteredintheorderor
shipmentheadertodeterminethelocationnotthelocations
enteredforindividualdetaillines.
Specifywhetheryouwanttoreprintpickingslipsthathave
alreadybeenprinted.
Ifyouhavealreadyshippedsomegoodsonanorderandwant
toprintanewpickingslip,selecttheordernumberandselect
theoption,IncludePickingSlipsAlreadyPrinted.
Features
Choosewhetheryouwillneedtoprintshippinglabelsforthe
orders/shipmentsbeingpicked.
listedontheordersorshipments).
OrderEntrycomeswithfourpickingslipforms:
Twoformsareforprintingpickingslipsfororders,andtwoare
forprintingpickingslipsforshipments:
Forprintingorders:
OEPICKORDER1Aplainpaperpickingslip(prints
boxes,linesandborders).
OEPICKORDER2Apickingslipforpreprintedforms.
Forprintingshipments:
OEPICKSHIPMENT1Aplainpaperpickingslip.
OEPICKSHIPMENT2Apickingslipforpreprinted
forms.
ThesampleOrderEntrypickingslipslistalltheitemsand
miscellaneouschargesonanorderorshipment,togetherwith
719
Reports
User Guide
Posting Journals
anyinstructionsthatwereenteredeitherwithdetaillinesorfor
theorderitself.Thesampleslipsalsoincludethenameand
addressofboththecompanyandcustomer.
Youcanincludeotherinformationonpickingslips,depending
onthereportfilesyouusetoprintthem.
Posting Journals
TheShipment,Invoice,andCredit/DebitNotePostingJournalsare
partofyouraudittrail.Printthepostingjournalsattheendofeach
day,aspartofyourdayendprocedure.Youcancleartheposting
fileafterprintingthereport.
TheShipmentsPostingJournallistsallshipmentsfortherangeof
dayendnumbersyouspecify.TheInvoicePostingJournallistsall
invoicesissuedtocustomersfortherangeofdayendnumbersyou
specify.TheCredit/DebitNotePostingJournallistscreditnotes
issuedtocustomersforreturnedgoods,andothercredits.
Youcanincludesalessplits,taxinformation,andoptionalfieldsin
postingjournals.YoucanalsoincludeAccountsReceivableaudit
informationwithinvoiceinformationtohelpyoumatchpostingsin
OrderEntrytoAccountsReceivabletransactions.
Multicurrency
Apostingjournalfromamulticurrencysystemliststhecustomers
currencycodeforeachinvoice,alongwiththeexchangerate,
exchangeratetype,andexchangeratedate.Thejournalprints
amountsinbothsourceandfunctionalcurrencies.
Thefinalpageofthereportincludestotalsforeachsourcecurrency,
andageneralledgersummaryinbothsourceandfunctional
currencies.
When to print
720
Printregularly(dailyorweekly).Thisisthedetailedrecordofall
transactionsarisingfromparticularinvoices,credit/debitnotes,and
shipmentsthatwillbepostedtothegeneralledgerfromAccounts
Receivable.
Quotes
How to print
ChoosePostingJournalsintheO/EReportsfolder,andthen
selectShipments,Invoices,orCreditNotes.
Specifytherangeofdayendnumbersforwhichyouare
printingthereport.
Selecttheorderinwhichyouwantthetransactionstoappear.
Choosetoincludesalessplitinformation,ataxsummary,
AccountsReceivableauditinformation(forinvoices),tax
reportinginformation,journalsthatyouprintedpreviously,
optionalfields,or,ifyouuseProjectandJobCosting,jobdetails.
Forshipmentsandinvoices,choosewhethertoprintthejournal
on8x11,A4,or8x14paper.
Quotes
Aquoteisadetailedreportonitemsacustomerisinterestedin
purchasing.OrderEntryprovidesastandard8x11layoutthat
youcanuseasis,orchangetosuityourneeds.
Note: Quotesaredeletedautomaticallyaftertheirexpiry
date.
When to print
Immediatelyafterpostingaquoteforacustomer,orbeforeDayEnd
Processingonthequotesexpirydate.
How to print
ChooseQuotesintheO/EFormsfoldertoprintallorarangeof
quotes.Youcanalsoprintindividualquotesimmediatelyafter
postingthem.(OrderEntryaskswhetheryouwanttoprintthequote
whenitdisplaysthePostingcompletedmessage.)
Youcanprintallquotesfromtheordersintherangeyouselectedby
selectingtheoptionIncludeQuotesAlreadyPrinted,orlimit
printingtothosethathavenotbeenprintedbyclearingthisoption.
721
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User Guide
Quotes
OrderEntryletsyouchooseadeliverymethodforquotes:
theprogramsendsthequotetotheemailaddressspecifiedin
thecustomerrecord,ratherthantoaprinter.Youcanspecifythe
IDforthemessagethatyouwanttosendwiththequote.
MessageIDfield.
Specifywhetheryouwanttoreprintquotesthathavealready
beenprinted.
SelectCustomFormonlyifyouhaveaspecialquoteformthat
doesnotusethereportselectioncriteriasentbythisprintform.
SelectPrintKitComponentItemstoprintallofthecomponents
inkitassembliesonthequoteform.
SelectPrintBillsofMaterialComponentItemstoprintallofthe
componentsinassembliesthataremanufacturedfrombillsof
materialonthequoteform.
Unit Price column
on printed quotes
may not match the
data entry screen.
722
Note: TheUnitPricecolumnprintedonquotesiscalculated
bydividingtheextendedpricebythequantityordered
whetherpricingbyquantityorbyweight.Whenpricingby
weight(andwhentheorderunitofmeasureisnotthe
pricingunitofmeasure),theprintedunitpricemaynot
matchtheunitpriceonthetransactionentryform.
Sales History
Sales History
Thisreportprovidesasummaryordetailedreportofsalestotalsby
customer,inventoryitem,orprimarysalesperson.Thereportcanbe
usedasasalesjournal,torecordsalesstaffperformancebyterritory
orlocation,andtoindicatethestrengthsandweaknessesin
companysales.Youcanclearthesaleshistory(usingtheClear
Historyform)afterprintingthereport.
YoumustselecttheKeepSalesHistoryoptionontheOptionsform
tobeabletoprintthereport.
When to print
AfterrunningDayEndProcessing,attheendofanaccountingcycle,
oranytimeyouwanttocheckonyoursalesperformance.
How to print
ChooseSalesHistoryintheO/EReportsfolder,orchooseFile,Print
fromtheSalesHistoryform,andthen:
Multicurrency
accounting
SelectDetailorSummaryforthetypeofreportyouwantto
print.(Thereisnosummaryreportwhenprintingbyprimary
salesperson.)
Specifytherangeofyearsandperiodsforwhichyouare
printingthereport.
Selecttheorderinwhichyouwantthesaleshistorytoappearon
thereport(bycustomernumber,itemnumber,orprimary
salesperson).
Choosetherangesofcustomernumbers,itemnumbers,and
primarysalespersonnumberstoincludeonthereport.
Ifyouusemulticurrencyaccounting,youcanalsochoosethe
rangeofcurrencycodes,andyoucanspecifywhethertoprint
amountsincustomercurrencyorfunctionalcurrency.
723
Reports
User Guide
Sales Statistics
Sales Statistics
Thisreportlistssalesstatisticsaccumulatedsinceyoulastclearedthe
salesstatisticsdatafortheperiodyouspecify.Thereportcanhelp
youunderstandandanalyzethelevelofprocessinginyourOrder
Entrysystem.NotethatyoumustchoosetheKeepSalesStatistics
optionontheOptionsformtoprintthisreport.
When to print
Whenyouwanttocheckonthevolumeoforders,invoices,and
creditnotesyouprocessedduringaperiod.
How to print
ChooseSalesStatisticsintheO/EReportsfolder,orchooseFile,Print
fromtheSalesStatisticsform,andthen:
Specifytherangeofyearsandperiodsforwhichtoprintthe
report.
Ifyouusemulticurrencyaccounting,specifywhethertoprint
amountsincustomercurrencyorfunctionalcurrency,clickthe
rangeofcurrencycodestoinclude,andselectwhetherto
consolidatestatisticsfortherangeofcurrenciesyouspecify.
Salesperson Commissions
Thisreportliststhesalescommissionearningsforeachsalesperson
sinceyoulastclearedtheircommissiondata.
YoumustselectTrackCommissionsontheOptionsformtobeable
toprintthisreport.
Printadetailreportorasummaryreport.Thesummaryreport
printsthesalespersoncodeandsalespersonname,subtotalsof
categorysalesandsalespersonsales,totalsales,costofgoodssold
andgrossmarginsubtotalsandtotals,andthetotalcommission
earned.Thedetailreportincludesalloftheabove,aswellasan
itemizedlistofeachinvoiceandcreditnote.
724
Ship-Via Codes
Afterprinting,youcanclearthesalespersoncommissiondatato
startanewcommissionperiod.
TheSalespersonCommissionsreportisprintedinfunctional(home)
currency.
When to print
AfterrunningDayEndProcessing,oranytimeyouwanttoreview
commissiondata.
How to print
ChooseSalespersonCommissionsintheO/EReportsfolder,and
thenselectwhethertoprintadetailorsummaryreportandspecify
thedateorfiscalperiodrangeforthereport,andtherangeof
salespersoncodesthatyouwanttoinclude.
Ship-Via Codes
Shipviacodesareusedduringorderentrytoidentifytheshipping
methodsorcarriersyouusetodelivergoodstocustomers(for
example,courier,airmail,parcelpost).Thisreportliststheshipvia
codesthataredefinedintheOrderEntrymodule.
When to print
Printthereportwheneveryouchangeshipviainformation.
How to print
ChooseShipViaCodesintheO/EReportsfolder,orchooseFile,
PrintontheShipViaCodesform,andthenspecifytherangeofship
viacodes,andclickPrint.
Shipping Labels
Shippinglabelsareattachedtoshipmentssentfromthewarehouse
orshippingdepartment.Thenumberoflabelsprintedforeach
order,shipment,orinvoiceisthenumberspecifiedontheTotalstab
ontheOrder,Shipment,orInvoiceEntryform.
UsetheShippingLabelsiconintheO/EFormsfoldertoprintall
labels,labelsthathavenotyetbeenprinted,orlabelsmarkedas
requiredwithinarangeoflabelsfororders,invoices,orshipments.
725
Reports
User Guide
Templates
Youmarkorders,invoices,orshipmentsasrequiringshippinglabels
whenyouprintorderconfirmations,pickingslips,orinvoices.
When to print
Printlabelswhenassemblingordersforshipping.
How to print
ChooseShippingLabelsfromtheO/EFormsfolder.Whenthe
ShippingLabelsformappears:
Features
Choosethetypeoflabelthatyouwanttouse.
Choosewhethertoprintlabelsforarangeofinvoices,arangeof
orders,orarangeofshipments.
Specifytherangeofinvoices,orders,orshipments.
Clickwhetheryouwanttoreprintpreviouslyprintedlabels.
Clickwhetheryouwanttoprintlabelsforallinvoices,orders,or
shipmentsoronlyprintlabelsonlyforthoseinvoices,orders,or
shipmentsthatyoumarkedasrequiringlabels.
ClickPrint.
OrderEntrycomeswithtwolabels:oneworkswith1x4sheet
labelsforalaserprinter(reportfileOELABEL.RPT),andtheother
workswith1x3tractorfeedlabels(reportfile
OELABELD.RPT).
Templates
Youcanspeedupandsimplifyorderentrybysettinguptemplates.
Templatesprovidedefaultinformationandsettingswhenyouadda
neworder,shipment,invoiceorcredit/debitnote.
When to print
Printthereportwheneveryouaddorchangeordertemplates.
How to print
ChooseTemplatesintheO/EReportsfolder,orchooseFile,Print
fromtheTemplatesform,andthenspecifytherangeoftemplate
codes,andclickPrint.
726
Transaction List
Transaction List
Theorder,shipment,invoice,credit/debitnotelistsallowyouto
printdetailedorsummarylistingsofallcurrentOrderEntry
transactions.Youcansorttransactionreportsbytransactionnumber
orcustomernumber,andyoucanspecifyarangeoftransaction
numbers,customernumbers,andcurrencycodes(ifyouhavea
multicurrencysystem)toincludeinthereport.
Youcanprintgeneralorderinformation,itemdetails,addresses,tax
reportinginformation,salespeople,prepayments(excepton
shipmentsandcredit/debitnotes),optionalfields,andjobdetailson
TransactionListreports.
Order selection
Ifyouareprintingorders,youcanselectactiveorders,futureorders,
standingorders,orquotes,andyoucanincludeordersthathave
beenentereddirectlyorthroughtheInternet.
Youcanalsoincludeordersforwhichaconfirmationhasbeen
printed,ordersforwhichapickingsliphasbeenprinted,orders
nevershipped,orderspartiallyshipped,completedorders,and
ordersonhold.
When to print
Printthesereportsforfullorpartialinformationoncurrentorpast
transactions(ifyoukeeptransactionhistory).
Keep Transaction
History option
transactioninformationwhenyourunDayEndProcessingin
InventoryControl.Ifyoudokeephistory,usetheClearHistory
formtodeletetransactioninformation.
DayEndProcessingdeletesorderinformationwhenordersare
completedanddeletesinvoiceandcreditnoteinformationafteryou
haveprintedinvoicesandcreditnotes.
How to print
ChooseTransactionListintheO/EReportsfolder,andthen:
Selectthetypeoftransactionyouwanttoprint(orders,invoices,
credit/debitnotes,andshipments).
Selectthetypeofreport(detailorsummary).
User Guide
727
Reports
Transaction List
Orders
Selectthesortorder(bytransactionnumberorcustomer
number).
Selecttherangeoftransactionnumbers,customernumbers,
transactiondates,andcurrencies(ifyouhaveamulticurrency
system).
Selecttheinformationyouwanttoincludeinthereport.
Ifyouareprintingorders,selectthetype,status,andsource
(EnteredorInternet)oftheordersyouareprinting.
Ifprepaymentshavebeenenteredforanorder,theprepayment
informationwillappearbesidethesalespersonsummary.
Ifanykitsorbillsofmaterialwereincludedintheorder,thekitor
BOMnumberandcomponentitemsaredisplayedonthereport.
Thereportalsoincludessummarytotalsforeachsourcecurrency
andgrandtotalsfororders,shipments,invoices,orcredit/debit
notes.
728
OEUG-A.doc, printed on 3/12/2008, at 12:23:06 PM. Last saved on 12/12/2007 3:54:00 PM.
Messages
Appendix A
Errors, Warnings, and Confirmations
UsingOnlineMessageHelp .................................................... A1
User Guide
Ai
Messages
Appendix A
Errors, Warnings, and Confirmations
TherearethreetypesofmessagesthatappearinSageAccpacERP:
errors,warnings,andconfirmations.
Inmostcases,thedescriptionsforthesemessagesstartwitha
messagecategorysuchasSystemerrororIncorrectprocedureor
Invalidinput,followedbyasentencethatdescribestheproblem
morespecifically.
Error
Errormessagesidentifyconditionsthatpreventtheprogramfrom
proceeding.Insomecases,themessageincludessuggestionsfor
action.
Warning
Warningmessagesindicatethatyouareabouttoperforma
procedurethatcoulddamageyourdata.
Confirmation
Aconfirmationmessageindicatesacompletedprocess.
Formoreinformation,seetheSystemManagerUserGuide,orclick
theonlineHelpbuttoninthemessagetolookupdetails.
Using Online Message Help

