Creating Supply Sales Orders
A supply sales order is an order specifying the billing, shipping, item quantity, backorder, and pricing details of a customer's supply order. Supply sales orders do not have any general ledger impact unless they are pre-billed. Adding items to a sales order allocates the inventory items on the sales order by specific warehouse but does not remove them from inventory. In e-automate, items are allocated on sales orders, service calls, and production work orders. Sales orders can also be used to populate purchase orders.
The basic process for using a sales order is to first create the sales order, then pick the order using either the standard picking process or the quick pick process, ship the order to the customer, and finally fulfill (invoice) the customer. The sales order allows you to create an order with multiple items and pick and ship in varying quantities. The sales order remains open until the entire order is fulfilled (invoiced); the status is then changed to Fulfilled.
You can combine some steps of the basic sales order process. For example, when you create a sales order there is a checkbox on the order that allows you to ship the order upon creation of the sales order. This option opens the shipping window immediately when you click [OK] to save the new sales order. You can also combine the shipping and fulfilling processes. The shipment window has a checkbox that allows you to fulfill an order immediately following the creation of the shipment. These steps are designed to simplify or speed your process as necessary.
If, when you enter a sales order, the bill to customer is on credit hold, e-automate stamps the sales order as On-Hold and will not allow the order to be fulfilled until the order is released.
When you enter a sales order, e-automate pre-determines the warehouse from which the items added to the sales order will be drawn. The system identifies the default company or branch warehouse on the sales order. All items added subsequent to the warehouse identification are assumed to be drawn from the specified warehouse unless specifically changed on the item detail. As you add items to a sales order, e-automate can determine if you have sufficient on-hand quantities to provide for the quantity on the sales order. This option is called Auto Availability Checks and Backorder Calculation. When enabled, e-automate automatically back orders quantities for which you have insufficient stock. When disabled, the items are added to the sales order regardless of your on-hand quantities.
Once items are added to the order you can modify their details by editing the settings associated with each item. There are two levels of settings associated with an item on a sales order. There is the item detail level, displayed in the Edit Sales Order Item window. In this window you can modify the quantity, price, discount, equipment contract, department, and tax as flag. The second level is associated with the warehouse from which the item is to be drawn, and is often called the bin level. At this level you can modify the warehouse and bin from which an item is to be drawn, backordered quantities, stocking code, and out cost. You access the item detail level by double-clicking on an item or selecting an item and clicking [Edit] while creating or editing a sales order. You access the bin level by right-clicking on an item and selecting Edit Bins. You can also access the bin level by double-clicking on an item and then double-clicking on the warehouse and bin on the Warehouse/bin/quantity tab.
You use the bin level to manually set backordered quantities or to manually override individual backordered quantities. You can also use the bin level to switch between items that come from your inventory stock or items you intend to be delivered to the customer via drop ship. Also at the bin level is the ability for a user to override the out cost associated with an item on a sales order. The out cost is the burdened cost automatically calculated by e-automate to assure the dealer a margin on each sale.
Supply sales order are also the way in which you attribute the cost of items provided under a service contract with the specific equipment and the contracts. When processing supply orders, Best practice recommends that each line item on supply orders is associated with specific equipment and specific contracts. The association of supplies to equipment and contract allows you to run detailed contract profitability reports. You can have multiple supplies on a supply order associated with multiple equipment and contracts. Supplies on a single sales order must be shipped to the same locations because sales orders have a single shipping address per order. If the supplies ordered go to different locations you would need a separate sales order for each shipping address.
By identifying equipment on the sales order, the sales order can also suggest the supply items that should be offered or are allowed to sell to the customer with the identified equipment, if configured by your inventory department. See Creating Items – Equipment for additional information. This is accomplished by placing a filter on the Item field lookup. The filter is either automatically added based on how the sales order was last used or placed based on your system administrators choice. You can identify that the Item lookup is being filtered when a small checkmark displays below the magnifying glass on the Lookup icon. If you do not see a checkmark, the item list is not filtered. You can add or remove filters by using the action menu on the right hand of the Item field. Only items that have sales codes can be displayed in sales transactions, this is implied. The following is a list of the filters available on the sales order Item field lookup.
Filter by accessory items: When in use, the item lookup displays only items that are attached to the identified equipment as accessories.
Filter by bill code and related items of selected host equipment and accessories: When in use the item lookup displays only bill code allowed items that are identified on the related items tab of the host equipment’s item and attached accessories.
Filter by bill code and related part items of selected host equipment and accessories: When in use the item lookup displays only bill code allowed items that are identified on the related part items tab of the host equipment’s item and attached accessories.
Filter by bill code and related supply items of selected host equipment and accessories: When in use the item lookup displays only bill code allowed items that are identified on the related supply items tab of the host equipment’s item and attached accessories.
Filter by bill code of selected equipment: When in use, the item lookup displays all allowed items by the bill code assigned to the equipment identified in the Equipment field. This includes items that are not related to the equipment.
Filter by equipment for selected customer (include accessories): When in use the item lookup displays the equipment coded items for all equipment associated with the identified customer.
Filter by related items of equipment for selected customer (include related items or accessories): When in use the item look up displays items that are related to all the customers currently assigned equipment as well as related items that are identified on accessories attached to the identified customer’s equipment. This likely includes items that are not related to the currently selected equipment and its accessories.
Filter by related items of host equipment and accessories: When in use, the item look displays items that are identified on the Related items tab of the host equipment item and currently attached accessory items.
Filter by related items of selected equipment: When in use, the item look displays items that are identified on the Related items tab of the host equipment item only.
Filter by related part items of equipment for selected customer (include related items or accessories): When in use the item look up displays items that are related to all the customers currently assigned equipment as well as related part items that are identified on accessories attached to the identified customer’s equipment. This likely includes items that are not related to the currently selected equipment and its accessories.
Filter by related part items of host equipment and accessories: When in use, the item look displays part items that are identified on the Related items tab of the host equipment item and currently attached accessory items.
Filter by related part items of selected equipment: When in use, the item look displays part items that are identified on the Related items tab of the host equipment item only.
Filter by related supply items of equipment for selected customer (include related items or accessories): When in use the item look up displays items that are related to all the customers currently assigned equipment as well as related supply items that are identified on accessories attached to the identified customer’s equipment. This likely includes items that are not related to the currently selected equipment and its accessories.
Filter by related supply items of host equipment and accessories: When in use, the item look displays supply items that are identified on the Related items tab of the host equipment item and currently attached accessory items.
Filter by related supply items of selected equipment: When in use, the item look displays supply items that are identified on the Related items tab of the host equipment item only.
Show only equipment items: When in use, the item lookup displays only inventory items that have equipment codes.
Show only non-serialized items: When in use, the item lookup displays only inventory items that are not serialized.
Show only serialized items: When in use, the item lookup displays only inventory items that have serial numbers.
Sales order information is used to:
Create printed sales orders
Create standard picking and quick pick lists
Create shipments
Create sales invoices
Associate items provided under contract at no charge and charge for contract profitability
Identify items which are currently in inventory as allocated and, therefore, unavailable to be sold through Service or Sales or used in manufacturing
Identify items that are not in inventory and therefore are back ordered
Getting to the TransactionGetting to the Transaction
On the Sales menu, select Sales Orders to open the Sales Orders window.
Click [New] to open the New Sales Order window.
