Accpac - Guide - Manual For OE User Guide PDF

.
SAGE ACCPAC
Sage Accpac ERP
Order Entry
User Guide
Sage Accpac International, Inc. Confidential

OE ttl UG.doc, printed on 4/12/2006, at 4:09:21 PM. Last saved on 4/12/2006 4:09:00 PM.
2006SageAccpacInternational,Inc.Allrightsreserved.
SageSoftware,SageSoftwarelogos,andallSageAccpacproductandservicenamesareregistered
trademarksortrademarksofSageAccpacInternational,Inc.,oritsaffiliatedentities.Allother
trademarksarethepropertyoftheirrespectiveowners.
SageAccpacInternational,Inc.
Publisher
Nopartofthisdocumentationmaybecopied,photocopied,reproduced,translated,microfilmed,
orotherwiseduplicatedonanymediumwithoutwrittenconsentofSageAccpacInternational,Inc.
UseofthesoftwareprogramsdescribedhereinandthisdocumentationissubjecttotheSage
SoftwareLicenseAgreementenclosedinthesoftwarepackage.

OEUG-TOC.doc, printed on 5/18/2006, at 2:01:35 PM. Last saved on 5/18/2006 2:01:00 PM.
Contents
Chapter 1: Introducing the User Guide

HowtoUseThisGuide ......................................................... 11
TheGettingStartedManual ..................................................... 12
WhereToNow? ................................................................ 13
Chapter 2: What You Need to Know Before Using

Order Entry
OverviewofOrderEntryProcessing ............................................. 22
TransactionProcessing.......................................................... 22
Orders,Shipments,andInvoices ............................................. 25
ProcessingOrdersandQuotes ................................................... 26
EnteringOrderandCustomerInformation .................................... 27
UsingOrderEntryTemplates ............................................... 215
ProcessingDifferentOrderTypes ........................................... 216
ChangingOrderInformation ............................................... 219
EnteringOrderDetails ..................................................... 219
UsingKitsinOrderEntry .................................................. 229
CalculatingSalesTaxesandEditingTaxInformation.......................... 230
EnteringOptionalFieldInformation......................................... 232
EnteringSalesSplitInformation............................................. 233
EnteringExchangeRateInformation ........................................ 234
EnteringPrepayments ..................................................... 234
VerifyingOrderTotals ..................................................... 236
PostingOrders ............................................................ 239
PostingQuotesorOrderswithOptionalFields ............................... 241
User Guide iii
Sage Software Confidential

PrintingQuotes,OrderConfirmations,PickingSlips,andInvoices ............. 241

DeletingOrders ........................................................... 245
CreatingNewOrdersfromExistingOrders.................................. 246
ProcessingShipments ......................................................... 246
ShippingEntireOrders .................................................... 249
CreatingPartialShipments ................................................. 249
VerifyingShipmentTotals ................................................. 250
PostingShipments ........................................................ 252
CompletingOrders ........................................................ 252
ProcessingInvoices ........................................................... 254
EnteringInvoices ......................................................... 255
VerifyingInvoiceTotals ................................................... 256
EditingPaymentTerms .................................................... 258
PostingInvoices .......................................................... 258
PrintingInvoices .......................................................... 259
PrintingShippingLabels................................................... 260
ProcessingCreditNotesandDebitNotes ....................................... 262
EnteringanInvoiceNumber ............................................... 262
CompletingCreditNotesandDebitNotes ................................... 263
VerifyingCreditNoteandDebitNoteTotals ................................ 266
PostingCreditNotesandDebitNotes ....................................... 267
PrintingCreditNotesandDebitNotes ...................................... 268
DayEndProcessing ........................................................... 269
TasksPerformedbyDayEndProcessing .................................... 270
WhattoDoBeforeRunningDayEndProcessing ............................. 271
BatchesCreatedinAccountsReceivable......................................... 272
JournalEntriesGeneratedbyPostedTransactions................................ 273
Shipments ................................................................ 274
Invoices .................................................................. 274
Prepayments ............................................................. 275
CreditNotesandDebitNotes .............................................. 275
ReportingOrderEntryData ................................................... 276
ViewingData ............................................................. 276
iv Sage Accpac Order Entry

PrintingReports ........................................................... 277

PrintingForms ............................................................ 278
ClearingHistoricalData ....................................................... 279
UsingOrderEntrywithOtherSageAccpacPrograms ............................ 280
AccountsReceivable ....................................................... 280
GeneralLedger ............................................................ 281
InventoryControl ......................................................... 281
WhereToNow? ............................................................... 282
Chapter 3: Maintaining Setup Information

IconsUsedforMaintainingSetupInformation .................................... 32
SetupMaintenance ......................................................... 32
SetupReports .............................................................. 33
ChangingOrderEntryOptions .................................................. 33
ChangingCompanyOptions ................................................ 34
ChangingProcessingOptions ................................................ 34
ChangingDocumentNumbering ........................................... 310
ChangingAgingPeriods ................................................... 310
AfterChangingOptions .................................................... 310
ChangingG/LIntegrationOptions .............................................. 310
ChangingOptionsontheIntegrationTab .................................... 311
ChangingOptionsontheTransactionsTab .................................. 314
Adding,Editing,andDeletingTemplates ........................................ 315
AddingaTemplate ........................................................ 316
EditingaTemplate ........................................................ 317
DeletingaTemplate ....................................................... 317
AfterChangingTemplates ................................................. 317
Adding,Editing,andDeletingMiscellaneousCharges ................................ 318
AddingaMiscellaneousChargeRecord ..................................... 318
EditingaMiscellaneousChargeRecord ...................................... 319
DeletingaMiscellaneousChargeRecord ..................................... 320
User Guide v

AfterChangingMiscellaneousChargeRecords .............................. 320

Adding,Editing,andDeletingShipViaCodes .................................. 320
AddingaShipViaCode ................................................... 321
EditingaShipViaCode ................................................... 321
DeletingaShipViaCode .................................................. 322
AfterChangingShipViaCodes ............................................ 322
AddingandEditingSalespersonCommissionRates .............................. 323
AddingSalespersonCommissionRates ..................................... 324
EditingSalespersonCommissionRates ...................................... 324
AddingandEditingEmailMessages ........................................... 325
AddingEmailMessages .................................................. 325
EditingEmailMessages ................................................... 326
AfterChangingEmailMessages ........................................... 326
Adding,Editing,andDeletingOptionalFields................................... 326
AddingOptionalFields .................................................... 327
EditingOptionalFields .................................................... 327
DeletingOptionalFields ................................................... 328
AfterChangingOptionalFields ............................................ 328
ImportingandExportingSetupRecords ........................................ 329
Chapter 4: Processing Orders, Shipments, and Invoices

IconsUsedtoProcessOrders,Shipments,andInvoices ............................ 43
UsingtheOrderEntryForm .................................................... 45
AddingandEditingOrders ................................................. 47
PaymentTerms ........................................................... 421
EditingTaxInformation ................................................... 422
EditingOptionalFieldsforO/ETransactions ................................ 424
PostingOrderswithOptionalFields ........................................ 426
EditingSalesAllocations ................................................... 426
EditingExchangeRates .................................................... 427
EnteringOrderPrepayments ............................................... 429
VerifyingOrderTotals..................................................... 432
vi Sage Accpac Order Entry

AuthorizingCredit ........................................................ 433

CopyingExistingOrderstoNewOrders ..................................... 434
AssigningOptionalFieldsintheCopyOrdersForm .......................... 437
ViewingCurrentOrders ................................................... 437
UsingtheShipmentEntryForm ................................................ 438
AddingandEditingShipments ............................................. 439
VerifyingShipmentTotals .................................................. 441
PostingShipmentswithOptionalFields ..................................... 443
UsingtheInvoiceEntryForm .................................................. 444
EnteringInvoicePrepayments .............................................. 449
VerifyingInvoiceTotals .................................................... 451
PostingInvoiceswithOptionalFields ....................................... 452
PrintingPostingJournals....................................................... 453
PrintingQuotes ............................................................... 455
PrintingaSingleQuoteImmediatelyafterPosting ............................ 456
PrintingaRangeofQuotesafterPosting ..................................... 457
PrintingOrderConfirmations .................................................. 459
PrintingaSingleOrderConfirmationImmediatelyafterPosting ............... 460
PrintingConfirmationsforaRangeofOrders ................................ 462
PrintingPickingSlips .......................................................... 464
PrintingShippingLabels ....................................................... 466
PrintingInvoices .............................................................. 468
PrintingaSingleInvoiceImmediatelyafterPosting ........................... 468
PrintingaRangeofInvoicesafterPosting .................................... 470
ImportingandExportingOrderInformation ..................................... 472
ImportingOrders .......................................................... 472
ExportingOrders .......................................................... 473
UsingtheSalesStatistics,SalespersonInquiry,andSalesHistoryForms ............ 473
ViewingSalesStatistics .................................................... 474
ViewingSalespersonStatistics .............................................. 475
ViewingSalesHistory ..................................................... 476
Adding,Editing,andDeletingSalesStatistics ................................ 477
User Guide vii

Chapter 5: Processing Credit Notes and Debit Notes

IconsUsedtoProcessCreditNotesandDebitNotes ................................. 52
UsingtheCredit/DebitNoteEntryForm ......................................... 53
EnteringInvoiceandCustomerInformation .................................. 54
EditingDetailInformation .................................................. 57
EditingTaxInformation .................................................... 59
PostingCredit/DebitNoteswithOptionalFields ............................. 514
PrintingCredit/DebitNotePostingJournals ..................................... 515
PrintingCreditNotesandDebitNotes .......................................... 516
ImportingCreditNoteandDebitNoteInformation .............................. 519
Chapter 6: Periodic Processing

DayEndProcessing ............................................................ 62
CreatingGeneralLedgerBatchesandPostingA/RBatchesinAccountsReceivable ... 63
PrintingPeriodicReports ....................................................... 65
ClearingHistory ............................................................... 67
Chapter 7: Reports
StandardReportFeatures ....................................................... 71
PrintingReports ............................................................... 72
AgedOrders .................................................................. 73
CreditNotesandDebitNotes ................................................... 75
EmailMessages ............................................................... 76
G/LIntegration ................................................................ 77
G/LTransactions .............................................................. 77
Invoices ....................................................................... 79
MiscellaneousCharges ........................................................ 711
Options ...................................................................... 711
viii Sage Accpac Order Entry

OptionalFields................................................................ 712
OrderAction.................................................................. 712
OrderConfirmations .......................................................... 713
PickingSlips .................................................................. 715
PostingJournals ............................................................... 717
Quotes ....................................................................... 718
SalesHistory .................................................................. 720
SalesStatistics................................................................. 721
SalespersonCommissions ...................................................... 722
SalespersonCommissionRates ................................................. 722
ShipViaCodes ............................................................... 723
ShippingLabels ............................................................... 724
Templates .................................................................... 725
TransactionList ............................................................... 725
Appendix A: Error Messages

UsingOnlineMessageHelp .................................................... A1
Appendix B: Importing and Exporting

ImportingandExportingDataTipsandReminders ............................ B1
ImportingRecords ......................................................... B1
ImportOptions ............................................................ B2
ErrorsDuringImporting ................................................... B3
ExportingfromRecordswithMultipleRecordTypes ......................... B4
SelectingExportRecords ................................................... B5
O/EImportandExportData.................................................... B5
Appendix C: Order Entry Security

PermissionandRights ......................................................... C1
User Guide ix

Appendix D: Technical Information

CreatingMacrosforOrderEntry ................................................D1
VisualBasicSampleMacro ..................................................D1
MultiuserConsiderations .......................................................D3
GlobalLocking ............................................................D4
MultiuserDataProtection...................................................D5
UpdatingCustomizedPickingSlipsForms .......................................D5
AdditionalFieldsinthePickingSlipsDatapipe ...............................D6
SelectingandPrintingOptionalFieldsandComments/Instructions .............D8
Index
x Sage Accpac Order Entry

OEUG-1.doc, printed on 5/17/2006, at 1:53:08 PM. Last saved on 5/17/2006 1:15:00 PM.
Introduction
Chapter 1
Introducing the User Guide
ThischapterintroducesyoutotheOrderEntryUserGuide.TheUser
GuidecontainsanoverviewofOrderEntryprocessingaswellas
detailedinformationaboutthedaytodayandperiodicoperationsof
OrderEntry.
How to Use This Guide

TheOrderEntryUserGuidecontainsthefollowingchapters:
Chapter 2, What You Need to Know Before Using Order Entry,

containsgeneralinformationabouthowOrderEntryprocesses
order,shipment,invoice,debitnote,andcreditnotetransactions.
Thechapterdiscusseshowyouenter,post,andreviewtransactions,
anditdescribeshowtousevariousOrderEntryreportsandcarry
outthedayendandperiodictasksandproceduresthatarepartof
yournormalroutine.
Chapter 3, Maintaining Setup Information,describesthetasks

involvedinchangingOrderEntryoptionsandaddingand
maintainingtherecordsyouneedtosetupanduseOrderEntry.
Chapter 4, Processing Orders, Shipments, and Invoices,describes

thetasksinvolvedinentering,posting,andreportingorders,
shipments,andinvoicesinyourOrderEntrysystem.
Chapter 5, Processing Credit Notes and Debit Notes,describesthe

tasksinvolvedinentering,posting,andreportingdebitnotesand
creditnotesinyourOrderEntrysystem.
Chapter 6, Periodic Processing, describesthetasksthatarepartof

processingyourtransactionsandkeepingyourorderentrysystem
updated,includingrunningdayendprocessingandclearinghistory.
User Guide 11

The Getting Started Manual
Chapter 7, Reports,describesthefeaturesofOrderEntryreports,
journals,forms,andlistings.Theinformationforeachreport
includesadescriptionofitspurposeandinstructionsonwhenand
howtoprintit.
Appendix A, Error Messages,describesthemessagesyoumay

encounterwhileusingOrderEntry,andexplainshowtorespondto
them.
Appendix B, Importing and Exporting,describestheorderentrydata

youcanimportandexport,andcontainstipsonhowtoselectdata
forimportingorexporting.
Appendix C, Order Entry Security,listsanddescribestheOrder

Entrytaskgroupstowhichyoucangrantorrestrictaccess.
Appendix D, Technical Information,providesinformationformacro

developersandforadministratorsofmultiuserenvironments,
includingdescriptionsoftherecordaccesstypesusedtoprotectdata
inamultiuserenvironment.
TheIndexcontainsanalphabeticallistingoftopicsinthisguide,
withcorrespondingpagenumberreferences.
The Getting Started Manual

TheOrderEntrypackagecontainsthisUserGuideandtheGetting
Startedmanual.
TheOrderEntryGettingStartedmanualintroducestheOrderEntry
program.Itprovidesanoverviewthatwillhelpyoumakebestuse
oftheprogramspowerfulfeatures,andthenstepsyouthrough
startingandsettingupyourownOrderEntrysystem.Theappendix
providesinstructionsforprintingtheOrderEntrySetupChecklist
thatyoucanusewhilesettinguptheprogram.
TheGettingStartedmanualalsoincludestutoriallessonstohelpyou
learntouseOrderEntry.
12 Sage Accpac Order Entry

