SD-M Sales Orders Defaults

There are several default values that you can set for the Sales Orders programs.  Many of these defaults can be overridden when you are creating an individual sales order or invoice.

Field Descriptions

Acknowledgment Print Format No.

You are offered six print format choices in a lookup window.  Formats 1-4 are graphical formats.  The format identification number, which is used by UT-G  Enter Graphical Print Settings, is located in parenthesis to the right of the description.  Within the universal form or blank paper options you can choose a Condensed print format, which prints one line per line item using a small font, or you can choose a non-condensed format, which prints two lines per line item using a larger, easier-to-read font.  Formats 5 and 6 are text-based formats normally used for dot matrix printing.  They both print two lines per line item.  Highlight the format you want and click on it or press <Enter>.

Packing Slip Print Format Number

You are offered six print format choices in a lookup window.  Formats 1-4 are graphical formats.  The format identification number, which is used by UT-G  Enter Graphical Print Settings, is located in parenthesis to the right of the description.  Within the universal form or blank paper options you can choose a Condensed print format (which lists separate columns for Qty Orig Ordered, Qty Ship to Date, Ship Qty, and Backord Qty and uses a smaller font) or a Single Qty Format (which combines the Ship Qty and Backord Qty into a single Qty This Shipment column and uses a larger, easier-to-read font).  Formats 5 and 6 are text-based formats normally used for dot matrix printing; only the Single Qty Format is available.  Highlight the format you want and click on it or press <Enter>.        

Invoice Print Format Number

All forms printing programs print either on the universal form (which is an all-purpose form without pre-printed titles, field names, or column headings) or on blank paper.  Invoices, however, can be printed on an invoice form for customers who prefer a more formal looking invoice than the universal form.  Forms are supplied by Fortune Forms, Inc., www.fortuneforms.com.

You are offered nine print format choices in a lookup window.  Formats 1-6 are graphical formats.  The format identification number, which is used by UT-G  Enter Graphical Print Settings, is located in parenthesis to the right of the description.  Within the universal form, blank paper, or invoice form options you can choose a Condensed print format, which prints one line per line item using a small font, or you can choose a non-condensed format, which prints two lines per line item using a larger, easier-to-read font.  Formats 7-9 are text-based formats normally used for dot matrix printing.  They both print two lines per line item.  Highlight the format you want and click on it or press <Enter>.

Sales Quote Print Format Number

You are offered six print format choices in a lookup window.  Formats 1-4 are graphical formats.  The format identification number, which is used by UT-G  Enter Graphical Print Settings, is located in parenthesis to the right of the description.  Within the universal form or blank paper options you can choose a Condensed print format, which prints one line per line item using a small font, or you can choose a non-condensed format, which prints two lines per line item using a larger, easier-to-read font.  Formats 5 and 6 are text-based formats normally used for dot matrix printing.  They both print two lines per line item.  Highlight the format you want and click on it or press <Enter>.

Print Co. Name & Address on Forms?

Enter Y if you want your company name and address (as defined in SD-A  Company Name and Address) to print in the upper left corner on acknowledgments, invoices, packing slips, and sales quotations.

Print Discount Column on Forms?

If you want the Discount  heading and column to print on forms, enter a Y.  If your company doesn't offer discounts or you do not want the discounts explicitly printed on the forms, enter N and the discount heading and column will not print.

Decimalized Quantities on Forms?

The program features two decimal places on all inventory quantities, including quantities shipped, and backordered on invoices, acknowledgments, packing slips, and sales quotations.  If you never need decimalized quantities on these order documents, enter a N in this field and the decimals will be suppressed on the printouts.

Next Sales Order Number

Sales orders are automatically numbered by the system when entered through SO-A  Enter Sales Orders.  The next available number is shown here.

Next Invoice Number

The number of the next invoice generated when running SO-F  Print Invoices.  When setting up the system for the first time, this number will have a default value of 1.  you may change it to whatever starting number you want to use.  The number is automatically incremented whenever new invoices are printed.

Next Packing Slip Number

Packing slips are printed with a sequential number for tracking purposes and for reference on invoices.  Enter the starting number here.

Next Recurring Sales Order No

The system allows you to set up templates of invoices that are sent on a regular basis.  If you have set up recurring invoices in SO-J  Enter Recurring Sales Orders, you can convert them into live sales orders through SO-K  Generate Recurring Sales Orders.  Each template created will increment the recurring order number displayed here.

Next Sales Quote Number

Sales quotations are automatically numbered by the system when created through SO-P-A  Enter Sales Quotations.  The next available number is shown here.

Ready to Ship Default

If you take advantage of the ready-to-ship feature in the sales order system, you will be able to generate instant invoices for any items that have on-hand inventory without having to use SO-E  Release Sales Orders.  This default sets the Rdy? flag in the sales order header.  The default can be overridden within sales order entry on any given order.

Release Qtys  > On Hand

There are 3 levels of control for restricting SO-E  Release Sales Orders to the available on-hand inventory.  Enter a 0 if you want no restrictions on release quantities; enter a 1 if you want to be warned if there is insufficient on-hand stock to make the shipment and enter a 2 if you want to prohibit releasing a Sales Order with insufficient stock on-hand.

Increment WO Suffix in SO-N by

When Work orders are generated from Sales orders using SO-N  Convert Sales Orders to Work Orders, the Work Order prefix number will equal the sales order number and the Work Order generated for each Sales Order line gets a different work order suffix.  If you will be generating multiple level work orders, you may want to allow for an increment other than 1 between the suffixes so that lower level work orders deriving from the same parent part can easily be grouped together.

