Working with Sales Orders
Create, release, ship, and invoice sales orders in Bevica.
Use Bevica sales orders to record and manage your customers' demand. They are useful for a number of reasons: to let customers know what to expect and when, give greater visibility/control over costs, and help manage budgets and cash flow.
This article goes through the process of creating and completing a basic stock sales order.
Prerequisites
Customers, items, and locations setup.
Creating a Sales Order
Sales Orders are typically created from the Sales List or an existing Sales Order, but can be created from the Customer Card/List and some Role Centres.
Unless created from the Customer Card where the Customer No. is selected automatically, clicking New will present you with a blank Sales Order page. The cursor rests on the Customer No. field, then select the customer by either typing its name or using the lookup and searching. Once found, the sales order is given its unique number and Bevica populates the order with default information from the Customer card; e.g. Sell-to address details, Location Code, Salesperson Code, Shipping Agent Code, Currency Code, Shipment Method Code.
Any information can be changed if necessary.
Selecting an Alternative Delivery Point
There are a number of ways you can enter an alternative delivery address. Selecting the Ship-to field you will be asked to select one option:
Default (Sell-to Address) This is the default and sets the Ship-to details to the Customer address. This delivery point can only ever be Duty Paid.
Alternative Shipping Address. Here you can select from Ship-to Addresses created against this customer. The Ship-to itself holds default information and is copied to the order overwriting those already there, e.g. Duty Status, Location Code, Shipping Agent Code, Shipment Method.
Custom Where you want to enter a one-off address select Custom. The ship-to address fields in the Shipping and Billing FastTab are editable. These details can only ever be Duty Paid.
The following date fields can be used to help manage the sales order process:
Posting Date
Defaults to today's date when the order is created
Will become the Invoice date when the order is Shipped and Invoiced.
Document Date
Defaults to today's date when the order is created
Is used to calculate the Due Date.
Order Date
Defaults to today's date when the order is created.
This date is used to find and calculate prices
Due Date
Is calculated using the Document Date and Payment Terms Code.
Shipment Date
Defaults to blank.
Use this field or Requested Delivery Date to manage when orders need to be planned.
Requested Delivery Date
Defaults to blank.
Use this field or Shipment Date to manage when orders need to be planned.
It is not necessary to populate or maintain all these fields, typically just Shipment Date or Requested Delivery Date are manually changed at this stage.
Other useful Sales Order fields:
Posting Description
Defaults to the order type and number.
The text in this field is copied to the Posted Sales Invoice, Customer Ledger Entry, and G/L Entry Description fields.
External Document No.
Use this field to record your Customers Purchase Order number.
Order Source
A list you can define to help filtering and reporting on sales documents.
The field is copied to posted documents.
Work Description
Is populated from 'Sales' comments on the Customer and Ship-to records.
This text appears on the Sales Order, Sales Credit Memo, Sales Invoice, Posted Sales Invoice and Posted Sales Credit Memo documents.
Adding Sales Order Lines
Sales order lines can be created by:
using Recurring Sales Lines, see Customer Favourites / Wine List and How to work with recurring lines
using Sales Line Worksheet, see Sales Line Worksheet
entering manually by selecting the Type of line you want to create. The most used options are:
Comment
Allows you to enter free text that appears on the sales order document.
G/L Account
For a misc. financial value.
On Invoicing posts directly to the G/L account.
Item
Lets you select an item code to track quantities in inventory.
The Unit of Measure selected on the item line will determine if the user is able to enter a decimal quantity.
Resource
For a misc. financial value.
On Invoicing posts using the posting setup on the Resource card.
When an item is added to a sales line Bevica searches for the appropriate Sales Price and Sales Line Discount.
As well as the Customer itself and the item on the line, the following fields on the sales order are used to find the most appropriate price and line discount:
Customer Price Group
Unit of Measure
Duty Status
Currency Code
Order Date, used to filter price Starting and Ending Dates.
Quantity, if prices have been created with quantity breaks
Prices can be changed manually or set to zero.
For more information on managing Bevica sales prices see Sales and Purchase Price Lists - New Pricing Experience.
It is possible to change the Customer Price Group on the sales order header and lines manually. The change needs to be made before adding any lines if you are changing the field on the header or before you enter a quantity if you are changing the line.
Completing Order Entry
When you have finished entering the order you release the order by selecting the Release option on the order ribbon. Many fields on the sales order cannot be amended whilst the order is at Released status.
At this point you may want to prepare the sales order document using the Print/Send option on the order ribbon.
As part of releasing the sales order, Bevica will:
Run a credit check. This may result in the order being Credit Held, this means it cannot be Shipped or Invoiced. For more information on managing Bevica credit checking click here.
Check for decimal quantities on item lines. An error will be displayed if a decimal quantity has been used on an item line for a unit of measure which is not ticked as Disable Item Qty. Decimal Check.
Amending a Completed Order
Any order can be amended multiple times prior to shipping and invoicing its lines. To amend a Released order you open the order by selecting Reopen on the ribbon in the Release section. This sets the Status field to Open.
Posting an Order
Sales Order can be Shipped and Invoiced as one operation or separately. The Location Code on the Order determines the process necessary to post the order. One of the following options will apply:
The order can be posted from the Sales Order.
On the sales order ribbon click Posting. Select the appropriate option and OK. This is typically used for basic or third-party warehouses.
The Order can be posted via an Inventory Pick.
Where the Location has been set up with Inventory Warehousing, i.e. the warehouse is managed directly by us with bins, we need to create a separate document to confirm where the stock has been taken from. On the order ribbon, Actions tab, Warehouse section click Create Inventory Put-away/Pick.
On the report request form that appears tick Create Invt. Pick then OK. This creates a Warehouse Inventory Pick transaction that now needs to be registered. This is typically used for simpler storerooms/warehouses where bins are used.
In all cases, it is recommended that sales orders are not part shipped/invoiced. Any remaining quantities are removed from the original order and added to a new order if necessary.
Posted Sales Shipment
When a Sales order is shipped it creates a Posted Sales Shipment. This is an archive of the sales order at the point it was shipped. From this document's page, select Navigate on the ribbon to see what other records Bevica has created. Most commonly: Item Ledger Entries and G/L Entries.
Sales Order Archives
At any point in the lifecycle of a sales document, it can be archived. This takes a snapshot of the current state of the order and saves it for reference.
A sales order can be manually archived at any point using the Archive button on the order ribbon, Actions, Functions.
A sales order can be automatically archived on deletion by setting the appropriate fields in Sales & Receivables Setup, Archive fasttab.
See more information here How to Archive documents
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