Introduction
Where To Now?
Where To Now?
InstalltheSageAccpacSystemManager,AccountsReceivable,
InventoryControl,andOrderEntryprogramsonyourcomputer,
followingtheinstructionsintheSystemManagerAdministratorGuide
OnceyoucreateyourOrderEntrysystemandarereadytobegin
usingOrderEntryfordaytodayoperations,readChapter2inthis
guide,WhatYouNeedtoKnowBeforeUsingOrderEntry,foran
overviewofOrderEntryprocessing.
Refertotheremainingchaptersinthisguideforinformationabout
usingparticularOrderEntrymaintenance,processing,andreporting
functions.
User Guide 13

Chapter 2
What You Need to Know Before
Setting Up
Before
Using Order Entry
OverviewofOrderEntryProcessing ............................................. 22
TransactionProcessing.......................................................... 22
Orders,Shipments,andInvoices ............................................. 25
ProcessingOrdersandQuotes ................................................... 26
EnteringOrderandCustomerInformation .................................... 27
FieldsandOptionsontheOrderTab ..................................... 28
FieldsandOptionsontheCustomerTab ................................. 212
ButtonsontheOrderTabandtheOrderEntryForm ...................... 214
UsingOrderEntryTemplates ............................................... 215
ProcessingDifferentOrderTypes ........................................... 217
ActiveOrders ......................................................... 217
FutureOrders ......................................................... 217
StandingOrders ....................................................... 218
Quotes ................................................................ 218
ChangingOrderInformation ............................................... 219
EnteringOrderDetails ..................................................... 220
EnteringItemDetails ................................................... 220
EnteringMiscellaneousChargeDetails .................................. 229
UsingKitsinOrderEntry .................................................. 230
CalculatingSalesTaxesandEditingTaxInformation.......................... 230
EnteringOptionalFieldInformation......................................... 233
EnteringSalesSplitInformation............................................. 233
EnteringExchangeRateInformation ........................................ 234
EnteringPrepayments ..................................................... 234
OverridingtheOrderDiscountPercentage ............................... 239
User Guide 2i

PostingOrders ............................................................ 239

PostingQuotesorOrderswithOptionalFields............................... 241
PrintingQuotes,OrderConfirmations,PickingSlips,andInvoices ............. 241
OrderConfirmations .................................................. 243
ShippingLabels ....................................................... 244
PickingSlips .......................................................... 244
DeletingOrders ........................................................... 245
CreatingNewOrdersfromExistingOrders.................................. 246
ProcessingShipments ......................................................... 246
ShippingEntireOrders .................................................... 249
CreatingPartialShipments ................................................. 250
VerifyingShipmentTotals ................................................. 250
PostingShipments ........................................................ 252
CompletingOrders ........................................................ 253
ProcessingInvoices ........................................................... 254
EnteringInvoices ......................................................... 255
VerifyingInvoiceTotals ................................................... 257
PostingInvoices .......................................................... 259
PrintingInvoices .......................................................... 259
PrintingShippingLabels................................................... 261
ProcessingCreditNotesandDebitNotes ....................................... 262
EnteringanInvoiceNumber ............................................... 262
CompletingCreditNotesandDebitNotes ................................... 263
ItemsReturnedtoInventory/ItemsRemovedfromInventory ............. 265
DamagedItems ....................................................... 265
PriceAdjustment ...................................................... 266
PostingCreditNotesandDebitNotes ....................................... 267
PrintingCreditNotesandDebitNotes ...................................... 268
DayEndProcessing ........................................................... 269
TasksPerformedbyDayEndProcessing .................................... 270
WhattoDoBeforeRunningDayEndProcessing ............................. 272
2ii Sage Accpac Order Entry

BatchesCreatedinAccountsReceivable ......................................... 272

JournalEntriesGeneratedbyPostedTransactions ................................ 273
Shipments ................................................................ 274
Setting Up
Invoices .................................................................. 275
Before
Prepayments .............................................................. 275
CreditNotesandDebitNotes ............................................... 276
ReportingOrderEntryData .................................................... 277
ViewingData ............................................................. 277
PrintingReports ........................................................... 278
PrintingForms ............................................................ 279
ClearingHistoricalData ....................................................... 279
UsingOrderEntrywithOtherSageAccpacPrograms ............................ 281
AccountsReceivable ....................................................... 281
GeneralLedger ............................................................ 281
InventoryControl ......................................................... 282
WhereToNow? ............................................................... 282
User Guide 2iii

Chapter 2
What You Need to Know Before
Setting Up
Before
Using Order Entry
ThischaptercontainsgeneralinformationabouthowOrderEntry
processesorder,shipment,invoice,debitnote,andcreditnote
transactions.
Thechapterdiscusseshowyouenter,post,andreviewtransactions,
anditdescribeshowtousevariousOrderEntryreportsandcarry
outthedayendandperiodictasksandproceduresthatarepartof
yournormalroutine.
FordetailsonusingOrderEntryformsseethefollowingchapters:
Chapter3,MaintainingSetupInformation.
Chapter4,ProcessingOrders,Shipments,andInvoices.
Chapter5,ProcessingCreditNotesandDebitNotes.
Chapter6,PeriodicProcessing.
Chapter7,Reports.
Forinformationaboutsettingupanorderentrysystemandadding
records,seeChapters2and3oftheGettingStartedmanual.
ThechartonthenextpageoutlinesthestepsinanormalOrder
Entryprocessingcycle.
User Guide 21

Overview of Order Entry Processing
Overview of Order Entry Processing

Process daily Enter and post orders
transactions Print order confirmations, picking slips
Enter shipped quantities, and post shipments
Print shipping labels
Enter, post, and print invoices
Enter, post, and print credit notes and debit notes
Create general If you create general ledger transactions for posted shipments using
ledger batches the Create Batch icon, print the G/L Transactions report
Use the Create Batch icon to create the general ledger batch
Run day-end Check data integrity and make a backup copy of the data
processing Run day-end processing in Inventory Control
Print and file Order Entry posting journals
Post the batches created in Accounts Receivable
In Accounts Receivable, create transaction batches for your general ledger
Post G/L batches in Sage Accpac G/L or in another general ledger
Update Order As needed:

Entry records Print transaction lists and order reports: order and invoice action, aged
orders, sales history, sales statistics, and salesperson commissions
Clear order history, transaction history, statistics, salesperson
commission data, and printed posting journals
Add new records and make changes to existing records

Transaction Processing
Thissectionpresentsabriefoverviewofhowposting,dayend
processing,andaudittrailsrelatetotransactionprocessinginOrder
Entry.ThetypesoftransactionsinOrderEntryareorders,

shipments,invoices,debitnotes,andcreditnotes.(Quotesare
enteredasordertransactions.)
Online posting OrderEntryusesonlinetransactionprocessingratherthanbatch
Setting Up
Before
processing.Thismeansthatyouposteachtransactionwhenyou
enterit.
Posting updates Whenyouposttransactions,OrderEntryimmediatelyupdatesitem

quantities
quantitiesinInventoryControlsoyoualwaysknowyourinventory
levels.
IfyouusetheInventoryControloptiontocostitemsonposting,
postingalsoupdatesitemcosts.
YoucanalsochoosetocreateGeneralLedgerEntriesandPost
AccountsReceivablebatcheswhenyoucostitemsorusingthe
CreateBatchicon.So,ifyoucostitemsonposting,youmayalsobe
creatingandoptionallypostingtransactionbatchesforG/Land
A/R.
Note: Thesechoicescanhavealargeimpactonthespeedof
processingtransactionsinOrderEntryandonthenumberof
A/RbatchesthatOrderEntryproduces.
Ifyouareprocessingalargevolumeoforders,youshould
costinventoryduringdayendprocessingandusetheCreate
BatchicontocreateG/LbatchesandpostbatchesinA/R.
PostingdoesnotupdatestatisticalinformationinOrderEntry.
Day-end updates YoumustrunDayEndProcessinginInventoryControltoupdate

everything else
OrderEntrysalesstatistics,salescommissions,andaudit
information,and(dependingonyoursettings)tocreateabatchof
AccountsReceivablesummaryinvoices,debitnotes,andcredit
notes.
Inaddition,DayEndProcessingupdatesitemandsalesstatistics,
andauditinformationinInventoryControlwiththeposted
transactions.IfyouusetheInventoryControloptiontocostitems
duringdayendprocessing,italsoupdatesitemcosts.Ifnecessary,
User Guide 23

youcanrunDayEndProcessingseveraltimesadaytokeepthis
informationmorecurrent.
Transaction lists Youcanprintsummaryordetaillistingsofallorders,shipments,

invoices,debitnotes,andcreditnotesuntilthetransactionsaredeleted
fromtheOrderEntryprogram.
Keeping IfyouselecttheKeepTransactionHistoryoptionontheOrderEntry
transaction history
Optionsform,theprogramwillkeepthisinformationuntilyou
removeitusingtheClearHistoryform.Youcanprinttransaction
listsandreprintinvoices,debitnotes,andcreditnotesuntil
youclearthetransactionhistory.
If you do not keep Ifyoudonotkeeptransactionhistory,OrderEntrywill

history, day-end
automaticallydeletecompletedtransactionswhenyourunDayEnd
removes
completed Processing.OrderEntryconsidersthefollowingtransactionstobe
transactions completed:
OrderswithaCompletedstatus.
Invoices,creditnotes,anddebitnotesthatyouhaveprinted.
Thismeansthat,ifyoudonotkeephistory,youcannotprinta
transactionlistforcompletedordersorshipments,orforprinted
invoices,debitnotes,andcreditnotesafteryourunDayEnd
Processing.
Posting journals Youcanprintpostingjournalsforshipments,invoices,debitnotes,

(the audit trail)
andcreditnotesafterrunningDayEndProcessinginInventory
Control.Youcankeeppostingjournalsuntilyouremovethe
informationusingtheClearHistoryform.However,youcannot
removetheinformationforaparticulardayendsequenceuntilyou
haveprintedthepostingjournals.
Day-end FormoreinformationabouttheTransactionListsandPosting
processing
Journals,seeChapter7,Reports.Forinformationaboutdayend
processing,seethesectionDayEndProcessing,laterinthis
chapter.SeealsoChapter6,DayEndandPeriodicProcessing,in
theInventoryControlUserGuide.

Orders, Shipments, and Invoices

OrderprocessingisseparatedintothreeseparatefunctionsinSage
AccpacOrderEntry:orderentry,shipmententry,andinvoiceentry.
Setting Up
Before
TheO/ETransactionsfolderprovidesthefollowingiconsfor
enteringorders,shipments,andinvoices:

Asthenamesoftheformssuggest,youuse:
OrderEntrytoenterordersandquotes(althoughyoucanalso
recordshipmentsontheorderandgenerateaninvoice).
ShipmentEntrytorecordtheshipmentofitemsforpreviously
enteredordersandtoaddmiscellaneouschargestoexisting
orders.
Youcanalsoenternewshipmentstocustomersthatarenot
basedonordersandgenerateaninvoice(eliminatingtheorder
entryphase).
InvoiceEntrytoprocessinvoicesforshipments.
Assign security Youcanassignsecurityauthorizationseparatelytoeachform,so

separately to
youcanensurethatyourorderentryclerkhasaccessonlytothe
each form
OrderEntryform,yourshippingclerkhasaccessonlytothe
ShipmentEntryform,andyouraccountsreceivableclerkhasaccess
onlytotheInvoiceEntryform.
WhenyouenterthenumberofanorderontheShipmentEntryform,
theprogramtransfersthedetailsfromtheordertotheshipment.
WhenyouspecifyashipmentnumberontheInvoiceEntryform,the
detailsfromtheshipmentaretransferredtotheinvoice.
User Guide 25

Processing Orders and Quotes
Quotes are saved QuotesthatyouconverttoordersusingtheOrderEntryformare

for reuse
savedforreuseuntilyoucleartransactionsusingtheClearHistory
form.Youcanconvertquotesoneatatime,andyoucanconvert
multiplequotesforacustomertoasingleorder.
Youcanshipmultipleordersonthesameshipmententry,andyou
caninvoicemultipleshipmentsonaninvoice.Youcandeleteitem
detaillinesontheShipmentEntryandInvoiceEntryforms,butyou
canaddnewitemdetailsonlyontheOrderEntryform.
Theinformationcompiledfororders,shipments,andinvoices
includes:
Orderandcustomerinformation.
Detailinformationforinventoryitemsandmiscellaneous
charges.
Optionalfieldinformationforthetransaction.
Salessplitinformation.
Exchangeratesforordersandinvoices.
Transactiontaxesandtotals.
Forinformationonaddinganorder,seethenextsection,Processing
Orders.
Forinformationonshippingorders,seeProcessingShipments,
andforinformationonproducinginvoices,seeProcessing
Invoices,laterinthischapter.
Fordetailedinstructionsonenteringorders,shipments,and
invoices,seeChapter4,ProcessingOrders,Shipments,and
Invoices,inthisguide.

YouusetheOrderEntryformtoaddnewordersandquotestoyour
OrderEntrysystem,andyoucanuseittoaddshipmentinformation,
enterprepayments,andcreateinvoicesforshippedgoods.

Youcanalsouseittoreviewpostedorders,andtodrilldowntoany
shipments,invoices,andcredit/debitnotesassociatedwiththeorder.
Onceyouhavepostedorders,youcanusetheCopyOrdersformto
Setting Up
Before
createaneworderfromanexistingorderorarangeoforders.For
moreinformationabouttheCopyOrdersform,seeCreatingNew
OrdersfromExistingOrders,laterinthischapter.
Note: Youcanalsoprocessshipmentsandinvoiceswithout
addingordersfirst.Forinformation,seeProcessing
Shipments,laterinthischapter.
Alsonotethefollowingpointsregardinginformationonorders:
Different types of Anorderincludesthecodeforpaymentterms.Itcanalso

discounts on
includeanorderdiscountpercentoramount,ordiscount
orders and
invoices percentsoramountonlineitems.However,itwillnotinclude
earlypaymentdiscountinformationorduedatesforpayments
becausethepaymentschedulesandpaymentdiscount
informationareavailableonlyoninvoices.
Youcanenteranynumberofprepaymentswithanorder.You
canalsoenterandapplyaprepaymenttoaninvoiceinthe
InvoiceEntryform.
Online Help ForinformationonanyofthefieldswhileusingtheOrderEntry

form,pressF1,andthenchoosetheFieldListbuttonfromthe
onlineHelpwindowthatappears.
Entering Order and Customer Information

Theinformationinthissectionispresentedintheorderinwhich
youenteritintheOrderEntryform.
Fields are
described in this Note: BecausemanyofthesefieldsarecommontotheOrder
section only Entry,ShipmentEntry,andInvoiceEntryforms,theyare
explainedonlyinthissection.
User Guide 27

Fields and Options on the Order Tab
Foreachtransaction,youenterthefollowinginformation:
Order Number (anumberthatisusuallyassignedbythe

program,althoughyoucanenteranumberofyourchoice).
Customer Number(thenumberyouusetoidentifythe
customer).
WhenyouselectacustomernumberfromAccountsReceivable,
OrderEntrydisplaysthecustomertype,pricelist,territory,tax
group,terms,andsalespersonsplitfromthecustomerrecord.In
multicurrencyledgers,italsodisplaysthecustomerscurrency.
On-hold customer IfthecustomeraccountisonholdinAccountsReceivable,a

messagewarnsyouthattheorderwillbeplacedonhold.You
needtoremovetheholdfortheorderontheOrderEntryform
orforthecustomerinAccountsReceivablebeforeyoucanship
goodsandproducetheinvoiceinOrderEntry.
Credit checks Eachtimeyouenteranorderforacustomer,OrderEntrychecks

customercreditlimitstoseeiftheneworderwillputthe
customerovertheircreditlimit.
ClicktheCreditCheckbuttonbythecustomernumbertoview
customeraccountinformation.
Ifyouchoosethecreditcheckoptioninthecustomerrecordin
AccountsReceivable,OrderEntrywillalwayscheckwhetherthe
currentpostedbalanceinAccountsReceivableexceedsthe
customerscreditlimit.
IfyouareusingSageAccpac500ERPorSageAccpac200ERP,
thesettingsontheO/EOptionsProcessingtabalsoletyou
performmorecreditcheckingbasedon:
Aspecificamountoverduebymorethanaparticular
numberofdays(alsospecifiedinthecustomerrecordin
AccountsReceivable).