Basic InformationBasic Information
In the Customer field, use the lookup to select the customer to whom you are selling the items.
Note: When you select a customer, the system displays the customer's Phone number below the Customer field and populates other fields using information from the Customer record.
In the Description field, enter optional brief information regarding this sales order.
In the Order Type field, use the lookup to select a supply order order type (e.g., SO - Supply Order).
In the Sales rep field, use the lookup to select the person in your company making the sale.
Note: This system populates this field from the Customer record. You can override the name displayed on a per-order basis if necessary.
In the PO number field, enter the customer's PO number if applicable.
Note: This system populates this field from the Customer record. You can override the number displayed on a per-order basis if necessary. Additionally, if the Require PO Number checkbox is checked in the Customer record, you are required to enter a PO number in this field for this customer.
In the Ordered by field, use the lookup to select the customer contact who is responsible for this order.
Note: By default, the system filters this list for contacts associated with this customer. If you want to view contacts not displayed in this list, do any of the following:
To view all contacts, use the drop-down menu to select No filter.
To view contacts for this customer only (the default setting), use the drop-down menu to select Filter > Customer contacts.
To view contacts for this customer and contacts who are not currently associated with any customer, use the drop-down menu to select Filter > Customer or unassociated contacts.
To add a new contact, use the drop-down menu to select New. The system displays the New Contact window. For more information on creating a new contact, see the Creating Contacts topic.
Note: If you choose a contact that is not associated with the current customer, you will not be able to save the sales order. You must select a contact associated with the current customer, or you must associate the contact you selected with the current customer. To associate an existing contact with the current customer, use the drop-down menu to select Edit. The system displays the Edit Contact window. For more information on associating a contact with a customer, see the "Customer Tab" section of the Creating Contacts topic.
In the Branch field, use the lookup to select the branch of your company with which to associate the revenue from the sales order.
Note: You can override the branch at the line-item level. For more information, see the "Add or Edit Supply Items" section of this topic.
Note: The Branch field is only displayed when branching is enabled. For more information, see the Enabling Branching topic.
In the Number field, enter a number to identify this sales order or make no change to allow the system to sequentially assign the next available number to this sales order.
In the Date field, enter the create date of this sales order or make no change to use the system date displayed.
In the Due by field, enter the date the payment from the customer would be due if this order were fulfilled today or make no change to use the date displayed.
In the Req. date field, enter the date by which the customer requires the item(s) on the sales order.
In the Warehouse field, use the lookup to select the company warehouse from which e-automate should allocate the items added to this sales order unless otherwise specified or make no change to use the default warehouse displayed.
Note: The system displays the warehouse specified in the Default warehouse field for your company or branch in Tools > Options > Company.
In the Department field, use the lookup to select the department receiving credit for all items on this sales order. When left blank, the department is automatically assigned based on the sales code associated with the item.
Note: This field can be overridden when you are associating the items on the order with equipment and a contract. E-automate uses the Bill Code and associated billing account code to assign the department on sales transactions. For more information, see the Creating Billing Account Codes topic. This field is usually left blank unless you want to force the department on all line items.
In the Status field, use the lookup to identify the current status of this order or make no change to use the default selection of Open.
Note: You can create your own order types and assign them as necessary to meet your operational needs.
In the Quote field, use the lookup to select a sales quote or price sheet, if applicable, that the system should use to populate the fields of this sales order.
Note: You can make changes to the sales order without affecting the selected sales quote or price sheet.
As you add items to and/or remove items from the sales order, review the system-updated totals in the yellow Summary region in the top right corner of this window.
Note: To view a tax rate summary, click the Tax link in the Summary region. The system displays a Tax Rate Summary window. For each applicable tax, this window displays the Authority, Tax Flag, Rate, Charges, and Tax amount. The Tax total appears below the table.
Quick Add Supply ItemsQuick Add Supply Items
On the Items tab, you can add/edit/delete items using these options:
QuickAdd: Add an item to an order using the item's basic settings (e.g., settings like price, warehouse, bin, and tax code).
Add: Add an item to an order that allows you to modify the item's settings.
Edit: Edit an item added to the sales order in a manner that allows you to modify the item's settings.
Delete: Delete an item from a sales order.
When you use the [QuickAdd] or [Delete] button, all changes occur on the Items tab itself. Use the information displayed in this section of this topic to complete these actions.
When you use the [Add] or [Edit] button, the system displays an additional window—the Add Sales Order Item or Edit Sales Order Item window, respectively. Use the information displayed in the "Add or Edit Supply Items" section of this topic to complete these actions.
To QuickAdd supply items based on an equipment item or items included under contract, do the following:
Locate and check the checkbox on the bottom left of the sale order window, Add equipment and contract.
Note: This displays the Equipment and Contract fields on the sales order. You use these fields to identify equipment and contract to which the cost should be associated for contract profitability calculations. This checkbox is sticky; if a transaction is completed with this box checked, this box will remain checked for subsequent sales orders on the same computer.
Note: To receive Item Yield Warning messages when applicable, you must check this box when entering consumable supplies so that the system knows what equipment will be consuming the supplies.
In the Equipment field, use the lookup to select the equipment that will consume this item.
Note: By selecting the equipment, e-automate can identify the current service contract, the coverage associated with the service contract (Bill Code), and the customer. If configured, it can also configure the Item field Lookup to filter by related items or supplies that can be consumed by this selected equipment. For more information, see the Creating Items – Equipment topic. If the equipment is on more than one contract, e-automate allows you to choose the appropriate contract.
In the Contract field, verify the identified contract.
In the Item field, use the lookup to select an item to add to the sales order.
Note: A filter can be applied to the Item field lookup, restricting it from showing all active items that are available for sale but only showing items that are applicable to the selected equipment. The visual indicator that there is a filter applied is a small checkmark below the magnifying glass displayed on the lookup icon. You can add or remove filters by clicking on action menu in the field on the right hand side of the Item field. You can also hover over the lookup icon and a tooltip displays identifying the filter, if any. See above for information about the filters available to be applied to the Item field.
In the Quantity field, type in the quantity requested of the selected item.
Click [QuickAdd].
Note: If you are adding an item with an area unit of measure for which you have configured quantity calculations, see the Entering Order Quantities Based on Area Calculations topic.
Do one of the following based on your on-hand stocking levels:
With auto availability checks and back order calculations on sales orders enabled
If you have the full quantity of the item in the default or assigned bin, e-automate adds the item at the specified quantity to the sales order.
If you have some of the quantity of the item in the default and other bins combined, OR you have some of the quantity of the item in only the default bin, e-automate displays the Sales Order Bin Quantity Proposal window. Do one or more of the following:
Review the proposal and if you accept the proposal, click [OK].
To modify the proposed bin distribution, do the following:
Select the row of the proposed warehouse and bin you want to modify.
In the Warehouse field, use the lookup to select an alternate warehouse.
In the Bin field, use the lookup to select a bin within the identified warehouse.
In the Quantity field, enter the quantity that you want drawn from the identified warehouse and bin.
Note: In the Inventory Locations region, you view the item distribution in your warehouses.
Click [Update] to update the bin distribution.
Note: You can use [Remove] and [QuickAdd] to completely remove distributions and add new distributions as long as the ordered quantity and the sum of the quantity in the bin distribution match. E-automate updates the backordered quantity as you add or remove.
To preview the proposed backorder calculation, check the Preview backorder detail upon clicking OK checkbox.
