Order Transactions

Purpose:

The Order Entry screen allows you to create two kinds of documents, Quotes and Orders. Use a Quote as a kind of estimate to show the customer. When the customer commits to making the purchase, then you can convert that quote into an Order. To tell Integral Accounting which kind of document you want to produce, use the Type button in the upper right hand corner.

Usage:

1. Select a customer, date, and document number.

Use the lookup to pull up an existing customer. When you select a customer, the billing address and shipping address are automatically filled in.

The date is defaulted to whatever date you picked at program startup. You can change this either by typing in a new date or by using the calendar lookup.

The document number is located on the upper right part of the form. This is a unique, required identification number that is used by Integral Accounting to keep track of the invoice. You can change this value to whatever you wish, as long as the new number has not been used on another transaction. The last number used is displayed for your reference.

If there is no changed information on the form or if this is a new form, changing the document number will pull up the information for the transaction with that number. If no transaction exists with that number, then Integral Accounting will create a new transaction.

If this is to be a recurring entry, check the recurring entry box at the top of the form.

2. Enter items and quantities.

Select an item in the grid, and then select the quantity. Do this for each item that will appear in the transaction. You can then edit the other miscellaneous parts of the grid.

Item - This is the item to be sold to the customer. Select it either by typing in an Item ID or by using the lookup. Once you have selected the item it will fill the rest of the required information into the grid for you. It will fill in the description and default to a quantity of one, also filling in Units and Price.

Order - Enter a quantity. Order refers to the number of Units of the item ordered. For example, assume a customer is ordering grass sod from you. In the item card for grass sod you have set up some price break levels, one of which is Ton. If you select Ton in the Units field of the grid, and then select 5 for the Order, then the customer is ordering 5 Tons of grass sod.

Ship - Enter a quantity to ship. This is the total units the customer will be receiving on this shipment.

The ship quantity will reduce the order quantity on subsequent backorders created from this order.

Description - This is a the description of the item from the inventory card. You can edit the description by clicking directly in the description field and changing it. This description usually will be seen by customers on the invoice, which is why it can be edited to say what you wish.

Units - This field will be automatically filled in with the correct unit for the item, whether it be Each, Dozen, Case, Quire, etc. If you wish, you can change the Units field, either by typing in a unit name or by selecting it from the drop down list that appears when you click in the Units field. This list comes from any Pricing structures you may have set up when you created the item.

Item Cost - This is the estimated cost to you for the item, derived from either the average or standard cost set in the item card. You cannot change it here. The Item Cost will not appear on the invoice sent to the customer.

Discount % - To discount the item, fill in this field with the percentage by which you wish to discount.

Tax - if the item is taxable then select Yes, otherwise select No. This field is defaulted from your item card.

Project - if these items are being sold for a particular project, select that project in this field.

Price - (price per unit), is filled in from the pricing structures defined in your item setup card. You can, however, change the price for a particular line item. The change will take place only for this transaction, and will not change the information stored in your item card. To change the price, simply click in the field and enter the new price.

Total - calculated by multiplying the Qty by the Price, taking into account any discounts that may have been specified.. This is the total that will be billed to the customer (for that particular row of the grid).

3. Edit miscellaneous information

This information is located in the middle of the form, above the grid.

Customer's PO - this is the number or code on the purchase order sent to you by the customer. If you do not have a purchase order or there is no number or you simply do not wish to keep track of it, leave this field blank.

Shipping Method - this is to declare how the order will be shipped to the customer, whether it be by air express, the U.S. Postal Service, next day delivery, etc. You can select the shipping method from the drop down list provided by clicking on the arrow on the right side of the box. For information on editing the available shipping methods, see Lists -- Shipping Methods.

Salesperson - this is for keeping track of which of your salespeople sold the item to this customer. Select the salesperson from the drop down list provided. The employees available on the list will be only those employees that are designated as salespeople on their employee cards.

Payment Terms - select the Payment Terms from the drop down list. The source for this is the list you created when setting up your company. Payment Terms declare what sort of percentages and grace periods you are allowing this customer. For more information on creating and editing these see Lists -- Payment Terms.

Sales Tax - this declares which of the sales tax groups you created will be applied to this invoice. If you decide to leave the field blank then no tax will be calculated. The information in this field is used to calculate the total tax on the invoice. For more information on creating and editing sales tax groups, see Cards -- Taxes.

Ship Date - this is defaulted to the current date. It indicates the day on which you plan to ship the items. Change the date by either typing a new one or by using the standard calendar selector.

Description - Description can be used to enter a short one line explanation of the invoice. This data is sometimes called a memo or comments field.

4. Check the totals.

Subtotal - this is a fixed field (hence the gray color). You cannot directly change the information in it. Instead, the information is calculated by adding up the prices of all the items on the invoice.

Discount - In the Discount field enter a percentage. The entire order is then discounted by that percentage.

Sales Tax - This is automatically filled in with a tax percentage derived from the tax group you select. Tax percentages are read-only and must be set up in Tax Groups.

Freight - This is the amount you are charging your customer to ship the items on the invoice. Fill in the correct value and it too will be added to the total.

Tax Freight - If you wish to tax the freight amount, check this box.

Total - Total is another nonenterable field, and represents the amount for which the customer will be billed the amount due to you.

5. Once the quote has been converted to an order, your next step is to create Invoices. (You can also print the Quote/Order by pressing the Print Button.) Unless you specify otherwise by adjusting the Ship Quantity, Aptitude will try to create an invoice for the quantity ordered. Any merchandise that is not shipped can be backordered. Integral Accounting will inform you that a backorder would be necessary to fill the Ship Quantities that you specified. You can choose to go ahead and create a BackOrder or cancel the BackOrder (note: In either case, the original order is retained for tracking purposes).

Note: Integral Accounting does not create backorders for items not shipped partially. If you delete the Order, you will

have to enter a new order for the items not shipped on the first Order (and not back-ordered)

Once the BackOrder has been created, you can view it through the Order Entry form. It will be designated with the Order Number and a dash followed by its Sequence Number. If multiple Back Orders emerge from a single order, each successive back order will receive its own number (the first back order will be -1, the second -2, etc.). A Backorder originating from a Backorder will result in a further extension of the first Backorder Number, i.e. -1-1, and may require reformatting of the associated reports to properly print out these order numbers.

Note: Backorders will initially be created without a ship quantity and this should be filled in as soon as possible to update the Totals field which retains the total from the original order in the absence of a ship qty.

Once you are satisfied with the Order or Backorder and are shipping the quantities detailed therein, select the Create Invoice button to finalize the transaction. This will create and Post the Invoice and no further changes can be made to the invoice after this command is completed.

Using the Print button you can create a paper copy of the Quote/Order, either for your records or to give to the customer.

If you want to see the entire line item entry form at a glance, you can press the View Line Items button to display a form showing just Line Items.

Once the Invoice is Created & Posted, you will have to enter the Sales Transactions form to further view the Invoice. Invoices may not be edited after posting so all charges should be entered prior to creating the Invoice from the Order.