Pending(unposted)transactionsinAccountsReceivable
includedwiththepostedA/Rbalance.
PendingtransactionsinOrderEntryincludedwiththe
Setting Up
Before
postedA/Rbalance.
Pendingtransactionsinotherapplicationsthatworkwith
SageAccpacapplications(ifsupportedbytheapplications).
Inactive customer Ifthecustomeraccountoraccountsetisinactive,youcannot

or account set
enteranorderforthecustomer.
Ifyouwanttoaddanewcustomer,youcandoitinoneoftwo
ways:
Adding a new YoucanclicktheNewbuttonbesidetheCustomerNumber

customer record in
field,thenenterthenewcustomerinformationonthefly
Accounts
Receivable inAccountsReceivablebeforereturningtoOrderEntryto
finishenteringtheorder.
Adding only a YoucanalsotypeacustomernumberinOrderEntry,and

customer number
entertheremainingcustomerinformationlaterinAccounts
and name
Receivable.
Inamulticurrencysystem,theordercurrencyissetbythe
reportingcurrencyofthetaxgroupthatyouchooseforthe
orderandthismustmatchthecurrencyforthecustomer
recordthatyouaddlaterinAccountsReceivable.
Note: Wesuggestthatyoudonotusethisoptionina
multicurrencysystem,especiallyifthereporting
currenciesforcustomertaxgroupsdonotmatchyour
customerscurrencies.
YoucannotpostaninvoiceinAccountsReceivableuntilyou
addthecustomertoyourAccountsReceivablesystem.
Alsonotethatyoucannotenteranorderforacustomerwith
norecordinAccountsReceivableunlessyouselectedthe
optionAllowNonexistentCustomersontheO/EOptions
form.
User Guide 29

Order tab Template Code(identifiesthedefaulttemplatedefinedinthe

Optionsform;youcanselectanothertemplateifyouwish,or
leavethefieldblank).Thetemplatedetermineswhichentriesare
displayedfortheordertype,FOBpoint,location,description,
reference,andcomment.
IfthecustomerrecordhasnotyetbeenaddedinAccounts
Receivable,thetemplateentriesforshipviacode,customertype,
pricelist,territory,taxgroup,currency(inamulticurrency
system),andtermsarealsodisplayed.
OrderEntryautomaticallyplacesanorderonholdifthe
templatehasanonholdstatus.
Customer PO Number(optional).Thisnumberisprintedonthe
standardOrderEntryinvoice,andisdisplayedontheinvoice
transactioninAccountsReceivable.
Order Date(thedateoftheorder).Thedateyouenterfora
futureorderdetermineswhenDayEndProcessingwillactivate
theorder.
Location(thecodeidentifyingtheinventorylocationfromwhich
youareshippingitemstofilltheorder).Thislocationisthe
defaultlocationforthedetaillines,althoughyoucanselect
differentcodesfororderdetaillines.
Order Type(selectActive,Future,Standing,orQuote).Thetype
oforderdetermineshowtheorderisprocessed,asdescribed
laterinthischapterunderProcessingDifferentOrderTypes.
Multicurrency Ifyouusemulticurrencyaccounting,youcanassignastanding
ledgers
orderonlytoacustomerwiththesamecurrencyasthestanding
order.
Quote expiration Expiration Date.ThisfieldappearsifyouselectQuoteasthe

date
ordertype.Theprogramdisplaysadateusingthedefault
numberofdaysfortheexpirationofquotesthatyousetonthe
O/EOptionsform,butyoucanchangeit.

Ifyouhavenotyetusedthequoteinanorder,itisautomatically
deletedwhenyourunDayEndProcessingontheexpiration
date.
Setting Up
Before
Ifyouhaveusedthequoteinanorder,youcanreusethequote
infutureorders.
Create orders from From Multiple Quotes. Youusethisoptiontocreateanorder

several quotes
basedonanumberofquotes,ortoreusequotesfromwhichyou
havealreadyproducedanorder.Toaddthedetailsfrom
existingquotes,youclicktheZoombuttonbesidetheoption,
andthenusetheformthatopenstospecifythequotestoconvert
toanorder.
Calc Tax.OrderEntryletsyouspecifyonindividualordersand
invoiceswhethertaxesshouldbecalculatedautomaticallyby
OrderEntryorenteredmanually.
Ifyouwishtohavetheprogramcalculatetaxautomaticallyfor
theorder/invoice,selecttheCalculateTaxoption.
Ifyouwishtoentertaxamountsmanually,donotselectthis
option.
On Hold. Selectthisfieldifyouneedtoplaceanorderonhold.
IfthecustomeraccountisonholdinAccountsReceivable,the
orderisautomaticallyplacedonhold.Youcanentertheorder
andpostit,butyoucannotshipitemsorproduceaninvoicefor
theorderuntilyouremovetheholdforthecustomerin
AccountsReceivable,orremovetheholdfromtheorderonthe
OrderEntryform.
PostinganorderthatisonholdhasnoeffectonInventory
Controlrecords.Youcannotshipanyitemsfortheorderuntil
youremovetheonholddesignationandposttheorder(and
postaninvoicefortheorder).
YoucanlisttheorderscurrentlyonholdontheOrderAction
report.
User Guide 211

Create Invoice. Selectthisoptiontocreateaninvoicewhenyou

posttheshipment.
Thischeckboxappearsonlyifyouareshippinggoodsonthe
order.Whenyouselecttheoption,additionalfieldsappearon
theTotalstab,lettingyouenteraninvoicenumberandan
invoicedate.
Ship-To Location(thecodeidentifyingthecustomersshipping
address;optional).Ifyouselectanexistingshiptolocationcode
(definedinAccountsReceivable),OrderEntrydisplaystheprice
list,territory,taxgroup,andsalessplitinformationstoredforthe
shiptolocation.
Expected Ship Date(thedateonwhichyouexpecttoshipthe

order).Thedefaultdateistheorderdate.Theexpectedship
dateyouenterontheOrdertabappliestotheorderasawhole.
Youcanspecifyadifferentexpectedshipdateforeachdetailon
anorder,shipment,orinvoice.
Description(isdisplayedasthedescriptionfortheinvoicein
AccountsReceivable;optional).
Reference(optional).
Fields and Options on the Customer Tab
TheinformationonthecustomerpagecomesfromtheAccounts
Receivablerecord,butyoucanchangeithere:
Customer tab Ship Via (identifiesthecarrierordeliverymethod;optional).

Theprogramdisplaystheshipviadescriptionfromtheshipto
locationrecord,orifnoshipviamethodisspecified,fromthe
shipviacodeintheordertemplate.Youcanspecifyadifferent
shipviamethodforeachdetailonanorder,shipment,or
invoice.
Tracking Number. Usethisfieldtoenterthetracking(or

waybill)numberfortheshipment,ifyouknowit.

Youcanalsoenteraseparatetrackingnumberwithanyorder,
shipment,orinvoicedetail,ifnecessary.
FOB Point (identifiesthelocationatwhichthecustomerbegins
Setting Up
Before
payingfreightchargesontheorder;optional).
Territory (identifiesthecustomerssalesterritorycode;optional).
Customer Type (acodeidentifyingthediscountlevelforthe

customer).YoucanselectBase,A,B,C,D,orE.Baseindicates
thecustomerisnoteligibleforpricediscounts,ifthediscountis
basedoncustomertype.
Price List (thecodeidentifyingthedefaultpricelistfromwhich

pricesaredisplayedondetaillines). Youcanselectdifferent
pricelistsforindividualdetaillines.
Tax Group (thecodeidentifyingthecustomerstaxgroup).The

taxgroupdeterminesthetaxauthoritiestowhichthecustomeris
subject,andthetaxclassesthatareusedforeachauthorityto
calculatesalestax.Youcanchangethetaxclassesforindividual
detaillines.
Terms code (thecodeidentifyingthecustomerspayment

terms).AllpaymenttermsaredefinedinAccountsReceivable.
Due Date (appearsontheinvoiceonly,calculatedfromthe

orderorinvoicedateandthespecificationsforthetermscode).
Youcanchangethedate,ifnecessary.
Discount Date (appearsontheinvoiceonly,calculatedfromthe

orderorinvoicedateandthespecificationsforthetermscode).
Ifthetermscodeusesdiscounts,theprogramdisplaysthedate
onwhichtheperiodforanearlypaymentdiscountexpires.You
canchangethedate.
Ifthetermscodedoesnotusediscounts,theprogramdisplays
thesessiondate.Youcanassignadiscountamountanddatefor
anindividualorderorinvoice.
User Guide 213

Discount % / Discount Amount (appearsontheinvoiceonly,

calculatedfromthetermscode). Youcanchangethediscount
percentoramountbeforeposting,ifyouofferearlypayment
terms.
Buttons on the Order Tab and the Order Entry Form
Buttons on the Youcanalsousethebuttonsatthebottomoftheformtoperforma

Order tab
varietyoftasks:
Item / Tax Button (orpressF9). Thisbuttonopensaformthat

displaysalltheinformationforoneorderdetailsoyoucanseefields
withouthavingtojumpbackandforththroughthecolumns.
Thepopupformalsodisplaystheapplicabletaxauthoritiesforthe
currentitem,allowingyoutochangethetaxclassandothertax
information(dependingonthetaxauthority).
Components button. Clickthisbuttontoviewthecomponentsthat

makeupaKitorBOM.
Ship All button. ClicktheShipAllbuttontoshipallthequantities

requiredontheorder.
Notethatwhentheoption,CalculateBackorderQuantities(onthe
OrderEntryOptionsProcessingtab)isnotselected,theShipAll
buttonwillnotworksincetheshipmentquantityisdetermined
basedonthebackorderquantity.
Distribute Taxes button. WhenyoucleartheCalculateTaxcheck

box,theDistributeTaxesbuttonbecomesavailable.
ClicktheDistributeTaxesbuttontoproratethetaxyouenter
manuallytothedocumentdetails.Notethatyoucannotprorateatax
amounttoanauthoritythatusesanexempttaxclass.
Post button. Afteryouhavefinishedenteringallthedetailsforan

order,youposttheorder.
Delete button. Ifyoupostanorderinerror,oronethatyoulater

decidenottofill,youcandeletetheentireorderusingtheDelete

buttonontheOrderEntryform.Whenyoudeleteanorder,allofits
detailsareremoved.TheordernolongerappearsintheFinderlist.
History button. ClicktheHistorybuttonintheOrderEntry,
Setting Up
Before
ShipmentEntry,CreditNote/DebitNoteEntry,andInvoiceEntry
formstocheckthesaleshistoryforanitemoracustomerwhile
enteringanorderorinvoice.
Prepayment button. Youcanenterasmanyprepaymentsasyou

wantforanorder.
Prepaymentsenteredforordersdonotreducetheamountofthe
nextinvoiceyoucreate;instead,theyarematchedtoinvoiceswhen
theyarepostedinAccountsReceivable(usingtheordernumber).
Theorderprepaymenttotalisdisplayedontheinvoicetotaltab,
enablingyoutoeasilydetermineifthereisanoutstandingbalance.
Using Order Entry Templates

OrderEntrytemplatesspeedupandsimplifyorderentryby
providingdefaultsettingsthatappearwhenyoustartaneworder,
creditnote,ordebitnote.
Template fields Specifythefollowinginformationforeachtemplatethatyoudefine:
OrderType ShipViaCode
FOBPoint CustomerType
OnHold PriceList
Location Territory
Description TaxGroup
Reference Terms
Comment
Youmustspecifytheordertype,customertype,andtaxgroupina
template.Theotherinformationisoptional.Notethatthe
User Guide 215

informationinanumberofthetemplatefieldscanalsocomefrom
otherrecords.Forexample,thecustomertype,pricelist,territory,
andtaxgroupfieldsareinthecustomerandtheshiptolocation
records.
Default templates YoucanspecifyadefaulttemplateontheOptionsformsothata

standardsetofdefaultcustomerandordersettingsappearsforeach
neworder,debitnote,orcreditnoteyoucreate.Thedefaulttemplate
providesinitialsettings,buttheseareoverriddenbysettingsfrom
thecustomerrecordandfromanothertemplateifyouchoosea
differentone.
Thefollowingsequenceofstepsillustratestemplateuse:
1. ClickNewtocreateaneworder.Thedefaulttemplatesettings
appearfortheneworder.
2. Choosethecustomernumber.Theinformationinthecustomer
recordreplacestheinformationfromthedefaulttemplate,
includingshipviamethod,FOBpoint,andshiptolocation.
3. Chooseadifferenttemplatetooverridethecustomer
information.Informationfromthenewtemplatereplacesthe
currentorderinformation.
4. Youcouldagainchoosethecustomernumbertoreplacethe
informationinsertedinstep3withtheinformationfromthe
customerrecord.
Credit note settings Mostcreditnotesanddebitnotesrefertoinvoicesandusethe

come from
invoiceinformationbydefault.Youcanoverridetheinvoice
invoices
informationbychoosingadifferenttemplate(orbychoosingthe
defaulttemplateagain).
However,ifyourcreditnoteordebitnotedoesnotreferencean
existinginvoice,templatesworkthesameastheydofororders.