If you checked the Preview backorder detail upon clicking OK checkbox, e-automate displays the default warehouse and bin configured for the necessary backorder to complete the quantity ordered. Make changes as necessary.
If you want to modify the backorder warehouse, in the Warehouse field, use the lookup to select a warehouse from which to backorder this item.
Note: You can use the [Warehouse availability] button to examine your quantity for the identified item.
In the Bin field, accept the proposed backorder bin or use the lookup icon to select a different backorder bin.
In the Quantity field, accept the quantity originally ordered or modify the quantity.
In the Canceled field, enter a canceled quantity if any.
In the Back ordered field, enter the back order quantity.
Note: E-automate automatically calculates this value but you can override it to preserve some of your current stock for other customers.
If you want to change the stocking code for this bin distribution, in the Stocking code field, use the lookup icon and select an appropriate stocking code. If you modify it to Special Order or Drop Ship, e-automate updates the quantity field to reflect all line items on this bin distribution to follow the identified stocking code.
You use the Override checkbox on the Out cost tab to identify a different out cost than was automatically calculated by e-automate. This is applicable to items that have inventory codes.
When you have backordered items you can link them to transfer or purchase orders to provide the item for the customer. For more information on how to use the Purchase Orders and Transfer Orders tabs, see the Addl. Info – Resolving Backorder Status via a Transfer Order and Addl. Info – Resolving Backordered Quantities via a Purchase Order topics.
To add notes to this line item, click the Notes tab to bring it forward and enter notes. Notes are internal.
Click [OK] to save your settings and return to the sales order window.
If you have the full quantity of the item in multiple bins, do one or more of the following:
Review the proposal and if you accept the proposal, click [OK].
To modify the proposed bin distribution, do the following:
Select the row of the proposed warehouse and bin you want to modify.
In the Warehouse field, use the lookup to select an alternate warehouse.
In the Bin field, use the lookup to select a bin within the identified warehouse.
In the Quantity field, enter the quantity that you want drawn from the identified warehouse and bin.
Note: In the Inventory Locations region, you view the item distribution in your warehouses.
Click [Update] to update the bin distribution.
Note: You can use [Remove] and [QuickAdd] to completely remove distributions and add new distributions as long as the ordered quantity and the sum of the quantity in the bin distribution match.
If you do not have any of the item, do one or more of the following:
Review the proposal and if you accept the proposal, click [OK].
If you want to modify the warehouse and bin distribution back order settings, do the following:
If you want to modify the backorder warehouse, in the Warehouse field, use the Lookup to select a warehouse from which to backorder this item.
Note: You can use the [Warehouse availability] button to examine your quantity for the identified item.
In the Bin field, accept the proposed backorder bin or use the Lookup to select a different backorder bin.
In the Quantity field, accept the quantity originally ordered or modify the quantity.
In the Canceled field, enter a canceled quantity if any.
In the Back ordered field, enter the back order quantity.
Note: E-automate automatically calculates this value but you can override it to preserve some of your current stock for other customers.
If you want to change the stocking code for this bin distribution, in the Stocking code field, use the lookup and select an appropriate stocking code. If you modify it to Special Order or Drop Ship, e-automate updates the quantity field to reflect all line items on this bin distribution to follow the identified stocking code.
You use the Override checkbox on the Out cost tab to identify a different out cost than was automatically calculated by e-automate. This is applicable to items that have inventory codes.
When you have backordered items you can link them to transfer or purchase orders to provide the item for the customer. For more information on how to use the Purchase Orders and Transfer Orders tabs, see the Addl. Info – Resolving Backorder Status via a Transfer Order and Addl. Info – Resolving Backordered Quantities via a Purchase Order topics.
To add notes to this line item, click the Notes tab to bring it forward and enter notes. Notes are internal.
Click [OK] to save your settings and return to the sales order window.
If the item is configured to automatically backorder due to drop ship configuration, e-automate adds the item at the specified quantity to the sales order with the appropriate backorder status for the line item.
If the Warehouse field contains a drop ship warehouse, e-automate adds the item at the specified quantity to the sales order with the appropriate backorder status for the line item.
With auto availability checks and back order calculations on sales orders disabled
If you have the full quantity of the item in the default or assigned bin, e-automate adds the item at the specified quantity to the sales order.
If you have the full quantity of the item in multiple bins, do one or more of the following:
Review the proposal and if you accept the proposal, click [OK].
To modify the proposed bin distribution, do the following:
Select the row of the proposed warehouse and bin you want to modify.
In the Warehouse field, use the lookup to select an alternate warehouse.
In the Bin field, use the lookup to select a bin within the identified warehouse.
In the Quantity field, enter the quantity that you want drawn from the identified warehouse and bin.
Note: In the Inventory Locations region, you view the item distribution in your warehouses.
Click [Update] to update the bin distribution.
Note: You can use [Remove] and [QuickAdd] to completely remove distributions and add new distributions as long as the ordered quantity and the sum of the quantity in the bin distribution match.
If you do not have any of the item, do one or more of the following:
Review the proposal and if you accept the proposal, click [OK].
If you want to modify the warehouse and bin distribution back order settings, do the following:
If you want to modify the backorder warehouse, in the Warehouse field, use the Lookup to select a warehouse from which to backorder this item.
Note: You can use the [Warehouse availability] button to examine your quantity for the identified item.
In the Bin field, accept the proposed backorder bin or use the lookup icon to select a different backorder bin.
In the Quantity field, accept the quantity originally ordered or modify the quantity.
In the Canceled field, enter a canceled quantity if any.
In the Back ordered field, enter the back order quantity.
Note: E-automate automatically calculates this value but you can override it to preserve some of your current stock for other customers.
If you want to change the stocking code for this bin distribution, in the Stocking code field, use the lookup and select an appropriate stocking code. If you modify it to Special Order or Drop Ship, e-automate updates the quantity field to reflect all line items on this bin distribution to follow the identified stocking code.
You use the Override checkbox on the Out cost tab to identify a different out cost than was automatically calculated by e-automate. This is applicable to items that have inventory codes.
When you have backordered items you can link them to transfer or purchase orders to provide the item for the customer. For more information on how to use the Purchase Orders and Transfer Orders tabs, see the Addl. Info – Resolving Backorder Status via a Transfer Order and Addl. Info – Resolving Backordered Quantities via a Purchase Order topics.
To add notes to this line item, click the Notes tab to bring it forward and enter notes. Notes are internal.
Click [OK] to save your settings and return to the sales order window.
If the item is configured to automatically backorder due to drop ship configuration, e-automate adds the item at the specified quantity to the sales order with the appropriate backorder status for the line item.
If the Warehouse field contains a drop ship warehouse, e-automate adds the item at the specified quantity to the sales order with the appropriate backorder status for the line item.
To add additional items and quantities, in the Equipment field, select the equipment, in the Contract field, verify the contract, in the Item field, select the item, and identify the quantity in the Quantity field, then click [QuickAdd]. Use the above instructions based on the results.
To delete an item on the sales order, select the item and click [Delete]. Click [Yes] to remove it from the sales order, click [No] to leave the item on the sales order and return to the sales order.
To rearrange the column order on the sales order list, click on a column heading and drag it to a new location.
Note: After you rearrange columns in the Sales Order window, e-automate will remember the order and display the columns in your arranged order the next time you open the new sales invoice form.