To look up an error message online:
1.
ClicktheHelpbuttonifyoureceiveanerrormessagewhile
workinginSageAccpacERP.
User Guide
ACCPAC International, Inc. Confidential
A1
Using Online Message Help
2.
Lookforatopicwithsimilarwordstotheerrormessage.
3.
Clicktheerrormessageyouwanttofindoutmoreabout.This
actionwilllinkyoutomoredetailedinformation:
A2
OEUG-B.doc, printed on 2/19/2008, at 5:24:57 PM. Last saved on 2/19/2008 5:24:00 PM.
ImportingandExportingDataTipsandReminders ............................ B2
ImportingRecords ......................................................... B2
ImportOptions ............................................................ B2
ErrorsDuringImporting ................................................... B4
ExportingfromRecordswithMultipleRecordTypes
.........................
B4
SelectingExportRecords ................................................... B5
O/EImportandExportData.................................................... B6
MiscellaneousCharges ..................................................... B6
OrdersandInvoices
CreditNotes
.......................................................
B7
..............................................................
B7
User Guide
Bi
Importing and
Exporting
Appendix B
Importing and Exporting
ThisappendixdescribestheOrderEntrydatayoucanimportand
export.
WiththeImportandExportcommandsyoucan:
View lists of import

and export data
ImportsetupinformationandrecordsfromanonSageAccpac
programorspreadsheet.
ImporttransactionsfromnonSageAccpacprogramsandremote
SageAccpacsubledgers.
ExportOrderEntrydatatoaspreadsheetforanalysis.
Tolistthefieldsthatyoucanimportandexportforeachtypeof
record:
ChooseDisplayImportFieldsorDisplayExportFieldsfromthe
FilemenuontheImportandExportforms.
Or
Readtheimport/exportsectioninthePurchaseOrders5.5A
TechnicalInformationfile(POTECHINFO.WRI),whichis
installedwithPurchaseOrders.
SeeSelectingPurchaseOrdersRecordstoImportorExportat
theendofthisappendixforinformationaboutthefile.
Further
information
Forinformationaboutfileformats,templates,andthestepsyou
followtoimportandexportdata,seethechapter,Importingand
ExportingData,intheSystemManagerUserGuide.
Press F1
for Help
PressF1todisplayHelpscreenswhenusingtheImportorExport
commands.
User Guide
B1
Importing and
Exporting
Appendix B
Importing and Exporting
Importing and Exporting Data Tips and Reminders

Importing Records
Use sample data
first
Toseeexactlyhowtoformatrecordsforimporting,wesuggestthat
youfirstexportrecordsfromthesampledatathatcomeswithOrder
Entry,specifyingtheformatfromwhichyouplantoimport.
Display and print

import file layouts
YoucanalsodisplayrecordfieldsbychoosingDisplayImport
FieldsfromtheImportFilemenu.
Back up your data
ExperimentwiththeOrderEntrysampledata,thenbackupyour
accountingdatabeforeattemptingtoimportrecords.For
instructions,seethechapter,CheckingDataIntegrityandMaking
Backups,intheSystemManagerUserGuide.
Incorrect
importing may
damage data
Donotimportaccountingdatawithoutappropriateinternalcontrols
andverificationprocedures.
Import Options
Toselectimportoptions,choosetheImportcommandfromtheFile
menuofanOrderEntryform.
Import form for
Sales Statistics
B2
(YoucanonlychoosetheImportoptionforsalesstatisticsifyou
choosetheoption,AllowEditOfStatistics,ontheOptionsform.)
Excel2000
SingleCSVfile
CSVFile
Access
Excel5.0
ODBC
IfyouchoosetoimportaCSVfile,youcanchoosetheoption,Title
Record,toincludecolumnheadings.
Theimportformalsoletsyouimportrecordsinoneofthreeways:
Records that allow

insert only
Insert Only.Addsnewrecordswithoutchangingexisting
records.
Update Only. Updatesexistingrecords,butdoesnotaddnew

records.
Insert And Update. Addsnewrecordsandupdatesthose

currentlyinthedatabase.
MostOrderEntryrecordsallowallthreeoptions,butthefollowing
typesofrecordsarelimitedtoInsertOnly:
Orders.
Credit/Debitnotes.
Salespersoncommissionrates.
User Guide
B3
Importing and
Exporting
TheTypelistboxintheimportformletsyouimportspecifictypesof
records:
Errors During Importing

Ifimportingstopsduetoerrors,OrderEntry:
Restart
records
Createsarestartrecord,whichmarksthepointwhereimporting
stopped.
Identifiestheerrorbytask,date,time,anduser(theperson
performingthetask).
Describesanyactionwhichmustbetaken.
Forinformationonrestartinganimportoperationandonworking
withrestartrecords,seeChapter8,WorkingwithRestartRecords,
intheSystemManagerAdministratorGuide.
Exporting from Records with Multiple Record Types

OrderEntryusesmorethanonedatabasetabletostoredataforthe
followingtypesofrecords:
Orders.
Creditnotes.
Miscellaneouscharges.
Ifyouareexportinganyoftheserecords,theExportformshowsa
listofthetablesthatyoucanexportfortherecord,onceyouhave
selected:
Theexportfiletype(forexample,Excel2000,SingleCSVFile,
andsoon)intheTypefield,and
Thefiletowhichtoexportthedata,intheFilefield.
Forexample,afterenteringtheTypeandFilefields,thefollowing
OrderExportformshowssevendatabasetables:Orders,Order
Details,OrderPaymentSchedules,OrderCommentsand
Instructions,OrderSerialNumbers,OrderOptionalFields,and
OrderDetailOptionalFields.
B4
Export form for

orders
Importing and
Exporting
Tables
Fields
Clicktheplussignbesidethetablenametoviewthefieldsyoucan
chooseforexporting.
Fieldsmarkedwithastarinitscheckboxarerequiredfieldsfor
export.Youmustincludeallrequiredfieldsfromeachofthetables
listedtobeabletocompleteanexport.
Selecting Export Records

YoucanusetheSetCriteriaoptiontospecifyarangeofrecordsto
export.Forinformationonhowtousethispowerfulselectiontool,
seethesection,SettingUpCriteriaforSelectingRecords,in
Chapter4oftheSystemManagerUserGuide.
You cannot select
records to import
YoucannotusetheSetCriteriaoptiontoselectrecordstoimport
fromanimportfile.Youmustimportallrecordscontainedinan
importfileatthesametime.
User Guide
B5
O/E Import and Export Data

