Setting up Sales Order Entry - General Details

  1. Specify this information in the General Details section:
    Line Number
    Automatically created sales order line number.
    Status
    Entered By, Entry Date and Entry Period
    These fields are automatically entered by the system from the current operator login details.
    Account Code
    The customer account from the Chart of Accounts. This is used if you are serialized for the SunSystems Financials module.
    Asset Code
    The code for the item if it is an asset in the Asset Register. This is used if you are serialized for the SunSystems Financials module.
    Blanket Contract Id
    If a valid blanket contract exists for this item and customer combination, the line is automatically called off against the contract and the identifier shown in this field.
    Reserved
    If this box is checked the issue is soft allocated or reserved.
    Order Date
    The date the customer placed the sales order which may differ from the date when it was entered on the system.
    Note: Order lines can have different dates and periods in order to handle scheduled orders where the different order lines represent goods or services that are delivered on different dates. The order lines can then be invoiced separately when they have been fulfilled.

    The Sales Invoice Generation function only creates one sales invoice with one transaction period for the order lines that it processes, depending upon the consolidation rules.

    Order lines can also be invoiced in advanced by using the Generate Invoice Parameter form to override the default current date and period.
    Ship Date
    The date on which the items must be shipped. This can either be calculated by the system, entered by the user, or overridden by the user as follows:
    • If the Ship Date field is left blank, the date is calculated as: Requester's Latest Due Date - Delivery Lead Time. The delivery lead time is taken from the delivery address set on the Customer Items Setup record.
    • If this is not set, it is taken from the Item Customer record.
    You are warned if this is set to a date earlier than the date when the sales order line was entered.
    Start of Activity Date
    The date when the pick and dispatch process must be started. This is always calculated as follows: ship date - warehouse pick lead time. The pick lead time is taken from the Warehouse Setup record.
    This date is always calculated and cannot be changed by the user. It is recalculated each time the ship date is changed.
    Note: You are warned if this date is set to a date earlier than the date when the sales order line was entered.
    The allocation processes use this date to check against the allocation horizons. That is, if the start of activity date is greater than today's date plus the allocation horizon, then no allocation is done and a warning message is displayed.
    Customer's Requested Due Date
    The delivery due date requested by the customer.
    Agreed Due Date

    The date agreed with the customer that the items will be delivered to the delivery address. This defaults to the earliest date that the items can be delivered to the customer.

    This can either be calculated by the system, entered by the user, or overridden by the user as follows:

    • If this field is left blank, the date is calculated as: current date + delivery lead time + pick lead time. The delivery lead time is taken from the delivery address set on the Customer Items Setup record. If this is not set, it is taken from the Item Customer record.
    • If a date is entered in the this field, it is checked against the calculated date as detailed above. If the date you have entered is before the calculated date, a message is displayed to inform you. If the date you have entered is after the calculated date, no message is displayed.
    • If the Delivery Lead Time fields are blank on the Customer Items Setup record and the Item Customer record, and the Pick Lead Time field is blank on the Warehouse Setup record, it is assumed that lead times are not important. In this case, the due date is calculated as the sales line order date.
    • If anything on the line apart from the Agreed Due Date is amended, no date calculation is performed. If the Agreed Due Date is amended, the due date calculation is performed again.
    Note: You are warned if this date is set to a date earlier than the date when the sales order line was entered.
    Salesperson
    The employee code for the salesperson.
    Salesperson Role
    The employee role for the salesperson.
    Credit Status

    This status is set automatically depending on the settings of your system. Options are:

    • Credit Cleared - no credit checking has been performed, or credit checking has been passed.
    • Credit Blocked - credit limit checking or overdue invoice checking has been failed, or the customer is flagged as credit blocked.
    • Credit Released - the order has been approved via a control desk and no further credit checking will be performed.
    Overdue Invoice Held
    This flag changes when the line fails credit checking, and after approval.
    Credit Limit Check Held
    This flag changes when the line fails credit checking, and after approval.
    Whole Line Override
    For information only. If this check box is checked, it indicates that the user has overridden whole processing for this sales order line.
    Whole Sales Kit Override
    For information only. If this check box is checked, it indicates that the user has overridden whole processing for this sales kit order line.
  2. Save your changes.
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