When users purchase multiples of the same item, e-automate allows you to give volume discounts. This functionality works well if all the items are identified on a single row of the sales order. If you have added the same item to the sales order multiple times in order to give the customer the quantity discount, you can still apply the volume discount by clicking the [Apply volume discounts across all line items] button on the lower left of the Items tab. When clicked, e-automate re-calculates the prices for items added multiple times to the sales order.
If the system displays a warning icon when you enter an item, hover over the icon to see the warning message or edit the line item to view the warning message as part of the Item Invoice Details region on the Edit Sales Order Item window. While this warning will not prevent you from including the item on the sales order, you should use the information displayed to determine if the item needs to be linked to an equipment item (e.g., when the warning indicates the item is consumable and is not linked to an equipment item) or if the item should remain on the order (e.g., when the warning indicates the consumable item's actual usage is less than the expected usage). For more information, see the "Configuring, Accumulating Usage for, and Understanding Item Yield Warnings" section of the Configuring and Using Equipment Supply Order Entry topic.
To add an item to the sales invoice that is not associated with a contract, do the following:
If the Add equipment and contract checkbox is checked, uncheck it.
In the Item field, use the lookup to select the item you are selling to the customer.
In the Quantity field, enter the quantity of the desired item.
Click [QuickAdd].
Note: If you are adding an item with an area unit of measure for which you have configured quantity calculations, see the Entering Order Quantities Based on Area Calculations topic.
Do one of the following based on your on-hand stocking levels:
With auto availability check and back order calculation on sales orders enabled
If you have the full quantity of the item in the default or assigned bin, e-automate adds the item at the specified quantity to the sales order.
If you have some of the quantity of the item in the default and other bins combined, OR you have some of the quantity of the item in only the default bin, e-automate displays the Sales Order Bin Quantity Proposal window. Do one or more of the following:
Review the proposal and if you accept the proposal, click [OK].
To modify the proposed bin distribution, do the following:
Select the row of the proposed warehouse and bin you want to modify.
In the Warehouse field, use the lookup to select an alternate warehouse.
In the Bin field, use the Lookup to select a bin within the identified warehouse.
In the Quantity field, enter the quantity that you want drawn from the identified warehouse and bin.
Note: In the Inventory Locations region, you view the item distribution in your warehouses.
Click [Update] to update the bin distribution.
Note: You can use [Remove] and [QuickAdd] to completely remove distributions and add new distributions as long as the ordered quantity and the sum of the quantity in the bin distribution match. E-automate updates the backordered quantity as you add or remove.
To preview the proposed backorder calculation, check the Preview backorder detail upon clicking OK checkbox.
If you checked the Preview backorder detail upon clicking OK checkbox, e-automate displays the default warehouse and bin configured for the necessary backorder to complete the quantity ordered. Make changes as necessary.
If you want to modify the backorder warehouse, in the Warehouse field, use the Lookup to select a warehouse from which to backorder this item.
Note: You can use the [Warehouse availability] button to examine your quantity for the identified item.
In the Bin field, accept the proposed backorder bin or use the Lookup to select a different backorder bin.
In the Quantity field, accept the quantity originally ordered or modify the quantity.
In the Canceled field, enter a canceled quantity if any.
In the Back ordered field, enter the back order quantity.
Note: E-automate automatically calculates this value but you can override it to preserve some of your current stock for other customers.
If you want to change the stocking code for this bin distribution, in the Stocking code field, use the lookup and select an appropriate stocking code. If you modify it to Special Order or Drop Ship, e-automate updates the quantity field to reflect all line items on this bin distribution to follow the identified stocking code.
You use the Override checkbox on the Out cost tab to identify a different out cost than was automatically calculated by e-automate. This is applicable to items that have inventory codes.
When you have backordered items you can link them to transfer or purchase orders to provide the item for the customer. For more information on how to use the Purchase Orders and Transfer Orders tabs, see the Addl. Info – Resolving Backorder Status via a Transfer Order and Addl. Info – Resolving Backordered Quantities via a Purchase Order topics.
To add notes to this line item, click the Notes tab to bring it forward and enter notes. Notes are internal.
Click [OK] to save your settings and return to the sales order window.
If you have the full quantity of the item in multiple bins, do one or more of the following:
Review the proposal and if you accept the proposal, click [OK].
To modify the proposed bin distribution, do the following:
Select the row of the proposed warehouse and bin you want to modify.
In the Warehouse field, use the lookup to select an alternate warehouse.
In the Bin field, use the lookup to select a bin within the identified warehouse.
In the Quantity field, enter the quantity that you want drawn from the identified warehouse and bin.
Note: In the Inventory Locations region, you view the item distribution in your warehouses.
Click [Update] to update the bin distribution.
Note: You can use [Remove] and [QuickAdd] to completely remove distributions and add new distributions as long as the ordered quantity and the sum of the quantity in the bin distribution match.
If you do not have any of the item, do one or more of the following:
Review the proposal and if you accept the proposal, click [OK].
If you want to modify the warehouse and bin distribution back order settings, do the following:
If you want to modify the backorder warehouse, in the Warehouse field, use the Lookup to select a warehouse from which to backorder this item.
Note: You can use the [Warehouse availability] button to examine your quantity for the identified item.
In the Bin field, accept the proposed backorder bin or use the Lookup to select a different backorder bin.
In the Quantity field, accept the quantity originally ordered or modify the quantity.
In the Canceled field, enter a canceled quantity if any.
In the Back ordered field, enter the back order quantity.
Note: E-automate automatically calculates this value but you can override it to preserve some of your current stock for other customers.
If you want to change the stocking code for this bin distribution, in the Stocking code field, use the lookup and select an appropriate stocking code. If you modify it to Special Order or Drop Ship, e-automate updates the quantity field to reflect all line items on this bin distribution to follow the identified stocking code.
You use the Override checkbox on the Out cost tab to identify a different out cost than was automatically calculated by e-automate. This is applicable to items that have inventory codes.
When you have backordered items you can link them to transfer or purchase orders to provide the item for the customer. For more information on how to use the Purchase Orders and Transfer Orders tabs, see the Addl. Info – Resolving Backorder Status via a Transfer Order and Addl. Info – Resolving Backordered Quantities via a Purchase Order topics.
To add notes to this line item, click the Notes tab to bring it forward and enter notes. Notes are internal.
Click [OK] to save your settings and return to the sales order window.
If the item is configured to automatically backorder due to drop ship configuration, e-automate adds the item at the specified quantity to the sales order with the appropriate backorder status for the line item.
If the Warehouse field contains a drop ship warehouse, e-automate adds the item at the specified quantity to the sales order with the appropriate backorder status for the line item.
With auto availability check and back order calculations on sales orders disabled
If you have the full quantity of the item in the default or assigned bin, e-automate adds the item at the specified quantity to the sales order.
If you have the full quantity of the item in multiple bins, do one or more of the following:
Review the proposal and if you accept the proposal, click [OK].
To modify the proposed bin distribution, do the following:
Select the row of the proposed warehouse and bin you want to modify.
In the Warehouse field, use the Lookup to select an alternate warehouse.
In the Bin field, use the Lookup to select a bin within the identified warehouse.
In the Quantity field, enter the quantity that you want drawn from the identified warehouse and bin.
Note: In the Inventory Locations region, you view the item distribution in your warehouses.
Click [Update] to update the bin distribution.