Thefollowinglistidentifiesrestrictionsandconditionsforimporting
andexportingOrderEntrydata:
Import-only records
Youcanimportcreditnotes,butyoucannotexportthem.
Export-only records
Youcanexportsaleshistoryrecords,butyoucannotimport
them.
Export-only fields
Forpurposesofauditinganddatasecurity,somefieldscanbe
exportedbutnotimported.
Forexample,ifyouexportarecordintoaspreadsheet,editit,
andthenattempttoimportitbackintoSageAccpacOrder
Entry,theexportonlyfieldswillnotbeimported.
Key fields
SageAccpacERPuseskeyfieldstolookuprecords.Mosttypes
ofrecordshaveasinglekey,butsomehavemorethanonekey
field.
Forexample,OrderUniquifieristhekeyfieldfororders,while
Year,Period,andCurrencyarethekeyfieldsforsalesstatistics
records.
Multicurrency
fields
InSageAccpacERP,theFinderisactiveformostkeyfields.
Fieldsusedonlyinmulticurrencydatabasesappearinthe
importandexportformsforsinglecurrencydatabasesandcan
beincludedinyourexportorimportfiles,butarenotused.
Toexportmiscellaneouscharges,youmustincludeatleastonefield
fromeachofthesetables:MiscellaneousChargesandMiscellaneous
ChargeTaxes.
B6
Orders and Invoices
Ifyouimportanorderthatputsacustomerovertheircreditlimit,
thatorderisputonhold.
Credit Notes
Youcanimportcreditnotesonlyfornonexistentinvoices;therefore,
youmustentercreditnotesforexistinginvoicesmanually.
Toimportcreditnoterecords,youmustincludeatleastonefield
fromeachofthefollowingtables:Creditnotes,CreditNotedetails,
CreditNoteSerialNumbers,andCreditnotecomments/instructions.
ForacompletelistofeditablefieldsrefertotheFORMS.WRIfile
(foundinthe\SageAccpac\Docs\OE55AENGfolder).
Thisdocumentliststheinformationyoucanincludewhen
developingformatstoprintorderconfirmations,quotes,picking
slips,shippinglabels,invoices,andcreditnotes.Foreachfield,the
listincludesthecodethatidentifiesthefield,themaximumnumber
ofcharactersinthefield,andadescriptionofthefield.
User Guide
B7
Importing and
Exporting
Toexportordersandinvoices,youmustincludeatleastonefield
fromeachofthefollowingtables(Orders,OrderDetails,Order
paymentschedules,Ordercomments/instructions,andOrderSerial
numbers).
OEUG-C.doc, printed on 3/12/2008, at 2:40:54 PM. Last saved on 3/12/2008 2:40:00 PM.
Appendix C
Order Entry Security
PermissionsandRights ........................................................ C1
Security
User Guide
Ci
Appendix C
Order Entry Security
ThisappendixdescribestheOrderEntrytaskstowhichyoucan
assignsecurity(passwordprotection).
Use
Database
Setup to turn
on security
SageAccpacERPusessecuritygroupstorestrictuseraccesstodata.
Tosetupsecurity,youassignuserstheirIDs,selectthetasksthat
membersofeachsecuritygroupcanperform,andthenassign
individualuserstothesecuritygroupsyoudefined.
NotethattorestrictaccesstoSageAccpacdata,youmustfirstturn
onsecurityforthesystemdatabaseusingDatabaseSetup.
Forinformationonactivatingsecurityandsettingupsecurity
groups,refertotheSystemManagerAdministratorGuide.
Permissions and Rights

WithSageAccpacERPsecurityenabled,membersofgroupswithout
securityassignmentshaveverylimitedaccesstoyoursystem.They
canviewonlycurrencyinformation(codes,ratetypes,currency
rates,currencytables,andconversionrates).
Print Destination
Note: Ifyouwantuserstobeabletochangetheprint
destination,permissiontochangetheprintdestinationmust
beassignedfromtheAdministrativeServicespermissions
listintheSecurityGroupsform.
O/E processing
Toallowusersinasecuritygrouptoeditrecordsorperform
processingtasksinOrderEntry,youmustgrantthegroupaccessto
additionaltasksfromthefollowinglist.
User Guide
C1
Security
Define
security
groups and
assign to
users
Order Entry Folder and Icon

O/E Setup Folder
Options, Templates, Miscellaneous
Charges, Ship-Via Codes, E-mail
Messages, G/L Integration
Options, Templates, Miscellaneous
Messages, G/L Integration
Optional Fields
O/E Transactions Folder
Order Entry
Shipment Entry
Invoice Entry
Credit/Debit Note Entry

Copy Orders
Order/Shipment/Invoice/Credit Note/
Debit Note Entry additional rights for
viewing/editing particular fields
Rights
Permission Required
View
Common Inquiry
View, Add,
Edit, Delete
Setup Maintenance
View, Add,
Edit, Delete
Transaction Optional Fields
View
View, Add,
Edit, Del., Post
View
View, Add,
Edit, Del., Post
Transaction Inquiry
Order Entry or
Order/Shipment/Invoice Entry
Transaction Inquiry
Shipment Entry or
Transaction Inquiry
Invoice Entry or
Credit/Debit Entry
View
View, Add,
Edit, Del., Post
View, Add,
Edit, Del., Post
View, Add,
Edit, Del., Post
Edit
Edit
Edit
View, Edit
View
View, Add,
Edit, Delete
Statistics and Inquiries Folder

Current Orders Inquiry
View
Pending Shipments Inquiry
View
Sales History
View
Sales Statistics
View
Salesperson Inquiry
View
C2
Customer Hold Removal
Unit Price Override
Price Check Approval
View Credit Card Information
Item Cost Inquiry
Transaction Optional Fields
Transaction Inquiry, Order Entry, or

Transaction Inquiry, Order Entry, or
Transaction History or Day End
Processing (I/C)
Transaction History or Day End
Processing (I/C)
Transaction History or Day End (I/C)
Order Entry Folder and Icon
Permission Required
Delete
Create
Clear History
Day End Processing (I/C)
Print
Print
Print
Print
Print
Print
Order Confirmation Printing

Quote Printing
Picking Slip Printing
Shipping Label Printing
Invoice Printing
Credit/Debit Note Printing
Print
Transaction Inquiry or Day End

Processing (I/C)
Print
Common Inquiry or Setup

Maintenance
Security
Periodic Processing Folder

Clear History
Create Batch
O/E Forms Folder
Order Confirmations
Quotes
Picking Slips
Shipping Labels
Invoices
Credit/Debit Notes
O/E Reports Folder
Transaction List, Order Action, Aged
Orders, Posting Journals, Sales
History, Salesperson Commissions,
Sales Statistics, and G/L Transactions
O/E Options, Templates, Misc.
Messages, Optional Fields, and
G/L Integration
Rights
Thefollowingpermissionsworkincombinationwithexistingrights
toadd,edit,delete,orpostrecords:
Permission
Works with these Permissions
Icons
Import
Setup Maintenance
Templates, Misc. Chrgs,

Ship-Via Codes, E-mail
Messages,
Order Entry, Shipment
Entry, Invoice Entry
Order Entry
Shipment Entry
Invoice Entry
Templates, Misc. Chrgs,
Ship-Via Codes, E-mail
Messages
Order Entry
Shipment Entry
Invoice Entry
Order Entry
Export
Order Entry or Shipment Entry

Shipment Entry or Order Entry
Invoice Entry or Order/Shipment Entry
Setup Maintenance
Customer Hold
Removal
Order Entry, Shipment Entry, Invoice Entry

User Guide
C3
Permission
Credit Approval
Works with these Permissions
Icons

Order Entry
Shipment Entry
Invoice Entry
Order Entry
Shipment Entry
Invoice Entry
Order Entry
Shipment Entry
Invoice Entry
Order Entry
Shipment Entry
Invoice Entry
Order Entry, Inv. Entry
Prepayment entry in in
Order Entry
Invoice Entry
Order Entry, Inv. Entry
Order Entry
Invoice Entry
Price Check Approval
Order Entry
Shipment Entry
Invoice Entry
Unit Price Override
Order Entry
Shipment Entry
Invoice Entry
Item Cost Inquiry
Order Entry
Shipment Entry
Invoice Entry
View Credit Card

