Creating Supply Sales Orders

On the Sales menu, select Sales Orders to open the Sales Orders window.

Click [New] to open the New Sales Order window.

In the Customer field, use the lookup to select the customer to whom you are selling the items.

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.

In the PO number field, enter the customer's PO number if applicable.

In the Ordered by field, use the lookup to select the customer contact who is responsible for this order.

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.

In the Branch field, use the lookup to select the branch of your company with which to associate the revenue from the sales order.

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.

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.

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.

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.

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.

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.

In the Equipment field, use the lookup to select the equipment that will consume this item.

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.

In the Quantity field, type in the quantity requested of the selected item.

Click [QuickAdd].

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.

Click [Update] to update the bin distribution.

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.

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.

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.

Click [Update] to update the bin distribution.

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.

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.

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.

Click [Update] to update the bin distribution.

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.

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.

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.

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].

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.

Click [Update] to update the bin distribution.

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.

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.

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.

Click [Update] to update the bin distribution.

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.

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.

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.

Click [Update] to update the bin distribution.

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.

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.

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.

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.

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 number field, use the lookup to select the equipment that will consume this supply item.

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.

In the Quantity field, type in the quantity requested of the selected item.

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.

Click [Update] to update the bin distribution.

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.

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.

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.

Click [Update] to update the bin distribution.

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.

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.

In the Canceled field, enter a canceled quantity if any.

In the Back ordered field, accept the backordered quantity.

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.

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. 

Canceled: Quantity of this item on this sales order which you want to cancel.

Back ordered: Quantity of this item on back order.

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.

Description: Description of the item being added to the sales order.

Unit of measure: Classification of the possible quantities that can be ordered such as Each, Box, or Case.

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.

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.

Branch: The branch of your company with which to associate the revenue from this line item.

Department: Department responsible for the sale.

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.

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.

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.

In the Quantity field, enter the quantity to be fulfilled from the selected warehouse and bin.

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.

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.

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.

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.

Click [OK] to save the item to the sales order or the edited information.

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.

To process this order using a one-time payment, select Single use account.

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.

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.

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.

To select a category to customize the sales order, do the following:

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.

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.

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.

The custom properties tab is available if you have custom properties enabled. For more information on custom properties, see the Setting Custom Properties topic.

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.

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.

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.

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.

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.

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.

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.

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.