Note: You can use [Remove] and [QuickAdd] to completely remove distributions and add new distributions as long as the ordered quantity and the sum of the quantity in the bin distribution match.
If you do not have any of the item, do one or more of the following:
Review the proposal and if you accept the proposal, click [OK].
If you want to modify the warehouse and bin distribution back order settings, do the following:
If you want to modify the backorder warehouse, in the Warehouse field, use the Lookup to select a warehouse from which to backorder this item.
Note: You can use the [Warehouse availability] button to examine your quantity for the identified item.
In the Bin field, accept the proposed backorder bin or use the lookup icon to select a different backorder bin.
In the Quantity field, accept the quantity originally ordered or modify the quantity.
In the Canceled field, enter a canceled quantity if any.
In the Back ordered field, enter the back order quantity.
Note: E-automate automatically calculates this value but you can override it to preserve some of your current stock for other customers.
If you want to change the stocking code for this bin distribution, in the Stocking code field, use the lookup icon and select an appropriate stocking code. If you modify it to Special Order or Drop Ship, e-automate updates the quantity field to reflect all line items on this bin distribution to follow the identified stocking code.
You use the Override checkbox on the Out cost tab to identify a different out cost than was automatically calculated by e-automate. This is applicable to items that have inventory codes.
When you have backordered items you can link them to transfer or purchase orders to provide the item for the customer. For more information on how to use the Purchase Orders and Transfer Orders tabs, see the Addl. Info – Resolving Backorder Status via a Transfer Order and Addl. Info – Resolving Backordered Quantities via a Purchase Order topics.
To add notes to this line item, click the Notes tab to bring it forward and enter notes. Notes are internal.
Click [OK] to save your settings and return to the sales order window.
If the item is configured to automatically backorder due to drop ship configuration, e-automate adds the item at the specified quantity to the sales order with the appropriate backorder status for the line item.
If the Warehouse field contains a drop ship warehouse, e-automate adds the item at the specified quantity to the sales order with the appropriate backorder status for the line item.
When users purchase multiples of the same item, e-automate allows you to give volume discounts. This functionality works well if all the items are identified on a single row of the sales order. If you have added the same item to the sales order multiple times in order to give the customer the quantity discount, you can still apply the volume discount by clicking the [Apply volume discounts across all line items] button on the lower left of the Items tab. When clicked, e-automate re-calculates the prices for items added multiple times to the sales order.
Add or Edit Supply ItemsAdd or Edit Supply Items
When you use the [Add] or [Edit] button on the Items tab, the system displays an additional window—the Add Sales Order Item or Edit Sales Order Item window, respectively. Use the information displayed in this section of this topic to complete these actions using this additional window.
To add or edit supply items using the [Add] or [Edit] button on the Items tab, respectively, do the following:
Locate and check the checkbox on the bottom left of the sale order window, Add equipment and contract.
Note: This displays the Equipment and Contract fields on the sales order. You use these fields to identify equipment and contract to which the cost should be associated for contract profitability calculations. This checkbox is sticky and once a transaction is completed subsequent sales orders on the same computer will come up with it checked.
To edit an existing line item selected in the display, click the [Edit] button to have the system display the Edit Sales Order Item and then proceed to Step 7.
In the Equipment field, use the lookup to select the equipment that will consume this supply item.
Note: By selecting the equipment, e-automate can identify the current service contract, the coverage associated with the service contract (Bill Code), and the customer. If configured, it can also configure the Item field lookup to filter by related items or supplies that can be consumed by the selected equipment. For more information, see the Creating Items – Equipment topic. If the equipment is on more than one contract, e-automate allows you to choose the appropriate contract.
In the Contract field, make no change to use the contract displayed or use the lookup to select the appropriate contract.
To add a new line item, click the [Add] button to have the system display the Add Sales Order Item window.
In the Item field, use the lookup to select an item to add to the sales order.
Note: A filter can be applied to the Item field lookup, restricting it from showing all active items that are available for sale but only showing items that are applicable to the selected equipment. The visual indicator that there is a filter applied is a small checkmark below the magnifying glass displayed on the lookup icon. You can add or remove filters by clicking on action menu in the field on the right hand side of the Item field. You can also hover over the lookup icon and a tooltip displays identifying the filter, if any. See the Overview section above for information about the filters available to be applied to the Item field.
In the Quantity field, type in the quantity requested of the selected item.
Note: If you are adding an item with an area unit of measure for which you have configured quantity calculations, the Quantity field will be disabled and a [Calc] button will display to the right of the Quantity field. See the Entering Order Quantities Based on Area Calculations topic.
With auto availability checks and back order calculations on sales orders enabled
If you have the full quantity of the item in the default or assigned bin, e-automate updates the quantity on the Warehouse / bin / quantity tab and continues to the Price field.
If you have a partial quantity of the item in the default and other bins combined, OR you have some of the quantity of the item in only the default bin, e-automate displays the Sales Order Bin Quantity Proposal window. Do one or more of the following and click [OK]:
Review the proposal on the Warehouse/bin/quantity tab and if you accept the proposal, click [OK].
To modify the proposed bin distribution, do the following:
Select the row of the proposed warehouse and bin you want to modify.
In the Warehouse field, use the lookup to select an alternate warehouse.
In the Bin field, use the lookup to select a bin within the identified warehouse.
In the Quantity field, enter the quantity that you want drawn from the identified warehouse and bin.
Note: In the Inventory Locations region, you view the item distribution in your warehouses.
Click [Update] to update the bin distribution.
Note: You can use [Remove] and [QuickAdd] to completely remove distributions and add new distributions as long as the ordered quantity and the sum of the quantity in the bin distribution match. e-automate updates the backordered quantity as you add or remove.
To preview the proposed backorder calculation, check the Preview backorder detail upon clicking OK checkbox.
If you checked the Preview backorder detail upon clicking OK checkbox, e-automate displays the default warehouse and bin configured for the necessary backorder to complete the quantity ordered. Make changes as necessary after you click [OK].
If you want to modify the backorder warehouse, in the Warehouse field, use the Lookup to select a warehouse from which to backorder this item.
Note: You can use the Warehouse availability button to examine your quantity for the identified item.
In the Bin field, accept the proposed backorder bin or use the Lookup to select a different backorder bin.
In the Quantity field, accept the quantity originally ordered or modify the quantity.
In the Canceled field, enter a canceled quantity if any.
In the Back ordered field, enter the back order quantity.
Note: E-automate automatically calculates this value but you can override it to preserve some of your current stock for other customers.
If you want to change the stocking code for this bin distribution, in the Stocking code field, use the lookup and select an appropriate stocking code. If you modify it to Special Order or Drop Ship, e-automate updates the quantity field to reflect all line items on this bin distribution to follow the identified stocking code.
You use the Override checkbox on the Out cost tab to identify a different out cost than was automatically calculated by e-automate. This is applicable to items that have inventory codes.
When you have backordered items you can link them to transfer or purchase orders to provide the item for the customer. For more information on how to use the Purchase Orders and Transfer Orders tabs, see the Addl. Info – Resolving Backorder Status via a Transfer Order and Addl. Info – Resolving Backordered Quantities via a Purchase Order topics.
To add notes to this line item, click the Notes tab to bring it forward and enter notes. Notes are internal.
Click [OK] to save your settings and return to the sales order window.
Note: E-automate populates the Add Sales Order Item window with the settings defined.