Information
Order Entry
Shipment Entry
Invoice Entry
Order Entry
Invoice Entry
Receipt Entry (A/R)
Order Entry
Invoice Entry
OrderEntryincludesanadditionalsecurityrighttoletusersview
OrderEntryinformationusingtheSageAccpacDashboard.
Dashboard
Allows users to view the Purchase Orders

dashboard.
View
C4
OEUG-D.doc, printed on 3/14/2008, at 2:32:30 PM. Last saved on 3/13/2008 3:02:00 PM.
Appendix D
Technical Information
CreatingMacrosforOrderEntry................................................ D1
VisualBasicSampleMacro ................................................. D1
MultiuserConsiderations
......................................................
D3
GlobalLocking ............................................................ D4
MultiuserDataProtection .................................................. D5
Technical
Information
User Guide
Di
Appendix D
Technical Information
Thisappendixprovidesinformationformacrodevelopersandfor
administratorsofmultiuserenvironments.
Creating Macros for Order Entry

Theeasiestwaytowriteamacroistorecordonefirst,performing
thetasksthatyouwantthemacrotoperform.Theneditthemacro,
addingthespecialfeaturesyouneed.
Forinformationonhowtorecordmacrosandwritethecodetoadd
specialfeaturesreviewthechapters,UsingMacrosandWriting
VisualBasicMacros,intheSystemManagerUserGuide.
Visual Basic Sample Macro

OrderEntryisshippedwithasampleVisualBasicmacrothatyou
canusetoproduceadynamicOrderActionreportinMicrosoft
Excel.
To run the Order Action macro from the Macro menu:
1.
FromtheMacromenu,clickRun.TheRunMacrodialogboxwill
appear.
2.
ChooseVBAMacrofromtheFilesOfTypelist.
3.
ChooseOEORDACT.AVB.
User Guide
Sage Software, Inc. Confidential
D1
Technical
Information
Whenyourecordthemacro,settheRecordModetoRecordAllFields.
Bydoingthis,youcanseetheformatforeachfieldorreport
parameter.
Creating Macros for Order Entry
Report Type tab

on the O/E Order
Action macro form
4.
Todefinethereportcontent,chooseoptionsfromthedropdown
listsontheReportTypetab.
5.
ClicktheSelectionCriteriatab.
Selection criteria
tab on the O/E
Order Action
macro form
D2
6.
Chooseoptionsfromoneormoredropdownliststodefinethe
orderbywhichyouwanttoviewdata.Eachoptionyouchoose
appearsasacolumnheadingintheExcelspreadsheet.
7.
ClickOKtostarttheOrderActionReportmacro.
Multiuser Considerations
To add an icon for the Order Action macro to your company

desktop:
1.
Select(highlight)theOrderEntryfolder.
2.
FromtheObjectmenuonthecompanydesktop,chooseNew,
thenMacro.
3.
Typeatitleforthemacro,suchasOrderAction.
4.
ClickNext.
5.
ClickEnterorBrowsetoselectthefolderandthemacro(for
examplec:\ProgramFiles\SageAccpac\Macros\Oeordact.avb).
6.
ClickFinish.
Themacroiconwillappearonthedesktop.
BecauseSageAccpacERPusuallyrunswithmorethanoneuserona
localareanetwork,therecanbetimeswhenmorethanoneuser
needstousethesameOrderEntrydatabase.
OrderEntryusestworecordaccesstypestoprotectdataina
multiuserenvironment:
Global Locking. Whileyourunagloballylockedprocess,no

otherprocesscanberuninOrderEntry.
Multiuser Data Protection (Passive Concurrency). Youcanrun

anyoftheseprocesseswhileothersareusingthem,butOrder
Entryprotectsdatabypreventingmorethanoneuserfrom
makingchangestothesamerecordatthesametime.
AllformsinOrderEntryusemultiuserdataprotection,unlessthey
arelistedintheGlobalLockingsection.
User Guide
D3
Technical
Information
Global Locking
ThefollowingprocesseslockoutallotherusersfromOrderEntry
untilprocessingisfinished:
Options
ClearHistory
G/LIntegration
IfotherusersareworkinginOrderEntryorifyouhaveotherOrder
Entryformsopenwhileyouattempttorunanyoftheseprocessesor
savechangesintheOptionsform,youwillseeamessagesimilarto
thefollowing:
OnceallotherOrderEntryformsareclosedandyoubegin
processing,otheruserswillnotbeabletoopenOrderEntryforms
untiltheprocessingiscomplete.
TheoneexceptionistheOptionsform,whichallowsyoutosave
changestothefollowingfieldswhileothersareworkinginOrder
Entry:
CompanyTab(allfields).
ProcessingTab(DefaultTemplateCode).
DocumentsTab(allfields).
Youwillnotbeabletosavechangestoanyoftheotheroptionsin
theOptionsformuntilallotherusershaveleftOrderEntryforthe
companyandallotherOrderEntryformsareclosed.
D4
Multiuser Data Protection