Processing Different Order Types

Thetypeoforderyouareenteringdetermineshowtheorderis
processed.
Setting Up
Before
Active Orders
Shipments Youcanshiponlyactiveorders.
Inactive customers Ifacustomeraccountorcustomeraccountsetisinactive,youcannot

enteranorderforthecustomer.Ifacustomeraccountbecomes
inactiveafteryouenteranorder,youwillnotbeabletopostupdates
totheorderorpostaninvoicefortheorderuntiltheaccountismade
activeagain.
On-hold orders PostinganorderthatisonholdhasnoeffectonInventoryControl

records.Youcannotshipanyitemsfortheorderuntilyouremove
theonholddesignationandposttheorder.
YoucanlisttheorderscurrentlyonholdontheOrderActionreport.
If the customer Ifyouareenteringaneworderandthecustomersaccounthasbeen

account is on hold
placedonholdinAccountsReceivable,amessagewarnsyouthat
theorderwillbeplacedonholdinOrderEntry.
Youcanentertheorderandpostit,butyoucannotshipitemsor
produceaninvoicefortheorderuntilthecustomersonholdstatus
isremovedinAccountsReceivable.
Future Orders
Activating DayEndProcessingautomaticallyactivatesfutureordersonthe
orderdate(orthefirsttimeyourunDayEndProcessingafterthe
orderdate).Alternatively,youcanchangethestatusofafuture
ordertoActivebeforetheorderdate.
DayEndProcessingalsopoststheactivatedfutureorderssothat
salesstatisticsareupdated.
User Guide 217

Tip: Day-end IfyouusuallyrunDayEndProcessingattheendoftheworkday,

processing
futureorderssettobeactivatedonacertaindaywillnotbecome
activeuntiltheendoftheday.Tobesureafutureorderisreadyto
beprocessedonthecorrectdate,assignadateearlierthanthe
desireddatefortheorder.
Standing Orders
Creating active Tocreateanactiveorderfromastandingorder,youneedtodisplay

orders from
thestandingorder,andthenchangetheordertypetoActiveor
standing orders
Future.
Youcanmakeanychangesyourequiretothestandingorder;you
canevenchangethecustomernumber,templatecode,shipto
location,andtaxgroup.
Youcantypeanewordernumberifyouassignnumbersmanually,
oryoucanhavethenumberautomaticallyassignedbytheprogram
whenyouposttheorder.
Theoriginalstandingorderisretainedinthesystem,unchanged,
andwiththeoriginalordernumber,regardlessofhowmanyorders
youissuefromit.
Theorderyoucreatefromthestandingorderdisplaystheterms
codeandotherinformationmaintainedinAccountsReceivablefor
thecustomernumber.
Quotes
Changing quotes Whenyouenteraquote,youenterthedateonwhichthequote

to orders
expires.Tochangethequotetoanorder,callupthequotebyits
ordernumber,changetheordertypetoActive,editthedetail
informationasrequired,checktaxstatusesandordertotals,andthen
posttheorder.
Reusing quotes or Ifyouwishtousemultiplequotesinthesameorder,ortoreuse

using multiple
aquotethatyouhavepreviouslyconvertedtoanorder,clickthe
quotes
ZoombuttonbesidetheFromMultipleQuotesfield,selectthe

quotesyouwanttouseontheformthatappears,andthenclickthe
Orderbuttontoaddthequotedetailstotheorder.
Theprogramusesthedefaultnumberofdaysyouspecifiedforthe
Setting Up
Before
expirationofquotes(ontheO/EOptionsform)tosetthedefault
expirationdateforaquote,butyoucanchangethedateifyouwish.
Youcanalsoeditthedetails.
IfyoudonotchangetheordertypefromQuotetoActivebeforethe
expirationdate,DayEndProcessingremovesthequotefromthe
orderfile.
Ifyouconvertaquotetoanorder,theoriginalquoteremains
availableforreuseinthefuture,untilyoudeleteitusingtheClear
Historyform.
Changing Order Information

Beforepostinganactive,future,orstandingorder,youcanchangeit,
cancelpartsofit,ordeletethewholeorder.
You can add to or Afteryoupostanorder,youcanchangeanypartoftheorder

change the order
except:
Theordernumber.
Thecustomernumber.
Completeddetaillines.
Youcanaddnewdetaillinestoanorderatanytimeevenifthe
orderiscompletelyshippedandinvoiced.Youcandeleteanydetail
linesthathavenoitemsshipped,andyoucanchangethe
outstandingamountsofanydetaillinesthatarepartiallyshipped.
Multicurrency Ifyouusemulticurrencyaccounting,theorderandinvoiceareinthe
tax groups
customerscurrency.
Ifyouchooseapricelistthatdoesnthavepricesinthecustomers
currencyforparticularitems,OrderEntrywilldisplayanerror
User Guide 219

messageandprovideaunitpriceof000.00foreachitemthatis
missing.
Entering Order Details

Youcanentertwotypesofdetailsonorders:itemsand
miscellaneouscharges.Youentereachdetailasaseparatelineonthe
detailentrygrid(ontheOrdertab).
Items/Taxes form Youcanalsoselectadetailline,thenpresstheF9keyorclickthe

Item/Taxbuttontoopenaseparateformthatletsyouviewallthe
fieldsforthedetailatonce,soyoudonthavetousethescrollbar.It
letsyouaddandeditdetails,andviewandedittaxinformationfor
details.
Therearenorestrictionsonthenumberofdetaillinesyoucanenter
foranorder.
Entering Item Details
Foreachorderdetail,youselectorenterthe:
Line Number. OrderEntryautomaticallyassignsalinenumber

toeachdetailyouenter.
Line Type. Youusethisfieldtospecifythetypeofdetail.You

canselectItemorMiscellaneous.Yourchoiceinthisfield
determinesinwhichdetailfieldsyoucanenterinformation.
Item Number or Miscellaneous Charge. Foritemdetailtypes,

youspecifytheInventoryControlitemnumberfortheitem
beingordered.Theprogramthendisplaystheorderunit,pricing
unit,andunitpricefromtheInventoryControlitemrecord.The
pricingunitandunitpricearebasedonthecustomerspricelist.
Formiscellaneousdetailtypes,youenterthecodefora
miscellaneouschargeyouhavesetupinOrderEntry.For
informationonmiscellaneouscharges,seethenextsection,
EnteringMiscellaneousChargeDetails.

Ifyouhavesetupmanufacturersitemnumbersorcustomer
itemnumbersinInventoryControl,youcanenterthesenumbers
inplaceoftheinventoryitemnumber.Manufacturersitem
Setting Up
numbersandcustomeritemnumbersaretranslatedtoyour
Before
inventoryitemnumbersautomatically.
Formoreinformationaboutusingmanufacturersitemnumbers
andcustomeritemnumbers,seetheInventoryControl
documentation.
Kit/BOM. IfthisitemispartofaKitoraBOM,clicktheFinderto
selectthekitorBOMnumber(ifyouhavemorethanonebuild
fortheitem).
YouusetheFindertochooseaKitoraBOMthathasalready
beensetupinInventoryControl.Notethatyoucanenterand
postmultiplekittingentries,ormixkittingentrieswithregular
entriesinanyentryscreen.Kitscanalsobeassignedserial
numbersthataremaintainedinSerializedInventory.
ClicktheComponentsbuttonatthebottomoftheformafter
enteringthekitorBOMnumbertoreviewthecomponentitems.
Description (suppliedbyInventoryControlfromtheitem
record).
Price List(fromthecustomerrecord,butyoucanspecifya
differentpricelist).Ifyouenteranonstockitem,thepricelist
canbeblank.
Location(thecodeenteredontheOrdertab,butyoucanselecta
differentlocation).Ifyouenteranonstockitem,thelocationcan
beblank.
Expected Ship Date(thedateyouexpecttoshiptheitem).The

defaultdateistheexpectedshipdatefortheorder.
Quantity Ordered(thenumberofunitsordered).Whetheror
notyoucanenterdecimalplacesisdeterminedbytheAllow
FractionalQuantitiesoptionintheInventoryControlOptions
form.
User Guide 221

IfthedetaillinedoesnothaveaCompletedstatus,youcan
increaseordecreasethequantityforbackordereditems(those
youhavenotyetshipped).
Ifyouareunabletoshipalltheitemsonanorderandwantto
cancelunshippeditems,youcanedittheitemlinestoreducethe
backorderedquantitiestomatchthequantitiesshipped.
Order Unit Of Measure (theunitofmeasureforthequantity

beingordered).Thestockingunitisdisplayedbydefault.
IfyouusetheFindertoselectanotherunitofmeasure,the
conversionfactorforthatunitofmeasureappearsintheFinder
form.Theconversionfactoristhenumberofstockingunits
containedinthealternativeunit.Forexample,ifyouusea
stockingunitofeach,andcartonhasaconversionfactor
of36,ittakes36stockingunitstoequalonecarton.
Order Weight Unit of Measure. Thisistheunitofmeasurefor

weighingthisitemontheorder.
DependingonyoursettingsinO/EOptions,theprogram
displayseithertheitemweightunitfromtheitemrecordorthe
pricingweightunitfromthepricelist.
Note: Iftheitemisnotpricedbyweight,theprogramwill
displaytheitemweightunitfromtheitemrecord.
Iftheitemispricedbyweight,andithasbasepricesfor
multipleUOMs,theprogramwilldisplaythedefaultunitof
measurefromthepricelistifyourDefaultOrderWeight
UOMinO/EOptionsissettothePricingWeightUnit.
Youcanchangetheweightunitofmeasureforthedetailline,if
necessary.
TheweightUOMforthecompleteorderisdeterminedbythe
defaultweightunitofmeasuresetinInventoryControlsOptions
form.

Price By (Quantity or Weight). Thisfieldshowswhetherthe

priceofthisitemisbasedonweightoronquantity.(Pricingby
weightisavailableinSageAccpac500ERPonly.)
Setting Up
Before
Ifpricingisbyquantity,theprogramsetsvolumediscount
amountsorpercentagesaccordingtothequantityofgoodsthat
areordered.
Ifpricingisbyweight,theprogramsetsvolumediscount
amountsorpercentagesbyitemweight.
TheweightsarecalculatedinOrderEntrybymultiplyingthe
unitweightofanitemtimesthequantityordered,and
convertingtheweighttodefaultunits.
Pricing Unit of Measure(theunitofmeasureinwhichtheitemis

priced).Youcannoteditthisfield.
If the item is not on Iftheitemdoesnotexistonthepricelist,OrderEntryusesthe

the price list
stockingunitforthepricingunit.
Unit Price (thesuggestedsellingpricefortheitem).The

displayedpriceisthelowestpriceforwhichthecustomeris
eligible.Itcanbethebaseprice,asalepriceforaspecifiedtime
period,orthepriceforthecustomerspricelevelorquantity
purchased,basedonadiscountormarkup.
Ifthelowestpriceisanegativeamount,itisdisplayedaszeroes.
YoucanusetheFindertoselectanotherpricefromtheitem
pricelistinInventoryControl.Youcanalsooverridetheunit
price.Notethatifyouusesecuritywithyoursystem,youneed
securityauthorizationtooverridetheunitprice.
Price Approval. PricechecksaresetinInventoryControlprice

listsforparticularitems,pricelists,andSageAccpacuserIDs.
ThePriceApprovalfieldwilldisplayYesifpricechecksarein
effect,andthepriceyouenterisoutsidetheboundariesallowed.
IfYesappearsinthePriceApprovalcolumn,youmust:
User Guide 223

ClicktheZoombutton(columnheadinginthegrid)to
displaythePriceApprovalpopup.
EntertheIDofthepersonapprovingthepriceoverride(and
password,ifsecurityisset).
Note: ThePriceApprovalfielddoesnotappearifyouare
usingtheItem/Taxeszoomedform.Instead,anerror
messagemayappearwhenyoutrytosavetheitemdetail,
statingthatthepricerequiresapproval.
ClicktheZoombuttonbesidetheUnitPricefieldtodisplaythe
PriceApprovalpopup.
Quantity Shipped. Ifapplicable,typethequantityshippedorto

beshippedonanactiveorder.
Qty. B/O (Quantity Backordered). Inthezoomedform,thisfield

iscalledB/O.
Enterthequantitybackordered(iftheprogramdoesnot
automaticallycalculatethequantityandyouarenotshipping
theentireorder)orleavethefieldshowingzero,ifyoudonot
usebackorderquantities.
IfyouselecttheCalculateBackorderQuantitiesoption,the
programautomaticallycalculatestheBackorderedamount.
Eachtimeyouenterashippedamount,thebackordered
quantityisreduced.Whenthebackorderedamountiszero,the
itemisconsideredtobefullyshipped.Tocancelunshipped
quantitiesofanorder,changetheBackorderedentrytozero.
Unit Weight. Thisistheweightofasingleitemforthisdetailline

expressedintheOrderWeightUnitofMeasure.Youcan
multiplythisweightbythequantityorderedtogettheextended
weight.
Extended Weight. Thequantityshippedmultipliedbytheunit

weightenteredfortheiteminInventoryControl.

Youcanedittheitemweightandtheextendedontheorder,if
necessary.
Youmaywanttousetheextendedweightfordeterminingthe
Setting Up
Before
postage,shipping,orothercharges.
OrderEntryconvertstheextendedweightforeachlinetothe
orderweightUOM,andputstheestimatedweightfortheentire
orderontheTotalstab.
Extended Price. Theprogramautomaticallycalculatesthe

extendedpricewhenyouenteraquantity.Tocalculatethe
extendedprice,theprogramdividestheunitpricebythepricing
unitofmeasureconversionfactor,andthenmultipliestheresult
bytheorderunitofmeasureconversionfactorandthequantity
ordered.
Forexample,ifyouassumethefollowing:
Unit Price: 18.75

Pricing Unit of Measure: Dozen
Pricing UOM Conversion Factor: 12
Order Unit of Measure: Box
Order UOM Conversion Factor: 72
Quantity Ordered: 10
Theextendedpricewillbe:18.75x72x10=1,125.00
12
Ifyouoverridetheextendedpricecalculatedbytheprogram,an
asteriskappearsbesideitinthezoomeddetailentryformand
alsoappearsbesidetheitemontheInvoiceList.
Ifyouchangetheextendedprice,theprogramdoesnot
recalculatetheunitprice.
Forinformationaboutsalestaxcalculation,seeCalculating
SalesTaxesandEditingTaxInformation,laterinthischapter.
Discount Percent / Discount Amount. OrderEntryletsyou

specifyadiscountseparatelyforeachdetail.Youcanentera
percentageoranamountforthediscount.
User Guide 225