If you have the full quantity of the item in multiple bins, do one or more of the following:
Review the proposal and if you accept the proposal, click [OK].
To modify the proposed bin distribution, do the following:
Select the row of the proposed warehouse and bin you want to modify.
In the Warehouse field, use the lookup to select an alternate warehouse.
In the Bin field, use the lookup to select a bin within the identified warehouse.
In the Quantity field, enter the quantity that you want drawn from the identified warehouse and bin.
Note: In the Inventory Locations region, you view the item distribution in your warehouses.
Click [Update] to update the bin distribution.
Note: You can use [Remove] and [QuickAdd] to completely remove distributions and add new distributions as long as the ordered quantity and the sum of the quantity in the bin distribution match.
If you do not have any of the item, e-automate displays the Edit Sales Order Item Bin window. You this window to set your quantity, manage your back order quantities and stocking code for the line on the sale order. Do one or more of the following:
To modify the distribution settings for this item in the Warehouse field, use the lookup to select a warehouse from which to backorder this item.
Note: You can use the Warehouse availability button to examine your quantity for the identified item.
In the Bin field, accept the proposed backorder bin or use the Lookup to select a different backorder bin.
In the Quantity field, enter the quantity you want to add to the order.
Note: E-automate updates the Backordered field to match the Quantity field. This is only applicable when there is none of the selected item on hand in the identified warehouse.
In the Canceled field, enter a canceled quantity if any.
In the Back ordered field, accept the backordered quantity.
Note: If you modify the backordered quantity when you have zero on hand, you must allow negative inventory to fulfill beyond zero. Best practice recommends you leave the backordered quantity entered.
If you want to change the stocking code for this bin distribution, in the Stocking code field, use the lookup and select an appropriate stocking code. If you modify it to Special Order or Drop Ship, e-automate updates the quantity field to reflect all line items on this bin distribution to follow the identified stocking code.
You use the Override checkbox on the Out cost tab to identify a different out cost than was automatically calculated by e-automate. This is applicable to items that have inventory codes.
When you have backordered items you can link them to transfer or purchase orders to provide the item for the customer. For more information on how to use the Purchase Orders and Transfer Orders tabs, see the Addl. Info – Resolving Backorder Status via a Transfer Order and Addl. Info – Resolving Backordered Quantities via a Purchase Order topics.
To add notes to this line item, click the Notes tab to bring it forward and enter notes. Notes are internal.
Click [OK] to save your settings, add the item and return to the Add Sales Order Item window.
If the item is configured to automatically backorder due to drop ship configuration, e-automate updates the Quantity field for the drop ship configured distribution.
If the Warehouse field contains a drop ship warehouse, e-automate updates the Quantity field for the warehouse drop ship configuration line.
View, complete, or modify the following fields as appropriate:
Price: Amount you charge for the item based on the unit of measure quantity.
Note: When you select the Item number, the system displays a icon (without a checkbox) or a icon (with a checkbox) to the right of the Price field. You can hover over this icon to access information about how the system computed the price displayed by default in the Price field. You can also use this icon's options to view and/or edit customer price record, item price record, customer record, and/or item record information. For more information, see the Setting Item Prices - Customer Pricing topic.
Item discount: Percentage of price discount.
Amount: Total amount of the items, discounts, and other charges.
Quantity to bill now: Quantity of this item on this sales order to be billed now rather than when the order is fulfilled. When items are billed on the sales order, e-automate assigns a Prebilled status.
Note: Entering a value in this field is the only impact of a sales order on the general ledger outside of fulfillment. If you bill items on a sales order before fulfillment, e-automate creates the invoice portion of the general journal entry, accounts receivable, and either deferred sales or sales revenue depending on how your system’s sales codes are configured. If your sales code has an unearned revenue account, e-automate hits the unearned; if not, e-automate hits the revenue account identified on the sales code or this item. If the item is serialized, e-automate only allows a quantity of 1 to be pre billed per line item on the sales order. If you would like to pre-bill multiple serialized items you will need a single line per serialized item.
Canceled: Quantity of this item on this sales order which you want to cancel.
Note: To cancel an item on the sales order, you must enter the canceled quantity at the edit item level and the bin level.
Back ordered: Quantity of this item on back order.
Note: Backordered quantities can only be viewed here. You modify backordered quantities at the bin level. Double-click on the row displayed on the Warehouse/bin/quantity tab.
Item Invoice Details: Review this information, particularly if a warning message is present. While a warning message if present will not prevent you from including the item on the sales order, you should use the information displayed to determine if the item needs to be linked to an equipment item (e.g., when the warning indicates the item is consumable and is not linked to an equipment item) or if the item should remain on the order (e.g., when the warning indicates the consumable item's actual usage is less than the expected usage). For more information, see the "Configuring, Accumulating Usage for, and Understanding Item Yield Warnings" section of the Configuring and Using Equipment Supply Order Entry topic.
Note: Item yield warnings do not prevent you from entering the item on the sales order.
Description: Description of the item being added to the sales order.
Note: Modifications to the description are only applicable to this sales order/invoice.
Unit of measure: Classification of the possible quantities that can be ordered such as Each, Box, or Case.
Note: When you select a unit of measure, the system displays the Conversion factor below the Unit of Measure field.
Equipment number: If this is a supply order, verify or modify the equipment to which this items cost is to be associated.
Contract number: Number of the current service contract associated with the piece of equipment. E-automate associates the cost of this line item to this contract for contract profitability purposes.
Shipping Contact: Contact associated with the item to be shipped.
Note: The system populates this field with the shipping contact, if any, identified on the equipment record.
Note: By default, the system filters this list for contacts associated with this customer. If you want to view contacts not displayed in this list, do any of the following:
To view all contacts, use the drop-down menu to select No filter.
To view contacts for this customer only (the default setting), use the drop-down menu to select Filter > Customer contacts.
To view contacts for this customer and contacts who are not currently associated with any customer, use the drop-down menu to select Filter > Customer or unassociated contacts.
To add a new contact, use the drop-down menu to select New. The system displays the New Contact window. For more information on creating a new contact, see the Creating Contacts topic.
Note: If you choose a contact that is not associated with the current customer, you will not be able to save the sales order. You must select a contact associated with the current customer, or you must associate the contact you selected with the current customer. To associate an existing contact with the current customer, use the drop-down menu icon to select Edit. The system displays the Edit Contact window. For more information on associating a contact with a customer, see the "Customer Tab" section of the Creating Contacts topic.
Branch: The branch of your company with which to associate the revenue from this line item.
Note: This field is only available if you have branching enabled. For more information, see the Enabling Branching topic. If you enter a value in this field, this value overrides for this line of the sales order the branch specified in the Branch field on the main Sales Order window.
Department: Department responsible for the sale.
Note: Department is driven by the sales code or can be overridden by the Bill Code’s Billing Account Code configuration, if any.
Tax as: Tax category in which the items you are adding belong. Set on the inventory item after a sales code is assigned.
Parent line item: Not applicable on sales orders, see Creating Equipment Orders.
Rollup Price: Not applicable on sales orders, see Creating Equipment Orders.
Hide on sales order/invoice: When checked, this item does not print on the sales order/invoice. Its price it and tax contribution, if any are rolled into the parent.
Hide on packing list: When checked, this item does not print on the packing list.
Hide on picking list: When checked, this item does not print on the picking list.
To view item availability information for the item you are editing, click the View item availability button in the Availability region.