Salesperson

You can use this field if you have one salesperson that handles a majority of your sales.  The salesperson number must be set up in CS-A  Enter Salespersons.  If you have a specific salesperson associated with a set of customers, you should assign the salesperson number in AR-A  Enter Customers.  You can override either default salesperson assignment when entering a sales order.

Entered by

If you have one person who enters the majority of your sales orders, enter the name/initials of the person in this field.  If several people enter orders, leave this field blank.

Default Ship Via

Type in the method you normally use to ship your orders.  You can override this default when entering a sales order.  The Ship Via field in AR-A  Enter Customers overrides this default.

Default FOB

If all your sales orders use the same FOB designation, enter the default here.  This default can be overridden when entering a sales order.  The FOB field in AR-A  Enter Customers overrides this default.

Turn the Credit Limit Message off?

SO-A  Enter Sales Orders can display a message in the sales order program to notify you if your customer exceeds his credit limit or is on credit hold.  The program checks the credit hold as soon as the Bill To customer code is entered and checks the credit limit as each line item is entered.   If you don't want to see this message during the sales order entry process, enter Y here.  If you want to see the message, enter N.

Prompt for Taxable Line Item Amt?

If you are in an industry (such as construction) where the tax is not always applied to the full amount of the invoice line item, you can answer Y to this prompt and the taxable amount will display in a pop-up window during sales order entry.  You can then accept or override the taxable amount.   In most industries this default is N and lines are either taxable or non-taxable in their entirety.  An order can consist of both taxable and nontaxable lines with this default set to N.

Prompt for Itemized Sales Tax?

In some industries (such as construction) the sales tax is often not itemized and is instead included as part of the line item price.  The tax must still be tracked and paid, however.  If you answer Y to this prompt, whenever a sales order is saved you will be asked if you want to itemize sales tax.  If you say no, the tax will not be itemized at the bottom of the invoice.  When the invoice is posted, the sales (income) amount will be reduced by the amount of the sales tax, and the sales tax liability will be posted to your default sales tax GL account and will post to the tax authority file.

Prompt for Retention Billing?

Retention billing is common in certain industries such as construction. If you answer Y to this prompt, whenever you release a sales order for invoicing SO-E  Release Sales Orders you will be asked if you wish to bill for retention.  If you indicate yes, you will be asked to enter a percentage.  The program will then create a separate sales order for the retention amount and will handle all the GL postings properly.  For more information, see SO-E, Release Sales Orders.

Retention Part No

If you answer Y to the Prompt for Retention Billing? prompt, enter a item number that will be used by the system on the retention invoice.  This item number should be set up in IN-B, Enter Inventory, as a non-inventory item (Type N), and should be given a general description that is appropriate when appearing on invoices.

Suppress Non-Tax Warning Message?

Normally if you do not enter a Tax Group on a sales order, the program gives you a warning that alerts you to this fact.  Many manufacturing companies do not process sales taxes at all and find this warning an annoyance.  If you enter a Y in this field, the warning will be suppressed.

Print Title on:

This option allows you to control whether the forms title (the main title in the upper right corner of each form) will print on acknowledgments, packing slips, invoices, or sales quotations.  Even through the universal form can be used for all forms, some companies print special information (such as terms and conditions) on the back of some forms, some have different numbers of copies on multi-part forms, and some color code different sheets within multi-copy laser forms.  Suppressing the title allows the title to be pre-printed so that different forms are readily identifiable when pulled from the shelf to be used.

Allow Entry to Location

This option allows you to control the entry of Locations (warehouses) in SO-A  Enter Sales Orders.  See How to Use Multiple Locations for more information on using Locations.   If your company only uses a single Location, you should set up a blank (no name) Default Inventory Location in SD-H  Inventory Defaults.  You should then set the default on this screen to N so that in SO-A the user will not have access to the Location field in the sales order header screen.  If you use multiple Locations, you can set this default to Y or R.  If set to Y, the user will have access to the Location field in SO-A; however, he can enter a blank (no name) Location as well as Locations with actual names.  If you want to allow access to the Location field but require entry of an actual Location name (to avoid entry of a blank name by mistake), you can set this default to R (for required).  When using multiple Locations it is advisable to give all Locations actual names.

Allow Entry to Department

This option allows you to control the entry of GL Departments in SO-A  Enter Sales Orders.  See AM-D  Enter General Ledger Departments for more information on using GL Departments.  If your company does not use departmental accounting (the majority of companies do not), you should set this default to N so that in SO-A the user will not have access to the Department field in the sales order header screen.  If you use departmental accounting, you can set this default to Y or R.  If set to Y, the user will have access to the Department field in SO-A; however, entry of a department code is not required and the field can be left blank.  If set to R (for required), the user must enter a department code and cannot leave the field blank.

Print Ending Lines?

If you want to set your default to include ending lines (see below), then enter Y here.  If you answer 'yes’, you will see a prompt when you are saving the sales order that will allow you to choose if you want to print these lines or not.  Ending lines can be used for any type of message that you want printed in the lower left corner of the invoice, acknowledgment, or sales quotation.  If you don¡¦t want to use the ending lines, enter N.

Sales Order Ending Lines

You may include up to 5 description lines at the end of any invoice.  If you answered Y to the Print Ending Lines? field above, SO-A  Enter Sales Orders will ask if you want to include these lines on each sales order.

Sales Quote Ending Lines

If you answered Y to the Print Ending Lines? field above, SO-P-A  Enter Sales Quotations will ask if you want to include these lines on each sales order.