Youcanalsoenteradiscountfortheorderasawholeonthe
Totalstab,later.OrderEntrydisplaysthetotalofalldiscounts
enteredonthedetails,aswellasthediscountfortheorderon
theTotalstab.
Discounted Extended Amount. Thisfielddisplaystheextended

amountoftheorder,afterthediscounthasbeenapplied.
Category(thecategoryassignedtotheitemrecordinInventory
Control). Youcanselectadifferentcategoryforthedetailline
fromthelistdisplayedbytheFinder.
Unit Cost(editableiftheitemcostingmethodisuserspecified).
TheUnitCostdisplayedintheOrderEntryformshowsthe
estimatedcostoftheitem.Uponcosting(duringpostingorday
endprocessingdependingontheI/CCostingoption),theactual
costisupdatedintheShipmentEntryformandInvoiceEntry
form.Theorderretainstheestimatedcostandisnotupdated.
Costing Unit Of Measure(editableifthecostingmethodforthe

itemisuserspecified).
Serial Numbers(fortheunitsshipped;optional). Thesenumbers

updatetheSerialNumbersReportinInventoryControl.
Ifyouwanttoprintserialnumbersonorderconfirmations,
pickingslips,orinvoices,youwillhavetomodifythestandard
forms.(Notethatyoucanenterserialnumberseveniftheitems
werenotsetuptouseserialnumbersinInventoryControl.)
IfyouhaveinstalledtheSageAccpacOptionsSerialized
Inventorymodule,youcanassign/autoallocateserialnumbers
orgeneratenewserialnumbers.
Comments/Instructions(thatarespecifictothisitem;optional).
Commentsandinstructionscanincludeasmanylinesasyou
require,eachlineupto75characterslong.
Typically,youmightentercommentsforcustomersand
instructionsforstaff.Youcouldthenprintcommentsonorder

confirmationsandinvoices,andinstructionsonpickingslips.
Forinformationaboutcustomizingyourprintedforms,seethe
onlinedocument,CustomizingPrintedFormswithCrystal
Setting Up
Reports.
Before
Ship Via (optional). Youcanusethisfieldtoenteraseparate
shippingmethodforthedetail,ifyouplantoshipthedetail
itemsseparatelyfromtherestoftheorder.
Tracking Number (optional). Ifyouknowthewaybillnumber

fortheshipment,youcanenteritinthisfield.Normally,you
wouldenteratrackingnumberforadetailonlyifyouare
shippingthedetailitemsseparately.
Original Order. Displaysthequantityspecifiedwhenthedetail

linewasfirstenteredandposted.Thisnumberdoesnotchange
evenifyouchangetheorderedquantityforthedetail.
Shipped To Date (drilldown). Thefielddisplaysthenumberof

itemunitsthathavebeenpostedforthedetailline.
Youcanclickthedrilldownbuttontodisplayshipmentand
invoiceinformationforthedetailline,andtodrilldowntothe
shipmentandinvoicetransactions.
Quantity Committed. OrderEntryletsyoucommitaninventory

quantitytoaparticularorder.Whenitistimetoshiptheorder,
thequantityisguaranteedtobeavailable,unlessyouallow
negativeinventoryquantities.
Ifaquantityisalreadycommittedtoanorder,youcanship
anotherorderforthesameitemsonlyifthereisasufficient
quantityininventoryinadditiontothecommittedquantity.
IntheO/ESetupOptionsform,youcandefaultthequantity
committed.Ifyouhadselectedtodoso,theamountofyour
orderforthisitemappearsautomatically.
Completed. Adetaillineisautomaticallyassignedthestatusof
Completedwhenyoupostashipmentforallorderedunitsfor
User Guide 227

theline,orforsomeoftheorderedunitswhereyoualsochange
thebackorderedquantitytozero.
YoucanalsosetthestatusforalinetoCompletedbyentering
YesintheCompletedcolumn(orbyclickingtheCompletedfield
intheItems/Taxesform)ifyouhavenotenteredaquantity
shippedfortheline.
TheunshippedquantitywillbelistedaslostsalesontheSales
StatisticsreportaftertheorderisprocessedbyDayEnd
Processing.
Manufacturers Item Number(optional). Ifyouknowthe

manufacturersitemnumber,youcanenteritinthisfield.
Usually,ifyouhavesetupmanufacturersitemnumbersin
InventoryControl,youwillenterthemanufacturersitem
number(usuallyabarcode)intheItemNumberfield,rather
thanenteringyourinventorycontrolitemnumber.The
manufacturersitemnumbersaretranslatedtoyourinventory
itemnumbersautomatically,andthenOrderEntryentersthe
manufacturersitemnumberinthisfield.
Formoreinformationaboutusingmanufacturersitemnumbers,
seetheInventoryControldocumentation.
Customer Item Number (optional). Ifyouknowthecustomers

itemnumber,youcanenteritinthisfield.Customeritem
numbersaresimilartomanufacturersitemnumbers.Ifyou
addedtheminInventoryControl,youcanusethecustomers
itemnumbersinsteadofyouritemnumberswhenentering
orders.
Non-stock Clearing Account. Ifyouselectedanonstockitem,

thenonstockclearingaccountusedbytheitemsaccountset
appearsasthedefaultinthisfield,butyoucanchangethe
accountnumber,ifnecessary.

Optional Fields. ClickthecolumnheadingforOptionalFields,

orclickthezoombuttonbesidetheOptionalFieldscheckboxin
thezoomedformtoeditoptionalfields.
Setting Up
Before
Ifanoptionalfieldisrequired,youcannotsavethetransaction
unlessthefieldhasadefaultvalueoruntilyoufillinthefield
yourself.
ClickthezoombuttontoreviewOptionalFieldentriesifthe
OptionalFieldcolumnshowsYesorthecheckboxisselected
(inthezoomedItem/Taxdetailform).
Toaddoptionalitemfieldstothepopupformthatwerenot
automaticallyinserted,usetheInsertkeytoaddanewlineto
thegrid,andthenusetheFindertoaddtheoptionalfield.
Optionalfieldsmustbeassignedtothetransactionsformsusing
theO/EOptionalFieldsformbeforeyoucanaddthemto
individualtransactions.
Order Subtotal.Whenyouhavefinishedaddinganitemline,
theprogramrecalculatestheordersubtotalanddisplaysitatthe
bottomoftheform.
Entering Miscellaneous Charge Details
Whenyouselectamiscellaneouschargecode,theprogramdisplays
thedescriptionandamountdefinedforitintheMiscellaneous
Chargesrecord.Ifyouenteradifferentdescriptionforthecharge,
thenewnamewillappearonorderconfirmations,pickingslips,
invoices,debitnotes,andcreditnotes.Thisfeatureallowsyoutobe
veryspecificindescribingmiscellaneouschargestoyourcustomers.
Forinformationaboutsalestaxcalculation,seethenextsection,
CalculatingSalesTaxesandEditingTaxInformation.
Whenyouhavefinishedaddingthemiscellaneouschargeline,the
programrecalculatestheordersubtotal.Themiscellaneouscharge
amountisaddedtotheordersubtotalatthebottomoftheform.
User Guide 229

Using Kits in Order Entry

Youcandefinekitsasagroupofstockand/ornonstockitemsin
InventoryControlandthenenterthemlikeanyotheriteminOrder
Entry.
YoucanprintkitcomponentsandBOMcomponentswhen
printingOrderConfirmations,Quotes,PickingSlips,Invoices,
andCredit/DebitNotes.
YoucanprintkitcomponentsandBOMcomponentsonthe
DetailTransactionreport.
Youcanprinttheactualbreakdownamountforeachkit
componentonpostingjournals.
To select a Kitting Item in an order:
1. Preparetheorder,andspecifytheitemnumberforthekitinthe
ItemNo./Misc.Chargecolumninthedetailgrid.
2. UsetheFinderintheKit/BOMcolumntoselectthekitnumber.
Youcanhaveseveralsetsofkitcomponentsthatuseasingle
itemnumberperhapstoaccountforalternateitemsin
differentcolorsorfromdifferentmanufacturers
TheKit/BOMcolumnisinactiveiftheitemthatyouchosewas
notdefinedasakittingiteminI/CItems.
3. ContinueasyouwouldforanyOrder.
Calculating Sales Taxes and Editing Tax Information

OrderEntryallowsyoutospecifywhethertaxesshouldbeentered
manuallyorcalculatedautomaticallyduringtransactionentry,for
bothmanualandimportedentries.

Manual tax Ifyouchoosetocalculatetaxesmanually,youcaneitherspecifythe

calculations
amountoftaxforeachdetail,orenteratotalamountoftaxforthe
orderandautomaticallydistributethetotaltaxtotheindividual
Setting Up
details.
Before
Tax Reporting
currency Note: Ifataxauthorityforthetransactionhasatax
reportingcurrencythatisdifferentfromthecustomers
currencyoryourhome(functional)currency,theprogram
willautomaticallycalculatethetaxreportingamountifyou
selecttheCalculateTaxReportingoption.
Youcaneditthetaxreportingamountifyouleavethe
optionunselected.
Automatic tax IfyousetupOrderEntrytocalculatetaxesautomatically,asalestax

calculations
amountiscalculatedif:
Thecustomerissubjecttotax.
Youenterthetaxclassesandtaxregistrationnumbersforeach
customerintheAccountsReceivableCustomersform,butyou
canchangethetaxgroupfortheorderontheCustomertaband
thecustomertaxclassusingtheTaxestab.
Theordercontainstaxableitemsortaxablemiscellaneous
charges.
ItemtaxclassesaresetupinInventoryControl,butyoucan
changethetaxclassesforanindividualdetailline.Youcanalso
changethesettingforwhethertaxisincludedinorexcluded
fromthepriceoftheitem,ifpermittedbythetaxauthority.
YouspecifythetaxratesforthetaxauthoritiesandclassesinTax
Services.
OrderEntrycalculatessalestaxusingtheratesdefinedforthe
customertaxclassanditemtaxclassesforeachauthoritythatcan
levytaxesonthecustomer.
User Guide 231

Editing customer Youcanchangethecustomerstaxclassandyoucanenteroredit

tax information
thetaxregistrationnumber,ifnecessary.
To change the tax group for the customer:
1. ClicktheCustomertabontheOrderEntryform.
2. UsetheFinderfortheTaxGroupfieldtoselectanewtaxgroup.
Bydefault,OrderEntryusesthetaxgroupspecifiedinthecustomer
recordorshiptolocationinAccountsReceivable.
To change the tax class:
1. ClicktheTaxestabontheOrderEntryform.
2. Enteradifferenttaxclass,andenterataxregistrationnumberif
onedoesnotalreadyappear.
Ifyouchangethetaxclass,clicktheCalculateTaxesbuttontoshow
therecalculatedtaxamount.IftheCalculateTaxoptionisnot
selected,clicktheCalculateTaxesbuttonbeforemovingtoanother
tab.(Ineithercase,thetaxamountwillberecalculatedwhenyou
returntotheTotalstab.)
Youcanalsochangethetaxclassforadetailline,ifnecessary.You
canchangethesettingtoincludeorexcludetaxinthedetailprice.
To edit taxes for an item or miscellaneous charge detail:
1. CleartheCalculateTaxesoptionontheOrdertab,ifnecessary.
2. Selecttheitemormiscellaneousdetailtoedit.
3. ClicktheItem/TaxbuttontodisplaythedetailintheItems/Taxes
form,andthenenteranewtaxbaseand/ortaxamountforeach
taxauthority.
4. Saveyourchanges,andthenclosetheItems/Taxesform.

Entering Optional Field Information

YoucanspecifyanunlimitednumberofoptionalfieldsforOrders
(headeranddetail),MiscellaneousCharges,Shipments(headerand
Setting Up
Before
detail),Invoices(headeranddetail),andCredit/DebitNotes(header
anddetail).TheCopyOrdersfunctionalsosupportsoptionalfields
sinceitcreatestransactions.
Note: YoumustinstalltheSageAccpacTransactionAnalysis
andOptionalFieldsCreatorwithSageAccpacERPinorder
toaddoptionalfields.
Match O/E invoice IfyousetupoptionalfieldsinOrderEntrythatarethesameas

fields to A/R
optionalfieldsintheAccountsReceivableInvoiceEntryform,the
invoices
informationintheOrderEntryfieldsissenttoAccountsReceivable.
IfyouusesecurityinOrderEntry,youmustassignusersthe
TransactionOptionalFieldssecurityresourceifyouwantthemto
addanddeleteoptionalfieldinformationintransactionentryforms.
ForinstructionsaboutassigningoptionalfieldstoOrderEntry,see
AssignOptionalFieldsinChapter3oftheOrderEntryGetting
Startedguide.Forinstructionsonaddingoptionalfieldsto
transactions,seeAddingOptionalFields,inChapter3ofthis
guide.
Entering Sales Split Information

ThesalespersonsassignedtothecustomeraccountinAccounts
ReceivableappearbydefaultwhenyouenteranorderintheOrder
Entryform.Thefirstsalespersoninthelististheprimary
salesperson.(Anumberofreportslistonlytheprimarysalesperson,
whileothersallowyoutosortinformationbyprimarysalesperson.)
OrderEntryusesthesalessplitinformationtocalculatecommissions
andtoassignresponsibilityforordersandinvoices.
YoucanassigntheordertouptofivesalespersonsontheSalesSplit
tab.Youcanalsochangethepercentageofthetransactiontotalthat
User Guide 233

isallocatedtoeachsalespersononanorder.ThePercentSplit
columnmusttotal100.
Entering Exchange Rate Information

Multicurrency Ifyouusemulticurrencyaccounting,OrderEntrydisplaysthe
orders
exchangerateinformationontheRatestaboftheOrderEntryform.
Bydefault,OrderEntryusestheorderdateontheOrdertabasthe
OrderRateDateontheRatestab.Ifyouchangetheratedate,Order
Entrycheckstheratetablesforadatematch,andupdatestherateif
necessary.(SeetheSystemManagerUserGuideformoreinformation
onhowSageAccpacERPselectsexchangerates.)
Ifyouareenteringashipment,theshipmentdatefromtheShipment
tabappearsasthedefaultShipmentRateDate.Ifyouareenteringan
invoice,theinvoicedatefromtheInvoicetabappearsasthedefault
InvoiceRateDate.Youcanoverridethedisplayedexchangerates.
Entering Prepayments
Youcanenterasmanyprepaymentsasyouwishtoanactiveor
futureorder.
Prepaymentsthatyouenterwithordersareappliedtoinvoices
whenyoupostinvoicesfortheordersinAccountsReceivable.
(AccountsReceivableusestheordernumberstomatchprepayments
toinvoices.)
Total prepayments YoucanseethetotalprepaymentamountontheTotalstabonthe

OrderEntryformandontheInvoiceEntryform.Youcanprint
prepaymentdetailsontheorderandinvoicetransactionlistsandon
theInvoicePostingJournal.
Onceyouenterandpostaprepayment,youcannotchangeitin
OrderEntry.Ifyouneedtochangetheamountoftheprepayment
(orotherinformation),youmustadjustthereceiptinAccounts
Receivable.

Prepayments are Whenyouenteraprepayment,youchooseanexistingAccounts

added to A/R
Receivablereceiptbatch,oryoucreateanewreceiptbatchtoinclude
receipt batches
theprepayment.Ifyouchooseanexistingbatch,OrderEntrychecks
Setting Up
thebatchstatus.Ifthebatchisnotavailabletopostto(forexample,
Before
ifithasbeendeletedorposted),OrderEntrydisplaysanerror
message.
Ifyoucreateanewbatch,AccountsReceivableassignsthebatch
number.Youenterthedescription,date,andbankcode.
Multicurrency Ifyouusemulticurrencyaccounting,youalsoselectthecurrencyof
prepayments
theprepayment.
Information Theprepaymentinformationyouenterisasfollows:
entered with
prepayments Paymentcode(usetheFindertodisplaythepaymenttypesthat
yousetupinAccountsReceivable).
Creditcardinformationifthepaymentcodematchesacredit
cardtype.
ClicktheCreditCardbuttontospecifythecardtype,card
number,cardholdername,expirationdate,andauthorization
code.CreditcardinformationisencryptedintheSageAccpac
database,andyoucanassignsecuritytothecreditcard
informationform.
OrderEntrystoresthecreditcardinformationforthepayment,
butitdoesnotprocessthetransactionwiththecreditcard
company.Youmustdothatseparately.
Check/receipt Checkorreceiptnumber.
number
Ifyoudonotenteracheckorreceiptnumber,OrderEntry
assignsonewhenyousavetheprepayment,usingthefollowing
format:AccountsReceivablebatchnumberentrynumber.
Receiptdate(ifitisnotthebatchdate)andamount.
User Guide 235

Multicurrency Ratetypeandexchangerate(iftheprepaymentisnotinthe
ledgers
companysfunctionalcurrency,andtheexchangeisnotbetween
twoEMUmembercurrencies).
Ifyouselectanotherbatchwithadifferentcurrencyaftersaving
theprepayment,theprogramclearsthereceiptamount.You
mustreentertheinformation.
Theprepaymenttotalisincludedinthecreditlimitcheckforthe
customer,butitdoesnotreducetheamountofthenextinvoiceyou
create.YoucanseethetotalorderprepaymentstodateontheTotals
tab.
Note: Aprepaymentthatyouenterontheinvoicereduces
theamountoftheinvoiceimmediately.
Verifying Order Totals

Beforepostinganorder,youcanchoosetheTotalstabtoverifyorder
totals,toentercommentsandorderdiscounts,andtocheck
prepayments,taxes,andtotalmiscellaneouscharges.
YoucanusethefollowingfieldsontheTotalstab:
Comments. Anycommentsthatyouwantincludedonthe
invoice.
Discount Miscellaneous Charges. Choosewhetheryouwantto

applyorderdiscountstomiscellaneouscharges.Theprogram
thencalculatesthediscountspecifiedfortheLessOrder
Discountfieldtoincludemiscellaneouscharges.
Ifyoudonotselecttheoption,anyorderdiscountappliesonly
totheitemsubtotal.
Less Order Discount. Thisisadiscountforavolumepurchase,

forexample,andnotanearlypaymentdiscount.