Apartfromtherestrictionslistedinthepreviouscategory[global
locks],allotherprocessesandfunctionsinOrderEntryusepassive
concurrency.
Passiveconcurrencyprotectsdataintegrityinamultiuser
environmentbylettingyousavechangestoarecordonlyifthe
recordhasnotchangedsinceitwasread.
Toallowefficientdataentry,OrderEntrydoesnotlockrecordsin
advance.Rather,itpreventstwoworkstationsfromsavingchanges
tothesamerecordatthesametime.Iftwousersareeditingthesame
entry,forexample,thefirstonetoclicktheSavebuttonsucceedsin
updatingthefile.Theseconduserreceivesanerrormessagewhen
attemptingtosave,andwillhavetoredotheirworkinthatentry.
User Guide
D5
Technical
Information
Foramoredetailedexampleofhowpassiveconcurrencyworks,see
MultiuserDataProtectioninChapter3oftheSystemManager
AdministratorGuide.
OEUG-Inx for PDF.doc, printed on 3/13/2008, at 9:43:19 AM. Last saved on 3/13/2008 9:43:00
AM.
Index
B
BatchescreatedforAccountsReceivable,
281
BillingTypeorderfield,235
C
CalcTax,orderoption,214
CalculateBackorderQuantitiesoption
changing,34
User Guide
Index1
Index
A/Rbatchprocessing
specifyingwhentopost,37
A/RItemNumberorderfield,234
A/RItemUOMorderfield,234
AccountsReceivable
integratingwithOrderEntry,295
postingA/Rbatches,63
AccumulateByoption,changing,38,39
Activeorder,processingoverview,220
Additionalcreditnotes,processingoptions,
37
AgedOrdersreport,73
Agingperiods,specifying,310
AllowEditOfStatisticsoption,changing,39
AllowNonexistentCustomersoption,
changing,35
AllowPartialShipments,A/Roption,258
Calculatetaxreportingamounts
automatically
processingoptions,36
Cashcustomers,onetime,46
Category,orderfield,230,419
Changingoptions,33
Changingorders,223
ChaptersintheUserGuide,11
ClearHistorywindow,using,67
Clearingcompletedorders,69
Clearinghistory
creditnotes,294
invoices,294
orders,294
overview,293
postingjournals,295
saleshistory,294
salesstatistics,294
salespersoncommissions,294
transactionhistory,294
Clearinghistory,67
Clearingpostingjournals,610
Clearingsaleshistory,69
Comments,,orderfield,243
Comments/Instructions(foritem)
order/invoicefield,231,420
CommissionByoption,changing,310
Companyoptions,changing,34
Completedorderfield,232,421
Completedorders,clearing,69
Completedstatus(detail),261
CompletesOrderoption(detail),448
Componentsbutton,orderform,217
Confirmationmessages,A1
AM.
Confirmations(order),printing,251
ConsolidateG/LBatchesoption
changingtheselection,314
ContentsoftheUserGuide,11
Contractsbutton,orderform,217
Convertingjobrelatedtoorders,249
CopyOrdersform,254,440
CostofGoodsSoldAccount,orderfield,234
CostingUnitOfMeasure,orderfield,231,
419
CreateG/LTransactionsBy,selecting,312
CreateG/LTransactionsoption,changing
theselection,312
CreateInvoice
orderoption,214
Ordertotalsfield,244
Creatinggeneralledgerbatchesusingthe
CreateG/LBatchicon,63,65
Creditchecks,29,310
CreditChecksoption,defined,310
Creditlimitexceeded,247
Creditnoteicons,52
CreditNoteListreport,printing,727
Creditnotenumber,changing,310
Creditnoteprocessing
applytopreviouslycreditedinvoice,37
usingtemplates,219
Creditnotes
creditnotenumber,272
damageditems,277
dayendprocessing,276
DayEndProcessing,278
deliverymethod,277
discount,275
editingdetailinformation,57
editingexchangerates,512
editingtaxinformation,59
effectonsales,271
entering,271,53
enteringcustomerinformation,54
enteringinvoiceinformation,54
exchangegainorloss,271
Index2
fiscalyearandperiod,273
importing,B7
importinginformation,519
invoicenumbers,271
itemsdamaged,274
itemsreturnedtoinventory,273,276
journalentry,287
posting,276,53
postingdate,273
priceadjustment,274,277
printing,277,517,75
printingpostingjournals,515
processingoverview,270
salescommissions,277
verifyingtotals,275,513
CreditNotes,printing,52
Credit/DebitNoteEntrywindow,using,53
Currencyrates,editing,241
CurrentOrdersInquiry
overview,291
using,444,484
Customform
forprintingacredit/debitnote,519
forprintingaquote,468,470
forprintinganinvoice,482,483
forprintinganorderconfirmation,472,
474
CustomerAccountSet,orderfield,216
Customercreditchecks,29,310
CustomerItemNumber,orderfield,233,
421
CustomerNumber,orderfield,29
CustomerPONumber,orderfield,211
CustomerType,orderfield,216
D
Damageditems,journalentry,287
Damageditems(creditnotes),274
Data,clearing,67
AM.
DefaultTemplateCodeoption,selecting,37
Defaultingquantitycommitted,processing
options,35
Deletebutton,orderform,218
Deletingoptionalfields,327
Deletingorders,253
Deliverymethod
credit/debitnotes,277
foremailingaquote,468,469
foremailinganinvoice,481,483
foremailinganorderconfirmation,
472,474
forprintingacredit/debitnote,518
forquotes,orderconfirmations,picking
slips,invoices,250,268
Description,orderfield,215
Description(ofitemormiscellaneouscharge
detail),orderfield,225
Discount%,invoicefield,217
DiscountAmount
invoicefield,217
orderfield,230,419
DiscountDate,invoicefield,216
DiscountExtendedAmount
orderfield,230,419
DiscountMiscellaneousCharges
orderfield,244
DiscountPercent,orderfield,230,419
DistributeTaxesbutton,orderform,218
Documentnumbering,changing,310
DueDate,invoicefield,216
E
EditG/LIntegrationoptions,311,
Seealso:G/LIntegration
Editingoptionalfields,327
Editingorders,223
Email,emailingaquote,466
Emailmessages
adding,324
User Guide
Index3
Index
Dayendprocessingorposting,selectingthe
CreateG/LTransactionsoption,312
DayEndProcessing,
afterrunning,281
beforerunning,280
overview,278
tasksperformed,279
timetocomplete,279
Debitnote,icons,52
Debitnotes
dayendprocessing,276
debitnotenumber,272
deliverymethod,277
discount,275
editingdetailinformation,57
editingtaxinformation,59
entering,271
enteringcustomerinformation,54
enteringinvoiceinformation,54
fiscalyearandperiod,273
importinginformation,519
invoicenumbers,271
itemsremovedfrominventory,273,
276
posting,276
postingdate,273
priceadjustment,274
printing,277,52,517,75
verifyingtotals,513
verifyingtotals,275
Defaultorderunitofmeasure,processing
options,36
DefaultorderweightUOMforitems,
processingoptions,36
DefaultPostingDate,processingoptions,38
DefaultQuoteExpirationDays,
specifying,37
usedinaquote,212
DefaultQuoteExpirationDaysoption,37
Defaultratetype,changing,34
AM.
Emailmessages(continued)
addingontheflywhileprinting,481
editing,325
Emailing
creditnotes,278
invoices,269
orderconfirmations,252
Errormessages,lookingup,A1
Estimatedweight(total)
foranorder,246
shipments,259
Exchangerates,editing,241
ExpectedShipDate,orderfield,215,226,
415
Exporting
invoices,B7
miscellaneouscharges,B6
orders,B7
specifyingarangeusingtheSetCriteria
option,B5
ExtendedPrice,orderfield,230,418
ExtendedWeight,orderfield,229,418
G/LIntegrationform