To override the out cost on this line item you can check Override and specify an out cost.
Note: You can only override the out cost on inventory items that do not have inventory codes at this level. You can override the cost for inventory coded items at the bin detail level.
To view more information, click the More info button, [i] and do the following:
In the Available lists field, use the drop down menu to select the list for which you want to see more information.
Use the QuickSearch to narrow your search. For more information on using the QuickSearch functionality, see the Using the QuickSearch topic.
Click [Export] to export the data from the list.
Note: You must have appropriate rights to export to Microsoft Excel.
Click [Close] to return to the Add Sales Order Item window.
To edit the warehouse and bin from which inventory item will be fulfilled and to allocate a serial number do the following:
Select a row on the Warehouse / Bin /Quantity tab which you want to modify and click [Edit] to open the Edit Sales Order Item Bin window.
In the Warehouse field, use the lookup to select the fulfillment warehouse.
In the Bin field, use the lookup to select the bin.
If you want to allocate a specific serial number to this line item, in the Serial number field, use the lookup to select a serial number for this line item.
Note: This action allocates the serial number to this line item on the sales order and can also change the status of the equipment to Allocated if equipment history tracking is enabled.
In the Quantity field, enter the quantity to be fulfilled from the selected warehouse and bin.
Note: Serialized items can only have a quantity of one.
If you are canceling some or all of this item, enter the canceled value in the Canceled field. Enter the same value in the Canceled field at the bin level and the detail level.
In the Backordered field, enter the quantity of this item you want back ordered.
Note: Traditionally items are backordered when you do not have sufficient quantity to meet the customer’s needs.
To fulfill this item from your system-defined Drop-ship, Special Order or Stock bin, use the lookup icon in the Stocking Code field to change as appropriate.
Note: When you change the stocking code, e-automate updates the fulfillment bin for the specified warehouse.
Click the Warehouse Availability button to view Inventory Item location information.
Click [OK] to save the changed warehouse and bin settings.
To add another warehouse and bin, allowing you to fulfill from more than one warehouse and bin at the same time, do the following:
In the New or Edit Sales Order Item window, in the Warehouse field, use the lookup to select an additional warehouse.
Note: This can be the same warehouse if you want to fulfill from two or more different bins in the same warehouse.
In the Bin field, use the lookup to select the fulfillment bin.
In the Quantity field, enter the quantity to be fulfilled from the specified warehouse and bin.
Click [QuickAdd] to add the warehouse and bin settings.
Repeat the above steps, adding warehouses and bins until you have designated a fulfillment location for the quantity on the sales order.
Note: If you have not correctly defined the fulfillment locations for the quantity of items to be fulfilled, e-automate will display the warning, “The bin distribution does not match the quantity ordered.” If this occurs, verify the quantities for the fulfillment warehouses and bins and use [Update] to correct as necessary.
Click [OK] to save the item to the sales order or the edited information.
Billing/Shipping TabBilling/Shipping Tab
Click the Billing/Shipping tab to bring it forward with the customer's address in the Bill to address field.
Complete the following fields as appropriate:
Bill to: Customer that is billed. This populates based on the designated bill customer on the customer record. If this is billed through a third party leasing company, select the leasing company.
Terms: Customer's payment and discount terms. Not applicable on a credit.
Terms discount: Percentage discount available if payment is made by discount date. Not applicable on a credit.
Discount date: Date by which payment is due in order to get the discount, if applicable. Not applicable on a credit.
If the charge method is On Account, skip to Step 4. If you want to change the charge method to Credit Card/ACH on this transaction, do the following:
In the Charge method field, use the lookup to select Credit Card/ACH.
Check the Auth on OK checkbox to pre-authorize the amount to be charged to the credit card or ACH account.
Note: It is recommended to always check the Auth on OK checkbox for every transaction. Doing so allows e-automate to populate the charge account information when you process the payment. If you do not check Auth on OK, you will not be prompted for the charge account information until you process the transaction.
To process this order using a one-time payment, select Single use account.
Note: If your system is using the NET1 Payment Solutions credit card vault, a warning icon displays to the right of the Single use account field. The warning indicates, "Single use account transactions do not qualify for Level 3 processing." To maintain PCI compliance, it is not possible to process the detail necessary to qualify for the Level 3 discount using a business or government purchase card that is not stored in the NET1 Payment Solutions credit card vault. For more information regarding Level 3 processing, see the Configuring Credit Card Processing Settings topic.
Note: If you checked the Auth on OK checkbox in Step 3.b., the system will display the Single Use Charge Account window when all the information on each tab is complete and you click [OK] on the New Sales Order window. You will enter the credit card or ACH account information at that time. If you did not checked the Auth on OK checkbox in Step 3.b., the system will not prompt for the credit card or ACH account information until the order is fulfilled.
To select an existing account or enter a new account, click the Use existing account radio button to make the Charge account field available.
To select a saved charge account, use the lookup icon in the Charge account field to select an account on file.
To enter a new account, do the following:
Click the drop-down menu and select New to open the Add Charge Account window.
In the Name on account field, enter the name of the person imprinted on the credit card.
In the Address, field, enter the billing address for the credit card.
In the City field, enter the billing city for the credit card.
In the State field, enter the billing state or province for the credit card.
In the Zip field, enter the billing zip or postal code for the credit card.
In the Phone field, enter the phone number for the credit card.
In the Remarks field, enter any notes for this credit card.
To add a charge account, do ONE of the following:
To add a new credit card account, do the following:
Select the Credit Card button.
Click [Add account to vault] to open the NET1 Payment Solutions window.
Note: While in the NET1 Payment Solutions window, you can click the [Click For Support] button at any time for help with NET1 Payment Solutions payment questions.
In the Card Number field, enter the new credit card number to be charged.
In the Expiration field, enter the new expiration date of the credit card to be charged.
Click [Submit] to save the new account, or [Cancel Transaction] to close and not save the new credit card information.
To add a new ACH account, do the following:
Select the ACH button.
Click [Add account to vault] to open the Add Account window.
In the Account Number field, enter the bank’s account number to add to this invoice.
In the Routing Number field, enter bank’s routing number to add to this invoice.
Checking/Savings: Select which account type, either checking or savings.
Click [OK] on the Add Account window to return to the Add Charge Account window.
Click [OK] on the Add Charge Account window to save the new account information.
To identify the ship to address, complete the following fields as appropriate:
Ship to: Customer to which the items are to be shipped.
Same as bill to: When checked, the Ship to field is the same as the Bill to field.
Show all customers: When checked, you can select a ship-to address from all customers, rather than just those associated with this customer.
To identify tax information, complete the following fields as appropriate:
Tax code: Tax code under which the sale will be taxed.
QuickTax: Use the drop-down menu to select the tax code assigned to the customer, the bill-to customer, or ship-to customer.
Taxable: When checked, e-automate calculates and assesses tax on the sales order according to the tax code identified. When unchecked, the Exempt code field becomes active.
Exempt code: Use the Lookup to select the appropriate exempt code, if applicable.
In the Order discount field, enter the percentage discount you want applied to the entire invoice amount, if applicable.
To identify shipping information, complete the following fields as appropriate:
Ship method: Method used to ship the customer the items on the order.
Freight: Dollar amount to charge for shipping. This can be entered now or later when shipping or fulfilling.
Miscellaneous TabMiscellaneous Tab
Click the Miscellaneous tab to bring it forward.