Ifyouenteradiscount,itiscalculatedonalltheitemsonthe
order.Ifyoudiscountmiscellaneouschargesaswell,the
discountisalsocalculatedonthemiscellaneouscharges.
Setting Up
Before
Youcanenterapercentagediscountorafixedamount.
Theorderdiscountisinadditiontoitemdiscountsandcustomer
discountsandearlypaymenttermsspecifiedontheCustomer
tab.Itdoesnotaffectdiscountswhichhavealreadybeen
applied.
Number of Labels Number of Labels. Specifythenumberofshippinglabelsthat

youwanttoprintfortheorder.
Whenyouprintshippinglabels,youcanprintthenumberof
labelsspecifiedforeachorder.Toprintshippinglabelsfor
printedorderconfirmations,refertothestepsdescribedonpage
261.
Create Invoice. Thisoptionappearsinyouareshippinggoods

withtheorder.
Whenyouselecttheoption,additionalfieldsappearonthe
Totalstab,lettingyouenteraninvoicenumberandaninvoice
date.
Shipment Number and Ship Date. Thesefieldsappearifyou

areshippingitemsfortheorder.Youcanenterashipment
numberorlettheprogramassignitautomatically.Theprogram
willusetheorderdatefortheshipdateunlessyouchangeit.
Onapostedorder,youcanclickthedrilldownbuttontoviewall
thedetailsfortheshipment.
Invoice Number and Invoice Date. Thesefieldsappearifyou

areshippingitemsfortheorderandchosetheCreateInvoice
option.
Youcanenteraninvoicenumberorlettheprogramassignit
automatically.Theprogramwillusetheorderdateforthe
invoicedateunlessyouchangeit.
User Guide 237

Onapostedorder,youcanclicktheDrilldownbuttontoview
theinvoicedetails.
Information TheOrderEntryTotalstabalsodisplaysthefollowinginformation:
displayed on the
Totals tab Asummaryofallitemsthatcouldappearonaninvoice:
Ordersubtotal.
Lesstheamountofalldiscountsenteredonthedetaillines.
Lesstheamountoftheorderdiscount.
Plustaxnotincludedinthepriceofitemsorcharges.
Lesstotalprepayments.(Formoreinformation,see
EnteringPrepayments,earlierinthischapter.)
Lessanypaymenttermsdiscounts.
Outstandingorderamount.
Subtotalofallitemsordered.
Subtotalofallmiscellaneouscharges.
Includedtaxontheorder.
Totaltaxontheorder.
SeeCalculatingSalesTaxesandEditingTaxInformation,
earlierinthischapter.
Estimatedweightforthetotalorder(usingtheunitweightfor
itemsinInventoryControl).
Theorderweightusesthedefaultweightunitofmeasure
selectedintheInventoryControlOptionsform.
Numberoflinesontheorder.

Overriding the Order Discount Percentage
Ifyouoverridetheamountcalculatedfromapercentage,anasterisk
willappearbesidetheamountfieldtoshowthatthediscount
Setting Up
Before
amounthasbeenmanuallyentered.
Thediscountamountwillnotchangeunlessyoureenterthe
discountpercentage.
Forexample,assumethata33.3333%discountproducesadiscount
amountof24,999.94.
Ifyouchangetheamountto25,000:
Anasteriskwillappearbytheamounttoshowthatthe
calculationwasoverridden.
Ifyouaddmoreitemdetailstotheorder,thediscount
percentagewillbeautomaticallyrecalculatedforeachdetail,but
thediscountamountwillnotberecalculatedunlessyoureenter
thediscountpercentage.
Posting Orders
Afteryouhavefinishedenteringalltheorderdetails,youcanpost
theorder.
Credit limit Iftheorderwillputthecustomeraccountoveritscreditlimit,the

exceeded
programdisplaysawarningmessageandthefollowingcustomer
information:
Creditlimit.
OutstandingAccountsReceivablebalance.
AccountsReceivablependingbalance(ifyouselectedthiscredit
checkoptionintheO/EOptionsform).
OrderEntrypendingbalance(ifyouselectedthiscreditcheck
optionintheO/EOptionsform).
User Guide 239

Otherpendingbalances(ifyouselectedthiscreditcheckoption
intheO/EOptionsform).
Currentorderamount.
Prepaymentamount.
Totaloutstandingbalance.
Amountbywhichthecreditlimitisexceeded.
Lastinvoiceamountanddate.
Lastpaymentamountanddate.
Approving credit Ifyouareusingsecurity,youoryoursupervisormustenterauser

IDthatisauthorizedtoapprovecreditbeforeyoucancontinueto
posttheorder.
Ifyouarenotauthorizedtooverridethecreditlimit,orifyouwant
toputtheorderonhold,selectOnHold.Iftheorderisonhold,you
canposttheorderbutyoucannotproduceaninvoiceforituntilyou
removetheonholddesignation.
What posting does WhenyoupostanorderinOrderEntry:
Thequantityorderedandthequantitybackorderedareupdated
foreachitem.(ThequantityorderedappearsastheBackordered
quantityifyouselecttheCalculateBackorderQuantitiesoption.)
Thequantityonsalesorder(inInventoryControl)isincreased
foreachitemontheorder.Thisisthequantityreservedfor
posteditemsthathavenotyetbeeninvoiced.
Youcanprintanorderconfirmation,shipmentpickingslip(if
youenteredshippedquantities),andtheinvoice(ifyoucreated
aninvoice)byselectingeachofthesereportsonthePosting
Completemessagebox.
Themessagewillalsodisplaytheordernumber,alongwiththe
shipmentandinvoicenumbersifyoucreatedashipmentandan
invoice.

What posting does Postingordersdoesnot:

not do
UpdateitemcostsinInventoryControlunlessyoudoitem
costingwithposting.(ThisisanInventoryControloption.)
Setting Up
Before
Updatesalesstatistics.
Createauditrecordsorgeneralledgertransactions(unlessyou
doitemcostingduringpostinganddonotcreateG/L
transactionsmanuallyusingtheCreateBatchicon).
Day-end YoumustrunDayEndProcessinginInventoryControltoperform
completes the
thesetasks.SeeDayEndProcessing,laterinthischapter.
processing
Posting Quotes or Orders with Optional Fields

Whenaquoteoranorderispostedthatcontainsoptionalfields,the
optionalfieldinformationispostedwiththetransactionandcanbe
usedwhenlookingupquotesorordersandforsortingandselecting
themforinquiriesandreports.Quotesandordersdonotcreate
transactionsinInventoryControlorAccountsReceivable,sothe
optionalfieldinformationstaysintheOrderEntrymodule.
Printing Quotes, Order Confirmations, Picking Slips, and Invoices

OrderEntryletsyouprintquotes,orderconfirmations,pickingslips,
andinvoicesbeforeyoushipanorder.
Printing forms for a Youcanprinttheformsforasinglequoteororderimmediatelyafter

single quote or
youpost,bychoosingprintoptionsfromthepostingconfirmation
order when you
post form,oryoucanprintbatchesofquotes,orderconfirmations,
pickingslips,andinvoiceslater.
User Guide 241

Note: Youcanalwaysprintquotesandorderconfirmations
immediatelyafterposting.
Youmustentershippedquantitiesonanordertoprinta
shipmentpickingslip,andyoumustcreateaninvoicefor
shippedquantitiestoprintaninvoice.
YouselecttheformsthatyouwanttoprintfromthePosting
Completemessagebox,whichalsodisplaystheappropriate
quotenumber,ordernumber,shipmentnumber,andinvoice
number.
Delivery method OrderEntryalsoletsyousendquotes,orderconfirmations,and

invoicestocustomersusingthedeliverymethodspecifiedinthe
customerrecords,orusingthecurrentlysetprintdestination.
(Customerdeliverymethodsincludemail,fax,email,contactsfax,
orcontactsemail.)
Printing quotes WhenyouprintquotesusingtheQuotesformintheO/EForms

later
folder,youcanselecttherangeofquotesthatyouwanttoinclude
andwhethertoreprintpreviouslyprintedquotes.Youcanalsoprint
kitorBOMcomponents.
Printing order WhenyouprintorderconfirmationsusingtheOrderConfirmations

confirmations later
formintheO/EFormsfolder,youcanselecttherangeofordersthat
youwanttoincludeandwhethertoreprintpreviouslyprinted
confirmations.
Youcanalsoindicatewhethershippinglabelsarerequired,whether
toprintkitorBOMcomponents,andwhethertoprintonhold
orders.
Printing picking WhenyouprintpickingslipsusingthePickingSlipsformintheO/E

slips later
Formsfolder,youcanselecttherangeofshipmentnumbersorthe
rangeofordernumberstoinclude,therangeoflocationstoinclude,
whethertoreprintpreviouslyprintedpickingslips,whether
shippinglabelsarerequired,andwhethertoprintkitorBOM
components.

Note: OrderEntryselectstherangeoflocationsbasedonthe
defaultlocationspecifiedontheOrdertab,evenifthe
particulargoodsonthepickingsliparefromanother
Setting Up
location.
Before
Printing invoices WhenyouprintinvoicesusingtheInvoicesformintheO/EForms
later
folder,youcanselecttherangeofinvoicesthatyouwanttoinclude
andwhethertoreprintpreviouslyprintedinvoices,whether
shippinglabelsarerequired,whethertoincludebackordereditems,
andwhethertoprintkitorBOMcomponents.
Print status for orders Eachorderhasaprintstatusassociatedwithitthatindicates

whetheranorderconfirmationhasbeenprintedorwhethera
pickingsliphasbeenprinted.Printingtoanyprintdestination
changestheorderstatustoPrinted.
Printstatusesareconsideredtoformaseries,sothepickingslip
statusimpliesthatorderconfirmationshavealreadybeenprinted
(althoughyoucanprintorderconfirmationsafterpickingslips).
TheOrderActionreportcanselectordersaccordingtowhether
orderconfirmationsorpickingslipshavebeenprinted.
Order Confirmations
Order confirmation Afteryoupostanorder,youcanprintanorderconfirmationtosend

defined
tothecustomer,acknowledgingandverifyingthedetailsofthe
order.Orderconfirmationsareoptional,but,ifyouwanttoprinta
confirmation,youmustprintitbeforeyouinvoicetheorder.
If you have Ifpartoftheorderhasbeeninvoiced,youcanprintaconfirmation

already invoiced
onlyfortheoutstandingportion.
Testing forms Youcanprinttestcopiesoforderconfirmationstocheckthe

alignmentoftheformsinyourprinter.
Developing forms OrderEntryshipswiththreeorderconfirmationformsthatyoumay

beabletouseormodifytomatchyourrequirements.Youcanalso
createyourownforms.
User Guide 243

E-mailing order OrderEntryalsoletsyouemailorderconfirmationsandquotesto

confirmations
customersforwhomyouhaveselectedEmail,orContactsEmail,
astheDeliveryMethodinthecustomerrecord.
WhenyouselectCustomerastheDeliveryMethod(andwhenemail
isthemethodselectedinthecustomerrecord),OrderEntryletsyou
selecttheMessageIDforthemessagethatwillbesentwiththe
emailedorderconfirmationorquote.
Shipping Labels
OrderEntryletsyouspecifyontheTotalstabthenumberof
shippinglabelsthatyouwantprintedfortheorder.Commonly,
usersspecifyonelabel,whichtheyusetosendouttheorder
confirmation,shipment,orinvoice.(SeePrintingShippingLabels,
laterinthischapter.)
To print one label for each order confirmation, shipment, or

invoice you print:
1. OntheTotalstaboftheOrderEntryform,specify1inthe
NumberOfLabelsfield.
2. Whenyouprintorderconfirmations,choosetheRequire
ShippingLabelsoption.
3. Whenyouprintlabels,choosePrintOnlyLabelsMarkedAs
Required.OrderEntrywillprintlabelsfororderswithinthe
specifiedrangeforwhichyouprintedconfirmationsandfor
whichyouchoseRequireShippingLabels.
IfyoudonotchoosePrintOnlyLabelsMarkedAsRequired,
OrderEntrywillprintthenumberoflabelsmarkedontheTotals
tabforallordersintheorderrange.
Picking Slips
Picking slip defined Beforeyouinvoiceanorder,youcanprintapickingslipwiththe

orderdetailsforthewarehouseorotherlocationwhereyourorders
arefilled.