changingoptions,311
changingG/Lsourcecodes,314
G/LIntegrationreport,77
G/LSourceCodes,changingontheG/L
Integrationform,314
G/Ltransactions,createbyaddingto
existingornewbatch,312
G/LTransactionsreport,77
GeneralLedger
creatingG/Lbatches,63
Iconsformaintainingsetuprecords,32
Importing
creditnotes,519,B7
debitnotes,519
importoptions,B2
invoices,B7
miscellaneouscharges,B6
orders,492,B7
practicingwithsampledata,B2
ImportingandExporting,AppendixB
IncludeBackorderedItems,forprintingan
invoice,482,483
IncludeConfirmationsAlreadyPrinted,
forprintinganorderconfirmation,474
IncludeCredit[Debit]NotesAlready
Printed,forprintingacredit.debitnote,
519
FOBPoint,orderfield,215
Forms
creditnotes,75
debitnotes,75
invoices,710
FromMultipleOrdersfield,447
FromMultipleQuotesfield,212,48,410
FromMultipleShipmentsfield,264,455
Functionalcurrency,selecting,34
Futureorder,processingoverview,221
H
History,clearing,67
Historybutton,orderform,218
History,sales,clearing,69
G/LIntegration,afterchangingoptions,316
Index4
AM.
Itemdetails,processingoverview,224
ItemNumber,orderfield,225
ItemweightUOMonorders,settingthe
default,36
Itemsdamaged(creditnotes),274
Itemsremovedfrominventory
debitnotes,273
Itemsreturnedtoinventory
creditnotes,273
Items/Taxesform
usingtoenterdetails,224
J
JobRelated,orderoption,213
Jobrelatedquotes
convertingtoorders,249
posting,249
Jobrelatedtransactions
journalentries,288
withprojectinvoicing,290
withoutprojectinvoicing,289
Journalentries
ARPIsourcecode,286
createdinAccountsReceivable,282
creditnote,287
damageditem,287
invoice,284
jobrelatedtransactions,288
kittinginvoices,286
OECNsourcecode,287
OEINsourcecode,284
prepayment,286
priceadjustment,288
returneditem,287
shipments,283
withprojectinvoicing,290
withoutprojectinvoicing,289
User Guide
Index5
Index
IncludeInvoicesAlreadyPrinted,for
printinganinvoice,483
Includependingtransactionsincredit
checks,310
IncludeQuotesAlradyPrinted,forprinting
aquote,470
InventoryControl,integratingwithOrder
Entry,296
InvoiceActionreport,79
InvoiceDate,orderfield,245
Invoiceentryprepayments,434,459
InvoiceListreport,printing,727
Invoicenumber,changing,310
InvoiceNumber,orderfield,245
Invoicenumbers,creditnotesanddebit
notes,271
Invoicepostingjournals,printing,464
Invoicerate,editing,241
Invoicetotals,verifying,243,265
Invoices
adding,454
authorizingcredit,438
DayEndProcessing,278
deliverymethod,250,268
documentdates,267
enteringprepayments,434,459
importingandexporting,B7
journalentry,284
posting,267
printing,479,710
printingoverview,249
printingpostingjournals,464
printingshippinglabels,478
reprinting,249
RequireShippingLabelsoption,252,
269
verifyingtotals,243,265,451,462
Invoicing
partial,264
prepayments,266
process,263
Item/Taxbutton,orderform,217
AM.
K
KeepSalesHistoryoption,changing,38
KeepSalesStatisticsoption,changing,39
KeepTransactionHistoryoption
selecting,35
Kit/BOM,orderfield,225
Kit/BOMnumber
orderfield,414
shipmentfield,449
Kittinginvoices,journalentry,286
L
Labels,printing,725
LessInvoiceDiscount,orderfield,244
LessOrderDiscount,orderfield,244
LessShipmentDiscount,orderfield,244
LineNumber,orderfield,224
Location
orderfield,211,226,415
shipmentfield,450
Lostsales,257,262
M
Macros
orderactionreport(sample),D1
technicalinformationfor,D1toD3
Maintainingoptionalfieldrecords,326
MaintainingOrderEntry
addingemailmessages,324
addingmiscellaneouscharges,318,320
addingshipviacodes,322
addingtemplates,316
deletingmiscellaneouscharges,321
editingemailmessages,325
editingmiscellaneouscharges,321
editingshipviacodes,323
Index6
editingtemplates,317
Maintainingsetuprecords,32
Manufacturersitemnumber(order),421
ManufacturersItemNumber,orderfield,
225,233
MessageID
foremailingacredit/debitnote,518
foremailingaquote,468,469
foremailinganinvoice,481,483
foremailinganorderconfirmation,
472,474
forprintingacredit.debitnote,518
Messages
confirmation,A1
error,A1
warning,A1
MiscellaneousCharge,orderfield,225
Miscellaneouschargedetails
adding,318,320
deleting,321
editing,321
printing,712
Multipleordersinasingleshipment,26
Multiplequotesinasingleorder,26,222
Multipleshipmentsinasingleinvoice,26
Multiuserinformation,D3
globallocking,D3,D4
multiuserdataprotection,D3
N
Nonexistentcustomerrecord,46,49
NonstockClearingAccount,orderfield,
233,421
NumberofLabels
labelsfororderconfirmations,
shipments,andinvoices,252,269
AM.
User Guide
Index7
Index
O/Eoptions,changing,33
oegltran.csvfile
createdforG/Ltransactions,64
OnHold,orderoption,214
Onetimecustomers,46
Onholdcustomers,29
Onlinehelpforerrormessages,A1
Optionalfields
deleting,327
editing,327
inAccountsReceivableinvoices,240
maintaining,326
orderfield,233,421
OptionalFieldsreport,714
Options
applytopreviouslycreditedinvoice,37
changing,33
creditchecks,310
defaultorderqtytoqtycommitted,35
defaultorderunitofmeasure,36
defaultorderweightUOMforitems,36
defaultpostingdate,38
defaultsettingforcalculatingtax,36
postA/Rbatches,37
Optionsnotebook,using,33
Optionsreport,714
OrderActionreport,714
samplemacro,D1
Orderconfirmations
printstatus,251
printing,470,715
reprinting,249
RequireShippingLabelsoption,252
OrderDate,orderfield,211
Orderdetails
jobrelated,224
Orderentry,See:Orders
OrderEntryforms,293
OrderEntryjournalentries,282
OrderEntryreports,291
OrderEntrytransactionbatches,281
OrderListreport,printing,727
Ordernumber,29,310
Orderrate,editing,241
Ordertemplates,
printing,726
using,219
Ordertotals
Commentsfield,243
CreateInvoicefield,244
DiscountMisc.Chargesfield,244
entryfields,243
InvoiceDatefield,245
InvoiceNumberfield,245
LessInvoiceDiscountfield,244
LessOrderDiscountfield,244
LessShipmentDiscountfield,244
NumberofLabelsfield,244
ShipDatefield,245
ShipmentNumberfield,245
verifying,243
OrderType
active,220
future,221
jobrelatedquotes,212
orderfield,212
quotes,222
standing,221
OrderUnitOfMeasure,orderfield,226,
415
OrderWeightUnitOfMeasure,orderfield,
227,415
Orders
adding,48
changing,223
clearingcompleted,69
CopyOrdersform,254,440
AM.
Orders(continued)
defaultcalculatetaxreportingamounts
setting,36
defaultorderunitofmeasure,36
defaultorderUOMforitems,36
defaultquantitycommitted,35
deleting,253
editingcustomertaxinformation,427
editingitemtaxinformation,426
editingpaymentschedules,458
editingpaymentterms,458
enteringprepayments,434,459
importing,492
integrationwithotherprograms,295
lookingup,484
nonexistentcustomerrecords,46,49
onetimecustomers,46
prepayments,434,459
printingconfirmations,470
printinginvoices,479
printingpickingslips,475
processing,45
usingtheOrderEntryform,45
usingwithProjectandJobCosting,27
verifyingtotals,243,436
viewing,444