Complete the following fields as appropriate.
Accounts receivable: Account to which the amount of the sale will be applied.
Note: This field should only be changed in rare circumstances. Consult with your customer care or your on staff accountant before changing the account.
Freight charge: Account with which the freight charges will be associated.
Freight department: Department with which freight charges will be associated.
Order discount: Account to which the order discount will be applied.
Discount department: Department to which discounts are to be associated.
Approver: Person in your company, if any, who is responsible for approving the sale to this customer.
Job: Number of the job to which this sales order is assigned, if any.
On hold code: Reason the sales order is on hold, if any. You can use the right-click on the sales order list window to also place and release hold on sales order.
User field 1 or 2: If you labeled the user-defined fields in Options, they are displayed here. Populate as necessary.
To select a category to customize the sales order, do the following:
Note: You can create categories to meet your company's specific needs. For example, some companies use categories to specify the source of the sale, such as the Yellow Pages or a referral.
In the Categories field, use the lookup to select the category.
Click [QuickAdd] to add the category to the list.
To add another sales rep besides the one listed in the customer profile, do the following:
In the Alternate Sales Rep field, use the lookup to select the alternate sales rep.
Click [QuickAdd] to add the alternate sales rep to the list.
Out Cost TabOut Cost Tab
Click the Out Cost tab to bring it forward.
Review the out cost for this order. The out cost displays the sales rep’s calculated margin.
In the Notes field, enter notes as necessary.
Messages TabMessages Tab
Click the Message tab to bring it forward.
On the Message tab, enter internal messages you want displayed to personnel when the order is shipped and fulfilled.
Note: Each shipment associated with this order as well as each fulfillment associated with this sales order is notified of this message. Messages can pop up on the screen if the administrator enables message popup under Sales Administrative Options.
Custom Properties TabCustom Properties Tab
The custom properties tab is available if you have custom properties enabled. For more information on custom properties, see the Setting Custom Properties topic.
Remarks TabRemarks Tab
To include remarks that will print in the Remarks section on the sales order, do the following:
Click the Remarks tab to bring it forward.
Enter the remarks.
Completing the TransactionCompleting the Transaction
To print the sales order when you click [OK], check the Print sales order checkbox.
To print the quick pick list, check the Print quick pick list checkbox.
To create a work order, check the Create work order checkbox.
Note: This button is only available if the sales order contains items that need to be assembled.
To print the packing list, check the Print packing list checkbox.
To ship this order after you click [OK], check the Ship order checkbox.
Click [OK] to save the sales order.
If you checked Auth on OK and Use existing account on the Billing/Shipping tab, the Pre-authorize Charge window displays. If you checked Auth on OK and Single use account on the Billing/Shipping tab, skip to Step 8. Verify the amount to be charged and click [OK]. The NET1 Payment Solutions window displays.
Note: While in the NET1 Payment Solutions window, you can click the [Click For Support] button at any time for help with NET1 Payment Solutions payment questions.
Complete the following fields as appropriate:
Card Number: Enter the new credit card number to be charged.
Expiration: Use the drop-down menu to select the expiration date of the credit card to be charged.
CVV: Enter the three digit security code found on the back of the credit card.
Click [Swipe Card] to charge the card, or Cancel to close the window and not charge the credit card.
Note: While the Swipe Card process is taking place, do not press any keys on your keyboard.
Once the Swipe Card process has completed, click [Next].
Use the drop-down menu to choose the State and Country associated with this credit card.
Click [Submit]. You will see a summary of the transaction.
Click [Close] to return to e-automate.
Click [Yes] when asked to save transaction.
If you checked Auth on OK and Single use account on the Billing/Shipping tab, the Single Use Charge Account window displays.
Note: If your system is using the NET1 Payment Solutions credit card vault, a warning icon displays to the right of the Single use account field. The warning indicates, "Single use account transactions do not qualify for Level 3 processing." To maintain PCI compliance, it is not possible to process the detail necessary to qualify for the Level 3 discount using a business or government purchase card that is not stored in the NET1 Payment Solutions credit card vault. For more information regarding Level 3 processing, see the Configuring Credit Card Processing Settings topic.
Complete the following fields as appropriate:
Name on account: Enter the name of the person imprinted on the credit card.
Address: Enter the billing address for the credit card.
City: Enter the billing city for the credit card.
State: Enter the billing state or province for the credit card.
Zip: Enter the billing zip or postal code for the credit card.
Phone: Enter the phone number for the credit card.
Pre-authorization amount: Confirm the amount to be credited. Edit if needed.
To authorize a charge, do ONE of the following:
To authorize a credit card charge, do the following:
Select the Credit Card button.
Click [Authorize] to open the NET1 Payment Solutions window.
Note: While in the NET1 Payment Solutions window, you can click the [Click For Support] button at any time for help with NET1 Payment Solutions payment questions.
Card Number: Enter the new credit card number to be charged.
Expiration: Use the drop-down menu to select the expiration date of the credit card to be charged.
CVV: Enter the three digit security code found on the back of the credit card.
Click [Swipe Card] to charge the card, or [Cancel] to close the window and not charge the credit card.
Note: While the Swipe Card process is taking place, do not press any keys on your keyboard.
Once the Swipe Card process has completed, click [Next] to view the billing information.
Click [Submit]. The system displays the transaction detail.
Click the [Close] button in the bottom right corner of the window to return to e-automate.
To authorize an ACH charge, do the following:
Select the ACH button.
Click [Authorize] to open the Add Account window.
Account number: The bank’s account number to add to this invoice.
Routing number: The bank’s routing number to add to this invoice
Checking/Savings: Select which account type, either checking or savings.
Click [OK] to save the ACH account information.
Click [OK] to save the transaction.
If you checked the Print sales order box, the system displays a print window. Do the following:
In the Printer field, use the drop-down menu to select a printer or make no change to use the option displayed.
In the Copies field, enter the number of copies to print or make no change to use the number displayed.
To preview the document before printing it, click the Print Preview icon.
To print the specified number of copies on the selected printer, click [Yes]; to close this window without printing any copies, click [No].
If you checked the Print quick pick list box, the system displays a print window. Do the following:
In the Printer field, use the drop-down menu to select a printer or make no change to use the option displayed.
In the Copies field, enter the number of copies to print or make no change to use the number displayed.
To show canceled items on the picking list, check the Show canceled items box.
To show back ordered items on the picking list, check the Show back ordered items box.
To show previously shipped items on the picking list, check the Show previously shipped items box.
To preview the document before printing it, click the Print Preview icon.
To print the specified number of copies on the selected printer, click [Yes]; to close this window without printing any copies, click [No].
If you checked the Print packing list box, the system displays a print window. Do the following:
In the Printer field, use the drop-down menu to select a printer or make no change to use the option displayed.
In the Copies field, enter the number of copies to print or make no change to use the number displayed.
To show canceled items on the packing list, check the Show canceled items box.
To show back ordered items on the packing list, check the Show back ordered items box.
To show previously shipped items on the packing list, check the Show previously shipped items box.
To preview the document before printing it, click the Print Preview icon.
To print the specified number of copies on the selected printer, click [Yes]; to close this window without printing any copies, click [No].
If you checked the Ship order box, e-automate displays the New Shipment window. For more information on shipping, see the Managing Shipments topic.
Non-supported ReleaseNon-supported Release
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