Youcanprintpickingslipsimmediatelyafterpostingoryoucan
selectPickingSlipsfromtheO/EFormsfoldertoprintpickingslips,
andthen:
Setting Up

Before
Selectpickingslipsforarangeofordersorshipments.
Specifytheorderinwhichitemsarelistedoneachpickingslip.
Order on picking Orderscanbelistedby:

slips
Picking Sequence.Anoptionalcodedefinedandenteredby
theuserintheitemrecord(inInventoryControl),todescribethe
mostefficientorderinwhichtopicktheitem.Itemsarelistedon
thepickingslipinascendingorderofpickingsequencecodes.
Item Number.Itemsarelistedonthepickingslipinascending
orderofitemnumbers.
Line Number.Itemsarelistedonthepickingslipintheorderin
whichyouenteredthemandastheyappearedontheDetail
grid.
Testing forms Youcanprinttestcopiesofpickingslipstocheckthealignmentof

theformsinyourprinter.
Developing formats SeveralpickingslipscomewithOrderEntry,allowingyoutoprint

completepickingslips,orprintpickingslipinformationon
preprintedforms.
Deleting Orders
Ifyoupostanorderinerror,oronethatyoulaterdecidenottofill,
youcandeletetheentireorderusingtheDeletecommand.When
youdeleteanorder,allofitsdetailsareremoved.Theorderno
longerappearsintheFinderlist.
Ifyoudeleteanorderthathasbeenfilled,youcanstillreviewthe
invoicesandcreditnotespostedtoitontheSalesHistoryand
TransactionListreports.
User Guide 245

Processing Shipments
Youcanenter,fill,anddeleteanorderbeforerunningDayEnd
Processingwithoutlosingcrucialinformation.Forexample,youcan
enterandpostanorder,shipallitems,andposttheinvoice.Youcan
deletetheorderimmediately,andthenrunDayEndProcessing.The
orderwillnotappearonanyreports,buttheinvoicewillappearon
theInvoiceListwithalltheitemdetails,andtheauditinformation
willappearontheInvoicePostingJournal.
Creating New Orders from Existing Orders

Copy Orders TheCopyOrdersform,availablefromtheO/ETransactionsfolder,
letsyouselectanexistingorder,orarangeoforders,onwhichto
baseaneworder.
Thedetailsfromtheexistingorders,includingtheitemnumbers,
quantitiesordered,pricing,andotherinformation,appearas
defaultsfortheneworder.
Youcandeleteanydetailsyoudonotrequireintheneworder,and
youcanchangethepricelist,location,shipdate,quantityordered,
unitofmeasure,andunitpriceforanydetailline.
Onceyouhaveselectedandeditedthedetailsyouwanttouse,you
simplyclicktheCreatebuttontocreatetheneworder.Youcanthen
view,edit,andposttheneworder,asusual,usingtheOrderEntry
form.
YouusetheShipmentEntryform,intheO/ETransactionsfolder,to:
Enterandpostshipments.
Addmiscellaneouschargestoexistingordersbeforeshipping.
(OrderEntryletsyoushipamiscellaneouschargeonitsown.)
Createaninvoiceautomaticallywhenyoupostashipment.

Note:
Youcanskiptheorderprocessandenteritemsdirectly
onashipmentandautomaticallycreatetheinvoice.
Setting Up
Before
Youcanrecallandeditashipmentuntilyouinvoiceitor
untiltheorderisfullyshipped.
Youcanenterandpostshipmentinformationonorders.
TheShipmentEntryformalsoletsyoudrilldowntoanoriginating
orderanddrilldownfromapostedshipmenttoanyinvoicethat
referencestheshipment.
Shipment entry is Theinformationyouenterforshipmentsisalmostidenticaltothe

like order entry
informationyouenterfororders,withthefollowingexceptions:
Youcannotenterprepaymentswithshipments.
Shipment tab YouentertheactualshipmentdateintheShipmentDatefieldon

theShipmenttab.Theshipmentdateisusedtocalculatethe
averagedaysbetweenshipmentsontheItemStatusreportin
InventoryControl.
Thedefaultdateisthesessiondate.
Youcanshiponeorderatatime,oryoucanshipanumberof
ordersatonceforacustomer.
Toshiponeorder,youenterorselecttheordernumberin
theOrderNumberfield.
Torecordashipmentforseveralordersatonce,youclick
theZoombuttonbesidetheFromMultipleOrdersfield,
openingtheCreateShipmentFromOrdersformwhereyou
selecttheordersyouwanttoship.YouclicktheShipbutton
ontheCreateShipmentFromOrdersformtoshipthedetails
fromtheselectedorders.
User Guide 247

Ship all the order Youcanshipawholeorderatonce,or,ifyouallowpartial

or part of an order
shipmentsforthecustomer(inAccountsReceivable),youcan
shippartoftheorder.
Toshipalltheitemsforaselectedorder,youclicktheShipAll
buttonontheOrderEntryform,orclicktheShipbuttoninthe
CreateShipmentFromOrdersform.WhenyouchooseShipAll,
theprogramfillsinthefollowingdetailsfromtheorderinthe
detailentrygrid:
ThefullquantityorderedforeachitemdetailintheQty.
(Quantity)Shippedfield.
Theextendedprice(totalprice)foreachdetail.
Anestimatedweightforeachitemdetailline.
Thequantitiesonbackorder(settozero).
Processing partial Youcanchangedetailinformation,ifnecessary.Forexample,if

shipments
youcannotshipallitemquantitiesonanorder,youcanrecorda
shipmentthatincludesjusttheshippedquantitiesandall
miscellaneouscharges.
Youcanrecordanothershipmentwhenyouarereadytoshipthe
remainingquantities,untileachitemontheorderiscompleted.
TheCustomertabletsyouenterpricelist,discountlevel,and
salestaxinformationfortheinvoice,aswellastheinvoice
paymentterms.
TheTaxtabletsyouchangethecustomertaxclassforindividual
taxingauthoritiesandentertaxamountsmanually,ifnecessary.
TheOptionalFieldstaxletsyouenteroptionalfieldinformation
thatappliestotheshipmentdocumentasawhole.
TheSalesSplittabletsyouspecifythesalespeopleresponsible
fortheorder.

TheRatestabdisplaystheexchangeinformationusedonthe
originalorder(ifyouareshippingonlyoneorder),anditlets
youupdateexchangeinformationfortheshipment.
Setting Up

Before
TheTotalstabletsyouentershippingdiscountsandspecify
whetherthediscountsapplytomiscellaneouscharges.
TheTotalstabalsoletsyouchoosetoproduceaninvoice
automaticallywhenyouposttheshipment.Ifyouselectthe
optiontoproduceaninvoice,youcanlettheprogramassignthe
invoicenumberautomatically,oryoucanenteraninvoice
numberyourself.
Unlikeorderdetails,shipmentdetailsarenotcompleted
individually.Youcompleteashipmentbypostinganinvoicefor
theentireshipment.
Thecompletedstatusandthenumberoftheinvoicepostedfor
theshipmentappearinthetoprightcornerontheShipment
Entryform.
Shipping Entire Orders

OrderEntryprovidesaquickwaytoshipalltheitemsonanorder.
ChoosetheShipAllbuttonontheShipmentEntryformtoshipall
theoutstandingquantities.
Shipping multiple Ifyoucreatedtheshipmentfrommultipleorders,alltheoutstanding

orders
quantitiesfromtheselectedordersareaddedtotheshipmentwhen
youchooseShipintheCreateShipmentFromOrdersform.
Complete lines by Ifyouwanttocancelaparticularline,settheQuantityBackordered

entering 0 in the
tozero,markingthelineascomplete.OrderEntrywilladdtheline
B/O field
amount(theQuantityOrdered)totheSalesLostfieldontheSales
Statisticsreport.
User Guide 249

Allow Negative
Inventory Levels Note: IftheAllowNegativeInventoryLevelsoptionisnot
option on or off selectedinInventoryControl,theprogramshipsonlythose
quantitiesonhandinInventoryControl.
IfAllowNegativeInventoryLevelsisselected,youarewarned
whenyoushipitemsifthiswillresultinnegativeinventorylevels.
Creating Partial Shipments

Youcreateapartialshipmentwhenyoushiponlypartofanorder.
Youcanpostasmanypartialshipmentsfromasingleorderasyou
require,untilallthequantitiesareshipped.
Whenyoupostapartialshipment,allthemiscellaneouscharges
currentlyenteredfortheorder(andnotmarkedCompleted)willbe
posted.
Whenyoupartlyshipanorder,theprogramdeductsthequantities
shippedfromthequantitiesonorder.Thenexttimeyourecallthe
order,thequantitiesonorderwillbethereducedamounts
showingthequantitiesoutstanding.
Youcanchecktheoriginalquantityorderedfortheitemonthe
OrderEntryform.TheamountappearsintheOriginalOrderfield
forthedetailline.
You must allow Notethatyoucancreatepartialshipmentsonlyforcustomersfor

partial shipments
whomyouhaveselectedtheAllowPartialShipmentsoptionin
AccountsReceivable.
Verifying Shipment Totals

UsetheTotalstabontheShipmentEntryformtoverifythe
followingshipmenttotals:
Subtotalsofallitemsandmiscellaneouschargesthatarebeing
shipped.

Totalamountofalldiscountsappliedtoindividualitemand
miscellaneouschargedetails.
Netamountandthetotalamountoftheshipment.
Setting Up
Before
Totalamountsofexcludedandincludedtax.
Estimatedweightforthetotalshipment(usingthedefault
weightunitofmeasureforitemsinInventoryControl).
Youcanenterandedititemweightsontheshipmentdetaillines.
Numberofdetaillinesontheshipment.
Thenumberoflabelstoprintfortheshipment.
Whetheryouarecreatinganinvoicefortheshipment,and,ifso,
theinvoicedate
Ifitempricesincludetaxes,OrderEntrydisplaystheincludedtax
amountsonthezoomedItem/Taxesformandincludesthetotaltax
amountsontheTotalstab.
Ifyouneedtoeditthecustomerstaxclasses,usetheTaxestab.To
editpaymentterms,usetheCustomertab.Forinstructions,see
CalculatingSalesTaxesandEditingTaxInformation,earlierinthis
chapter,andEditingPaymentTerms,laterinthischapter.
Information to enter YoucanenterthefollowinginformationontheTotalstab:
Whethertheshipmentdiscountalsoappliestomiscellaneous
charges(inadditiontoinvoiceditems).
Shipmentdiscountpercentageorfixedamount.
Thisisadiscountforavolumepurchase,forexample,andnot
anearlypaymentdiscount.Ifyouenteradiscount,itis
calculatedonalltheitemsontheshipment.Ifyoudiscount
miscellaneouschargesaswell,thediscountcalculationwillalso
includethemiscellaneouscharges.
User Guide 251

Whenyouenterapercentage,OrderEntrycalculatesadiscount
amount,whichyoucanoverride.Ifyouchangetheamount,an
asteriskwillappearbytheamounttoshowthatthediscount
Numberofshippinglabels.
Thisnumbercontrolsthenumberoflabelsyoucanprintwhen
youprintlabelsforarangeofshipments.Forexample,ifyou
needfivelabelstoshiptheitems,specify5inthisfield.
SeePrintingShippingLabels,laterinthischapter.
Invoicenumberandinvoicedateifyouarecreatinganinvoice
fortheshipment.
Youcanlettheprogramassigntheinvoicenumber
automatically,oryoucanenteraninvoicenumberyourself.
Posting Shipments
WhenyoupostashipmentinOrderEntry,theprogram:
Updatesthequantitiesonhand(inInventoryControl)forthe
shippeditems.Italsoupdatestheitemcoststhenexttimeyou
runDayEndProcessingoratposting,dependingontheoptions
youselectedinInventoryControl.
ChangesthestatusofalineitemonanordertoCompletedifthe
orderedquantityhasbeenfullyshippedorithasbeenpartially
shippedandyouhavesetthebackorderquantitytozero.(See
thenextsection,CompletingOrders,formoreinformation.)
Updatesthequantityordered,thequantitybackordered,andthe
quantityshippedtodatefortheorderontheOrderEntryform
andontheOrderList.OrderEntrycalculatesthebackordered
quantityonlyifyouusetheCalculateBackorderQuantities
option.

Createsaninvoicefortheshipment,ifyouselectedtheCreate
InvoiceoptionontheTotalstaboftheShipmentform.Youcan
thenprinttheinvoiceimmediatelyafterpostingtheshipment.
Setting Up
Before
Ifyouuseautomaticnumbering,theprogramassignstheinvoice
prefixandnextnumbershownontheOptionsform.
Completing Orders
AnorderiscompletewhentheCompletedstatusforeachlineonthe
orderisYes.
Fully shipped Ifanordereditemisfullyshipped,theprogramsetstheCompleted

statusofthelinetoYesduringposting.
Partially shipped Ifanitemispartiallyshippedandyoucanceltheunshippedportion

bychangingthebackorderedquantitytozero,theprogramsetsthe
CompletedstatusofthelinetoYesduringposting.
TheunshippedquantitywillbelistedaslostsalesintheSales
StatisticsformandontheSalesStatisticsreportaftertheorderis
processedbyDayEndProcessing.
NotethatOrderEntrywillpartiallyshipitemsonlyforthose
customersforwhompartialshipmentsareallowedinAccounts
Receivable.
Unshipped Ifyouwanttocompleteanitemdetaillineandyouhavenotshipped
anyoftheunitsorderedfortheitemdetail,youmust:
Setthebackorderedquantitytozero.
And,
ChangetheCompletedstatusofthelinetoYesbeforeposting
theorder.
TheSalesStatisticsreportwilllisttheunshippedquantityaslost
salesaftertheorderisprocessedbyDayEndProcessing.
User Guide 253

Processing Invoices
Iftheorderconsistsofjustonelineandnoshipmentismade,you
shouldsimplydeletetheorderbeforeposting.Youdonotneedto
changethebackorderedamountorCompletedstatus.
Completion date DayEndProcessingassignsacompletiondatetocompletedorders.

ThecompletiondateisthesessiondatewhenyourunDayEnd
ProcessinginInventoryControl.
Clearing methods Completedordersareclearedfromthesystemusingoneoftwo

methods:
IfyoudidnotselecttheKeepTransactionHistoryoption,Day
EndProcessingautomaticallyremovesallordersthathavebeen
completedsinceyoulastperformeddayendprocessing.
IfyouselectedtheKeepTransactionHistoryoption,youusethe
ClearHistoryformtoclearallorderswithacompletiondate
throughthedateyouspecify.Forexample,youcanspecifythat
alltransactionsthroughSeptember30,2010shouldbecleared.
Untildeletion,youcanusethecompleteddatatoanswer
customerinquiriesandtoreviewrepeatorders.
Adding new details Youcanaddnewdetaillinestoanycompletedordersthathavenot

to completed
beencleared.Ifyouaddnewlines,theorderisnolongercomplete,
orders
andOrderEntryresetstheorderstatus.
Processing Invoices
Youcanchoosetoinvoiceashipmentatthetimeyoupostthe
shipment(orwhenyoupostanorderwithshippedquantities),or
youcanusetheInvoiceEntryformtoenteraninvoiceforthe
shipment,later.
Invoicing from the Tocreateaninvoicewhenyoupostanorderorshipment,youselect

Order or Shipment
theCreateInvoiceoptiononthefirsttaborontheTotalstabofthe
Entry form
OrderEntryorShipmentEntryform.OrderEntryautomatically

Processing Invoices
assignstheinvoicenumber,usingtheinvoiceprefixandnext
numbershownontheOptionsform,unlessyouenteranumber
manuallyintheInvoiceNumberfieldontheTotalstab.
Setting Up
Before
Ifyoudonotinvoiceashipmentwhenyoupostit,youusethe
InvoiceEntryformtocreateaninvoiceforanexistingshipmentor
foranumberofshipmentstothesamecustomer.
Misc. charge Youcanaddmiscellaneouschargestoaninvoice,andyoucancreate

aninvoicejustforamiscellaneouscharge.(Youcreateashipment,
addthemiscellaneouscharge,andtheninvoiceit.)
Entering Invoices
Invoice entry TheInvoiceEntryformcloselyresemblestheOrderEntryand
resembles Order
ShipmentEntryforms,andyouenterinformationforinvoicesmuch
Entry and
Shipment Entry thewayyoudofororders.Thissectionoutlinesthecharacteristicsof
forms theInvoiceEntryformthatdifferfromOrderEntry.
Notethefollowingpointsabouttheinformationthatisincludedon
invoices:
Invoice date YouenteraninvoicedateontheInvoicetab.DayEnd