Ordersandshipments,lookingup,484
OriginalOrder,orderfield,232,420
Overridetheunitprice,security,228
Overrideunitprice,417
P
Papersize,forreports,72
Partialshipments,258
Passiveconcurrency,D3
Paymentterms,editing,267
PendingShipmentsInquiryform,using,484
Index8
Pendingtransactionsincreditchecks,310
PeriodTypeoption,changing,39
Periodicprocessing
clearhistory,67
instructions,61
Pickingslips
printstatus,251
printing,475,717
reprinting,249
RequireShippingLabelsoption,252
PostA/RBatches,processingoptions,37
Postbutton,orderform,218
Posting
approvingcredit,248
DayEndProcessing,249,278
overcreditlimit,247
whatitdoesnotdo,248
PostingA/RbatchesusingtheCreateBatch
icon,63
Postingcreditnotes,276
Postingdate,246
creditanddebitnotes,273
invoices,264
shipments,256
settingthedefault,38
Postingdebitnotes,276
Postinginvoices,267
Postingjobrelatedquotes,249
Postingjournals,clearing,610
Postingordayendprocessing
selectingtheCreateG/LTransactions
option,312
Postingquotesororderswithoptionalfields,
249
Prepaymentbutton,orderform,218
Prepayments
entering,434,459
journalentry,286
Priceadjustment,journalentry,288
AM.
Seealso:Reports,71
selectingprinter,73
Seealso:SystemManagerUserGuide
shipmenttransactions,727
shippinglabels,478,725
shipviacodes,725
specifyingtheprintdestination,72
transactions,727
Printingdestination,72
Processingdayend,timetocomplete,279
Processingoptions
AccumulateBy,38,39
AgeOrders,310
AllowEditOfStatistics,39
AllowNonexistentCustomers,35
CalculateBackorderQuantities,34
changing,34
CommissionBy,310
Creditchecks,310
DefaultQuoteExpirationDays,37
DefaultRateType,34
DefaultTemplateCode,37
KeepSalesHistory,38
KeepSalesStatistics,39
KeepTransactionHistory,35
PeriodType,39
TrackCommissions,39
Processingreports,G/LTransactions,77
integratingwithOrderEntry,27,297
ProjectInvoicing,orderoption,213
PurchaseOrders
Q
QuantityBackordered,orderfield,229,418
Quantitycommitted
defaultingtoorderquantity,35
orderfield,232,420
QuantityOrdered,orderfield,226,415
User Guide
Index9
Index
Priceadjustment(creditnotes),274
Priceadjustment(debitnotes),274
PriceApproval,orderfield,228,417
Priceby(quantityorweight)
orderfield,227,416
PriceList
orderfield,216,226,414
shipmentfield,450
PricingUnitofMeasure
orderfield,227,416
PrintBOMorKitComponentItems
foracredit/debitnote,519
foraquote,468,470
foraninvoice,482,484
foranorderconfirmation,473,475
PrintOnHoldOrders(printinganorder
confirmation),473,475
Printerrequirements,reports,72
Printers,selectingandsettingup,73
Seealso:SystemManagerUserGuide
Printing
AgedOrdersreport,73
creditnotetransactions,727
credit/debitnotes,277,52,75
destination,72
InvoiceActionreport,79
invoicepostingjournals,464
invoicetransactions,727
invoices,479,710
MiscellaneousCharges,712
Optionsreport,714
OrderActionreport,714
orderconfirmations,470,715
ordertemplates,726
ordertransactions,727
papersize,72
pickingslips,475,717
printerrequirements,72
SalesStatisticsreport,724
SalespersonCommissionreport,724
AM.
QuantityShipped,orderfield,228,417,
448
Quote,processingoverview,222
QuoteExpirationDate,orderfield,212
Quotes
printing,721
reusing,48
verifyingtotals,243
R
Ratetype,changingdefault,34
Receipts,entering,434,459
Reference,orderfield,215
Reports,291,Chapter7
AgedOrders,73
CreditNoteList,727
creditnotes,75
debitnotes,75
G/LTransactions,77
InvoiceAction,79
InvoiceList,727
invoices,710
OptionalFields,713
Options,714
OrderAction,714
orderconfirmations,715
OrderList,727
orderprocessingforms,293
papersize,292,72
periodend,66
pickingslips,717
printerrequirements,72
printing,292
salesanalysis,293
SalesStatistics,724
SalespersonCommission,724
Index10
setup,292
ShipmentList,727
shippinglabels,725
ShipViaCodes,725
Templates,726
TransactionList,727
RequireShippingLabels
forprintinganinvoice,481,483
forprintinganorderconfirmation,474
forprintinganorderconfirmation
quote,472
Retainage,orderoption,213
RetainagePercentage,orderfield,235
RetentionPeriod,orderfield,235
Returneditems,journalentry,287
Returns,entering,53
RevenueAccount,orderfield,234
S
Saleshistory
clearing,69
options
AccumulateBy,38
PeriodType,39
printing,723
SalesHistoryDetailwindow,490,491
viewing,491
Salessplits,entering,240
Salesstatistics
clearing,69
options
AccumulateBy,39
AllowEditOf,39
PeriodType,39
printing,724
SalesStatisticsnotebook,using,488
viewing,488
Salestax,
calculating,237
editing,237
AM.
Standingorder,processingoverview,221
Statistics,options
AccumulateBy,39
AllowEditOfStatistics,39
KeepSalesStatistics,39
PeriodType,39
T
TaxGroup,orderfield,216
Taxreportingamounts
calculatingautomatically,36
TaxReportingCalculationonordesand
invoices,settingthedefault,36
Tax,sales
calculating,237
customertaxclass,238
editing,237
itemtaxclass,239
itemtaxincluded/excluded,239
Technicalinformation,AppendixD
TemplateCode,orderfield,211
Templates
adding,316
creditnoteprocessing,219
editing,317
howtouse,219
orderprocessing,219
printing,726
Terms,orderfield,216
Territory,orderfield,216
Totals
verifyingordersandinvoices,243
TrackCommissionsoption,changing,39
TrackingNumber,orderfield,215
TrackingNumber(foritem)
orderfield,232,420
TransactionListreport,printing,727
Transactionreports
GeneralLedger,77
User Guide
Index11
Index
SalespersonCommissionreport,
printing,724
SalespersonInquirywindow,using,489
Salespersonstatistics,viewing,489
Samplereports.See:Reports
Security,AppendixC
SerialNumbers
order/invoicefield,231,419
Setupreports,
EmailMessages,76
G/LIntegration,77
OptionalFields,713
Options,714
ShipViaCodes,725
Templates,726
ShipAllbutton,orderform,217
ShipDate,orderfield,245
ShipVia,orderfield,215
ShipVia(foritem),orderfield,231,420
ShipmentListreport,printing,727
ShipmentNumber,orderfield,245
Shipmenttotals,verifying,258
Shipments
adding,446
lookingup,484
partial,258
verifyingtotals,258
Shippinglabels
PrintOnlyLabelsMarkedasRequired
option,252,269
printing,478,725
printingforinvoices,269
printingfororderconfirmations,
shipments,andinvoices,252
ShipToLocation,orderfield,215
Shipviacodes
adding,322
editing,323
printing,725
AM.
Transactions
clearinghistory,24,25
DayEndProcessing,24
KeepTransactionHistoryoption,24
overview,22
posting,23
postingjournals,25
transactionlists,24
Type(detail),orderfield,224
Viewing
saleshistory,491
salesstatistics,488
salesstatisticsandsaleshistory,488
salespersonstatistics,489
Viewingcurrentorders,444
U
UnitCost,orderfield,231,419
Unitofmeasureonorders
UnitPrice,orderfield,228,416
UnitPriceOverride,417
UnitWeight,orderfield,229,418
Updatingsetupinformation
Windowsused,32
Index12
Warningmessages,A1
WeightUOMforitemsonorders
WIP/COGSAccount,,orderfield,234

