Sales Order

Purpose:

This form is vital within the BSC Software system. It allows you to add, modify and delete sales orders. In addition to that, you can also print Picking Tickets, and Labels. Furthermore, you can add payments to Sales Orders or edit customer information. Finally, you can ship the Sales Order and convert and invoice directly from this screen or you can Opt to use the Ship Sales Order form instead.

Usage:

Create a New Sales Order

1- Press the New Button in the Lower left hand side of the screen. This will clear all contents from the form and position the cursor over the customer search button. If you have an unsaved sales order when you click new, the system will prompt you to save the data before continue

2- The Warehouse field is filled with the company’s default warehouse. If you want to ship your order from a different location, select the desired warehouse from the dropdown list

3- The “Order Date” and “Approximate Ship Date” will show today’s date by default. However, you can change that information by clicking in the date/time picker selection button

4- Search for a customer either by pressing the Yellow Folder Button or entering the customer Id in the text box and pressing enter.

5- When you bring the customer information to the screen all the Bill To/Ship to fields are filled with the customer information

6- You can press the Search Button to the right of the Ship To Fields to select and alternative ship to for this customer if available

7- If you want to edit the customer information or you need to add a new customer to the company, click the “Red Notebook” button to open the customer setup form (See Customer Setup)

8- The Payment Terms, Ship Via, Salesperson and Tax information comes from the selected customer’s information. You can change these fields by selecting alternative options from the combo box.

9- The cost markup box will show the customer’s default cost markup. Entering any value on this field greater than zero will assign any items to this Sales Order according to that margin percentage over cost

10- If this sale is attributed to any special advertising campaign that you want to track, select that value from the list (See Advertisement Setup)

11- Enter any customer reference number (if available) like their PO number in the “Reference” field

12- To add Items Directly to the sales order, enter the Item Id or Product UPC below the “Enter Item Id” label, press Enter and the cursor will go to the Qty Field. Enter the desired Qty in there and press enter. The Sales Order will query the database for that Item. If the Item is found, it is added to the grid below. If the Item is not found the search screen will open.

13- The search screen can be opened either by pressing the “Add Items” button on the sales order or by not finding the Item ID/UPC in the direct entry box. This form will allow you to search for an Item based on the Item’s category, description, ID, UPC and Prefer Vendor. Once you find the Item or Items you are searching for you can check the ones you want to bring to the Sales Order, Press the Select Button and close the search form.

14- The items are added to the grid with the pricing information that goes according to the Cost Markup entered above or the customer’s price list information. After the Item is added the user can change the Qty, Price, Discount %, Tax Percentage and weight. In addition to that, the user can also check the “To be Ordered Version” to trigger the creation of a PO for this Item. Furthermore, if the user checks the “Contract Price” option, the system will create a contract price for the combination of Item/UOM/Customer for a period of two months.( See contract Prices Setup)

15- If this Item is a Batch Controlled Item, you will be prompted to select from the list of batches for this Item and that information will show in the grid. If you decide to use a different batch just press the batch button in the desired line to open the Batch Selection screen again.

16- Click the “UOM” button to change the Unit of Measure of the selected line Item. After you select the desired UOM from the list, cost and price information for that line item will be updated accordingly.

17- When you select an Item, the Warehouse and Bin Information come based on the “Location” for the sales order and the Bins where that Item is stored in that warehouse. If the user wants to change the warehouse where the items are taken from, he/she needs to click the “WHS” button to open a list of available warehouses and Bins within those warehouses.

18- The “Weight” Button is not going to work from the sales order unless you are trying to ship some catch weight Items directly from here. If that is the case, you need to enter the “Ship” qty for the catch weight items and press the “Weight Button.” This will open the Weight distribution Screen. In that screen you can enter the total weight and Save or you can add individual weights one by one.

19- The History button shows you a lookup of all the items this customer purchased from you in a selected time period. The user can further that selection by filtering what items to bring based in the Date Range. Then the user can compare cost and price information from the history and if desired he/she can even bring items from that lookup to the Sales Order Item grid.

20- When the user has added all items to the Sales Order, he can add a discount % to the total. In addition to that the user can also add freight charges to this Sales Order

21- When all the information is in place, Press the Save Button to complete the sales order and assign a transaction number. This action will also increase the Booked Qty of all the Items in the Sales Order. (See Item Setup)

Print Reports

1- Print the Picking Ticket. Press this button to print the Picking Ticket for this company. This picking ticket will be ordered by Category or Bin Location.

2- Alphabetical Picking Ticket. Print the same Picking Ticket as above ordered alphabetically

3- Labels. Press this button to get a Report of shipping labels for this Sales Order. The labels show Customer and Item Information

Edit Sales Order

1- After you have saved a Sales Order and Closed the form, you can always come back and edit that information. If you know the Sales Order number you can enter in the appropriate field to bring that sales order up. In addition to that you can press the Search button to find the intended Sales Order by Salesperson, Order Document or Customer.

2- After you have the sales order in the form, you can make any changes to it and press update. The Update button will save your changes to that database and it will let you know if someone else is working on the same Sales Order. If that is the case you will be prompted to refresh your data, make the changes and Update again.

3- You can use the “Up/Down charge button to increase or decrease the Line Item price in a fixed amount. This action will check if the prices go below the minimum profit to give you a warning before continuing.

4- Check the “Keep Prices” Checkbox to freeze the Prices of Pallet Grouped Items. This option will allow the user to assign prices different than the pallet prices(Price B, See Item Setup, Pallet Groups Setup)

5- If you want to enter a deposit payment to a Sales Order, click the “Payments Button”. After you have entered the desired payments, the amount paid and Balance Due Fields will change to reflect that. (See SO Payment)

Invoice Sales Order

1- If you want to ship this sales order without opening the “Ship Sales Order” Form, you need to enter the “ship” quantities for the items you want to ship. In addition to that, you need to enter the weight distribution for the catch weight items.

2- When all the Shipping information is entered, you need to hit the “Invoice” Button. This action will create and invoice and it will ask you to post it.

3- You can choose to post or not to post the Invoice. In adition to that, the system will prompt you to print the Invoice or picking ticket after that.

4- When the invoice is created and the report printed the Sales Order is refreshed to show the “Ship” quantities as “Shipped”

5- You cannot over ship a line item in a sales order. However, you can always increase the original amount and ship the difference.