SO-J  Enter Recurring Sales Orders

Purpose of Program

This program provides you with a convenient way to post a periodic transaction without re-entering the transaction every time.  Use this program when you have a periodic customer transaction such as a monthly service call or a rental or lease to a customer.

Once the transaction is entered through this program, the posting program (SO-K  Generate Recurring Sales Orders) allows you to call up the original entry as a template which the posting program fills in automatically.

Field Explanations

Many of the fields on this screen are the same as those displayed in SO-A  Enter Sales Orders.  The fields that are unique to this screen are described below.

When you create a recurring sales order, the number it is assigned is the Next Recurring Inv Num set in SD-M  Sales Orders Defaults (DBA Classic) or DEF-R Assign Next Numbers (Evo-ERP).  When the Recurring sales order is converted to a Sales Order using SO-K  Generate Recurring Sales Orders, it is assigned the next sales order number and is added to the open sales order file as a released order ready to be invoiced like any other sales order.

NEW FIELDS - RECURRING ITEMS ONLY

Select Cd

Use this field to attach a one letter code to the recurring transaction as a memory aid, and to enable you to limit posting to a particular type of transaction when you post using SO-K  Generate Recurring Sales Orders.  For example, an invoice for routine customer service might be assigned a selection code of S, or you might assign a monthly invoice a code of M.

Frequency

The entry in this field indicates the number of times per year that the transaction occurs.  For example, the Frequency entry would be 52 for a weekly transaction or 12 for a monthly one.  This field is used for calculating the next transaction date.  Do not leave this field blank.

Limit

The entry in this field is the maximum number of times that this transaction may be posted.  When SO-K  Generate Recurring Sales Orders is run, only transactions which have not yet reached their maximum are posted.  This field is used to determine whether or not to post the transaction.  Do not leave this field blank.

Next Inv

The date the next transaction is scheduled, calculated from the initial date entered or the last time an invoice was generated, and from how frequently the transaction recurs.

General Program Operation

Entering a recurring invoice is very much the same as entering a sales order through SO-A  Enter Sales Orders.  See that section for details.  The fields described above are required fields, except for the Select Cd field.

You are not allowed to save a record that does not have the required fields filled.  The F3 option (or Print button) allows you to print all or selected recurring invoices from the file or just the one currently on the screen.  You can print just the current recurring invoice by pressing F3 (or clicking on the Print button) when the cursor is in the Item number field.  To print all or selected recurring invoices, press F3 (or click on the Print button) while the cursor is on the Sales Ord field.  To limit the printout, enter a range of invoice numbers or customer codes.  If you don't enter any limits, the program will print all applicable recurring sales orders.