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Sage Accpac ERP

Order Entry 5.5A

Sage Accpac International, Inc. Confidential

Sage Accpac International, Inc. Confidential

Chapter 1: Introducing the User Guide

Chapter 2: What You Need to Know Before Using

EnteringOrderDetails ..................................................... 223

VerifyingOrderTotals ..................................................... 243

Sage Software Confidential

PrintingQuotes,OrderConfirmations,PickingSlips,andInvoices ............. 249

CompletingOrders ........................................................ 261

EditingPaymentTerms .................................................... 267

PrintingInvoices .......................................................... 268

CompletingCreditNotesandDebitNotes ................................... 272

PostingCreditNotesandDebitNotes ....................................... 276

Sage Accpac Order Entry

Sage Software Confidential

PrintingReports ........................................................... 292

AccountsReceivable ....................................................... 295

PurchaseOrders ........................................................... 297

WhereToNow? ............................................................... 299

Chapter 3: Maintaining Setup Information

AfterChangingOptions .................................................... 310

AfterChangingOptions .................................................... 316

Sage Software Confidential

AddingaTemplate ........................................................ 317

AddingaMiscellaneousChargeRecord ..................................... 320

DeletingaMiscellaneousChargeRecord .................................... 321

AddingaShipViaCode ................................................... 322

DeletingaShipViaCode .................................................. 324

AddingandEditingEmailMessages ........................................... 324

EditingEmailMessages ................................................... 325

Chapter 4: Processing Orders, Shipments,

Sage Accpac Order Entry

Sage Software Confidential

EditingTaxInformation .................................................... 426

VerifyingOrderTotals ..................................................... 436

UsingtheNewContractWizardforJobRelatedQuotes ....................... 439

VerifyingShipmentTotals .................................................. 451

EnteringInvoicePrepayments .............................................. 459

PrintingPickingSlips .......................................................... 475

Sage Software Confidential

UsingtheCurrentOrdersInquiryandPendingShipmentInquiryForms ........... 484

ImportingOrdersandShipments ........................................... 492

Chapter 5: Processing Credit Notes and Debit Notes

EditingExchangeRates .................................................... 512

PostingCredit/DebitNoteswithOptionalFields ............................. 514

Chapter 6: Periodic Processing

Sage Accpac Order Entry

Sage Software Confidential

Invoices ...................................................................... 710

PickingSlips .................................................................. 717

SalesHistory .................................................................. 723

ShippingLabels ............................................................... 725

TransactionList ............................................................... 727

Appendix A: Errors, Warnings, and Confirmations

Sage Software Confidential

Appendix B: Importing and Exporting

Appendix C: Order Entry Security

Appendix D: Technical Information

Sage Accpac Order Entry

Sage Software Confidential

How to Use This Guide