Processing(inInventoryControl)usestheinvoicedateasthe
transactiondatewhenitcreatesgeneralledgerentriesanddata
forOrderEntryreports.Theinvoicedateappearsoninvoice
transactionsinAccountsReceivable.
Fiscal year and Youalsoenterthefiscalyearandperiodtowhichtheinvoice

period
willbeposted,whatevertheinvoicedate.
Youcanenteronlyoneprepaymentwithaninvoice.
Theamountoftheprepaymentisincludedinthecreditlimit
checkforthecustomer,anditimmediatelyreducestheamount
dueontheinvoiceyouprintfromOrderEntry.
YoucaninvoiceseveralshipmentsatonceusingtheFrom
MultipleShipmentsfield,thesamewayyouusetheFrom
MultipleOrdersfieldtoshipseveralordersatonetime.
User Guide 255

Processing Invoices
Aninvoicecontainsthebillinginformationonlyforthepartof
anorderthatisshipped.
Note: Youcannotdeletedetaillinesfromtheinvoice,and
youcannotaddnewdetaillines.
However,youcanchoosewhenyouprintinvoiceswhether
toshowbackordereditemsontheprintedinvoices,oronly
showtheitemsthatarebeinginvoiced.
Theinvoicedetailsincludealltheitemsandmiscellaneous
chargesenteredontheshipment,orshipments,selectedfor
invoicing.Ifnecessary,youcaninsertdetaillinestoadd
miscellaneouschargestotheinvoice.
Foreachitemdetail,youcanchangethequantitybeinginvoiced,
andyoucanedittheunitprice,extendedprice,discount
percentage/amount,itemtaxclass(onthepopupform),unit
weight,extendedweight,serialnumbers,instructionsor
comments,theshipviainformation,andoptionalfields.
Bydefault,OrderEntryenterstheshipmentamountinthe
quantityinvoicedfield.
Youcanalsochangethecustomertaxgroup,addoptionalfields,
changethesalespersonsplit,entercomments,andentera
discountfortheinvoiceasawhole.
YoucaneditthepaymenttermsontheCustomertabpayment
schedules,duedates,anddiscountdatesonlyoninvoices.
(Althoughyouenterthepaymenttermsonorders,youcannot
enterthedatesforthepaymenttermsuntilyoucreatethe
invoice.)
Online Help ForinformationonanyofthefieldswhileusingtheInvoiceEntry

form,pressF1,andthenchoosetheFieldListbuttonfromtheonline
Helpthatappears.

Processing Invoices
Verifying Invoice Totals

UsetheTotalstabontheInvoiceEntryformtoverifythefollowing
invoicetotals.
Setting Up
Before
Estimatedweightforthetotalorder(usingthedefaultweight
unitofmeasurespecifiedinInventoryControlsOptionsform).
Numberofdetaillinesontheinvoice.
Subtotalsofallitemsandmiscellaneouschargesthatarebeing
invoiced.
Amountdue,whichiscalculatedasthe:
Invoice subtotal (shipped items + misc. charges)

- Detail discount
- Invoice discount
+ Tax (if it is not included in item prices or charges)
- Prepayment (for this invoice)
- Terms discount available
= Amount due
Ifyouenteredaprepaymentwiththeinvoice,theamountofthe
prepaymentreducestheamountdueontheinvoice.
Ifyoupreviouslyenteredoneormoreprepaymentswiththe
order,however,theprepaymentsareappliedtotheinvoice
whenyouposttheinvoiceinAccountsReceivable.Seethe
sectionEnteringPrepayments,earlierinthischapter.
Ifinvoiceitempricesincludetaxes,OrderEntrydisplaysthe
includedtaxamountsontherightsideoftheform.Includedtax
willnotaffectthecalculationoftheinvoiceamountdue.
Ifyouneedtoeditthecustomerstaxclasses,usetheTaxestab.To
editpaymentterms,usetheCustomertab.Forinstructions,see
CalculatingSalesTaxesandEditingTaxInformation,earlierinthis
chapter,andEditingPaymentTerms,laterinthischapter.
User Guide 257

Processing Invoices
Information to enter YoucanenterthefollowinginformationontheTotalstab:
Acomment.
Whetherinvoicediscountsalsoapplytomiscellaneouscharges
(inadditiontoinvoiceitems).
Invoicediscountpercentageorfixedamount.
Thisisadiscountforavolumepurchase,forexample,andnot
anearlypaymentdiscount.Ifyouenteradiscount,itisprorated
toalltheitemsontheinvoice.Ifyoudiscountmiscellaneous
chargesaswell,thediscountisalsoproratedtothe
Numberofshippinglabelsfortheinvoice.
Thisnumbercontrolsthenumberoflabelsyoucanprintwhen
youprintshippinglabelsforarangeofinvoices.Forexample,if
youneedfivelabelstoshiptheinvoiceditems,specify5in
thisfield.
SeePrintingShippingLabels,laterinthischapter.
Editing Payment Terms
Paymenttermscanbeassimpleasaduedateandadiscountdate
andrate,ortheycanincludepaymentschedulestoallowforseveral
installmentpayments.AllpaymenttermsaredefinedinAccounts
Receivable,butyoucanchangethetermsontheCustomertabofthe
InvoiceEntryformbeforeyouposttheinvoice.
Fordetailedinformationaboutusingtermscodes,seetheAccounts
ReceivableUserGuide.

Processing Invoices
Posting Invoices
Creating and PostinganinvoiceinOrderEntrymaynotimmediatelyupdate
posting A/R invoice
Setting Up
accountingorstatisticalinformation.
batches
Before
OrderEntrycreatesinvoicesforAccountsReceivablewhenyoucost
inventoryinInventoryControlduringpostingorduringDayEnd
Processing.
YoucanchooseinOEOptionswhethertopostbatchesofA/R
transactionstoAccountsReceivableautomatically(duringpostingor
duringDayEndProcessing)orwhetheryouwanttopostthemusing
theCreateBatchiconinOrderEntry.Youcanalsoposttheinvoice
batchesinA/RusingtheA/RsPostBatchesform.
YoumustrunDayEndProcessinginInventoryControltoupdate
OrderEntrysalesstatistics,salescommissions,andaudit
information.
Printing Invoices
After posting an Youcanprintaninvoicedirectlyafterpostingit,oryoucanprinta
invoice
rangeofpostedinvoicesusingtheInvoicesformintheO/EForms
folder.
PrintinginvoicesfromtheInvoiceEntryformisusefulwhenyou
wanttoproduceaninvoicequicklyif,forexample,youwantto
handittoacustomerwhoisinyouroffice.
Whenpostingiscomplete,theprogramaskswhetherornotyou
wanttoprinttheinvoice.IfyouchooseYes,OrderEntrydisplaysthe
Invoicesform.IfyouchooseNo,OrderEntryonceagaindisplaysthe
firsttaboftheInvoiceEntryformtoletyouenteraneworder.
Deleting invoices YoucannotdeleteinvoiceinformationfromOrderEntryuntilyou

haveprintedtheinvoice.Youcanreprintinvoicesatanytimebefore
theinformationisdeletedwiththeClearHistoryform(orbyDay
EndProcessing,ifyoudonotkeephistory).
Toprintarangeofpostedinvoices,choosetheInvoicesformfrom
theO/EFormsfolder.
User Guide 259

Processing Invoices
Whenprinting,youcan:
Printtothecurrentprintdestinationorusethedeliverymethod
specifiedinthecustomerrecords.(Customerdeliverymethods
includemail,fax,email,contactsfax,orcontactsemail.)
Limitprintingtothoseinvoicesthatwerenotpreviouslyprinted.
Reprintinvoicesasmanytimesasyouneedtogettheclear,
correctcopiesyouwanttosendtothecustomerorfileinyour
records.
Indicatewhethertheinvoicesrequireshippinglabels.
TheRequireShippingLabelsoptionletsyouprintshipping
labelsonlyforthoseinvoicesthatyouprintedwiththeoption
selected.(TheShippingLabelsform hasanoptiontoprintlabels
onlyforthoseinvoicesmarkedasrequired.)Seethenextsection,
PrintingShippingLabels.
Indicateifyouwantbackordereditemslistedontheinvoice.If
youdonotchoosebackordereditems,theinvoiceswillonlylist
itemsthatarebeinginvoiced.
Printthecomponentitemsforkitsoritemsassembledfrombills
ofmaterial.
Testing forms Youcanprinttestcopiesofinvoicestocheckthealignmentofthe

formsinyourprinter.
Developing formats YoumaybeabletousethesampleformsincludedwithOrderEntry

ormodifyittomatchyourrequirements.Youcanalsocreateyour
owninvoiceformstousewithOrderEntry.(YouuseCrystalReports
fromBusinessObjectstomodifyexistingOrderEntryforms.)
E-mailing Invoices OrderEntryalsoletsyouemailinvoicestocustomersforwhomyou

haveselectedEmailorCustomersEmailastheDeliveryMethodin
thecustomerrecord.

Processing Invoices
WhenyouselectCustomerastheDeliveryMethodontheInvoices
form,youcanselecttheMessageIDforthemessageyouwantto
sendwiththeemailedinvoice.
Setting Up
Before
Printing Shipping Labels
Shipping label Shippinglabelscontainthecustomersshippingaddressandare
defined
attachedtopackagesinashipment.
Followthesestepstoprintlabelsfororders,shipments,andinvoices:
Number Of Labels 1. Enteranorder,ashipment,oraninvoiceintheappropriate

field
transactionentryform,specifyingontheTotalstabhowmany
labelstoprint.
Choose Require 2. Printanorderconfirmation,pickingslip,oraninvoice,and

Labels
specifywhethertoprintlabelsonlyfortheconfirmations,
pickingslips,orinvoicesyouareprinting(bychoosingthe
RequireShippingLabelsoptionontheprintform).
3. PrintlabelsusingtheShippingLabelsformfromtheO/EForms
folder,specifying:
Therangeoforder,shipment,orinvoicenumbersforwhich
toprintlabels.
Include Labels Whetherornottoreprintlabelsthatyouprintedbeforefor

Already Printed
theselectedorders,shipments,orinvoices.Youmayneedto
reprintlabelsiftheywerenotprintedsuccessfullythefirst
time,orifyouneedmorelabelsthanyouexpectedwhen
youpostedtheorder,shipment,orinvoice.
Print Only Labels Whethertolimitprintingtoorders,shipments,andinvoices

Marked Required
markedasrequiringlabelswhenorderconfirmations,
pickingslips,andinvoiceswereprinted.
Ifyoudonotselectthisoption,labelsareprintedforallthe
orders,shipments,orinvoicesintherangeforwhicha
numberoflabelswasspecifiedpriortoposting.
User Guide 261

Processing Credit Notes and Debit Notes
Testing forms Youcanprinttestcopiesofshippinglabelstocheckthealignmentof

Developing formats YoumaybeabletousethesamplelabelsincludedwithOrderEntry

ormodifythemtomeetyourrequirements.(UseCrystalReports
fromBusinessObjectstomodifyexistinglabels.)

Thissectionprovidesanoverviewoftheinformationyouneedto
enterforcreditnotesanddebitnotesintheCredit/DebitNoteEntry
form.
Youentercreditnotesanddebitnotestoadjustacustomersaccount
forreturnedmerchandise,damageditems,orpricereductions,to
correctanerroronaninvoice,ortopostadebitoracreditfora
miscellaneouscharge.
All Order Entry Allcreditnotesanddebitnotesaffectsalesamounts.Ifyoudonot

credit and debit
wanttoaffectanyOrderEntryorInventoryControlamountsor
notes affect sales
statistics,enterthecreditnoteordebitnoteinAccountsReceivable.
Multicurrency Iftheexchangerateforthecreditnoteordebitnoteisdifferentfrom
realized
therateontheinvoice,youwillrealizeanexchangegainorlosson
gains or
losses thetransaction.
Fordetailedinstructionsonenteringcreditnotesanddebitnotes,see
Chapter5,ProcessingCreditNotesandDebitNotes,inthisguide.
Entering an Invoice Number

Youcanenteracreditnoteoradebitnoteforanexistinginvoice,one
thatnolongerexistsinOrderEntry,oronethatneverexistedin
OrderEntry.

Existing invoice IfyouissueacreditnoteoradebitnoteforanexistingOrderEntry

number
invoice,allthedetailsoftheinvoicearedisplayedwhenyouenter
theinvoicenumber.
Setting Up
Using the Accounts
Before
IfyouwanttocreditordebitaninvoicethatwasdeletedfromOrder
Receivable invoice
EntrybutstillexistsinAccountsReceivable,youmustenterthe
number
originalinvoicenumbertoensurethatthecreditordebitisproperly
postedinAccountsReceivable.
Non-existent Theabilitytoenteranonexistentinvoicenumberaddresses
invoice number
situationswhereinvoiceshavenotyetbeenissuedorhavebeen
deletedbyDayEndProcessing.Ifyouenteraninvoicenumberthat
doesnotcurrentlyexistinOrderEntry,theprogramprovides
defaultentriesfromtheorderentrytemplate.
Note: IftheinvoicenumberdoesnotexistinOrderEntry,
theprogramdisplaysunitcostsforitemsbasedontheitems
costingmethod.
Completing Credit Notes and Debit Notes

Crediting an entire Whenyouenteranexistinginvoicenumber,theprogramdisplays
invoice
alldetaillinesfromtheinvoicesoyoucanchoosewhatyouwantto
creditordebit.
Ifyouselectcreditnoteasthedocumenttype,theprogramdisplays
allitemlineswiththedefaultcredittype(itemsreturnedto
inventory).Ifyouselectdebitnoteasthedocumenttype,the
programdisplaysallitemlineswiththedefaultdebittype(items
removedfrominventory).
Ifyouwanttocreditordebittheentireinvoice,selectCreditNoteor
DebitNote,andchoosethePostbuttontopostthecreditnoteor
debitnote.
Ifyoudonotwanttocredittheentireinvoice,youcan:
Deletelinesthatarenotaffectedbythecreditnoteordebitnote.
User Guide 263

Addnewdetaillinestothecreditnoteordebitnote.
Changethequantitiesoramountsonlinesthatyouwanttobe
creditedordebited.
Enter credit/debit UsetheCreditNoteorDebitNotetabtoverifyorchangethe

note information
followingheaderinformation:
Creditnotenumberordebitnotenumber.
Ifyouuseautomaticnumbering,theprogramassignsthecredit
noteprefixandnextnumber,ordebitnoteprefixandnext
number,shownontheOptionsform.
Documenttypeeithercreditnoteordebitnote.
Invoicenumberandpurchaseordernumber.
Actualreturndateoracreditnoteoractualshipdateforadebit
note.
Creditordebitnotedate,ifitisnottodaysdate.
Fiscalyearandperiod.
Thisistheyearandperiodtowhichthecreditnoteordebitnote
willbepostedregardlessofthedateonthecreditnote.(The
defaultperiodisderivedfromthecreditordebitnotedate.)
Theinventorylocationwheregoodsarebeingreturned.
Adescriptionandareference.
Credit/debit type Foreachdetaillinetobecredited(ordebited)ontheinvoice,you

selectthecredit(ordebit)type:
Itemsreturnedtoinventory(foracreditnote)oritemsremoved
frominventory(foradebitnote).
Damageditems.(Itemsarenotreturnedtoinventory.)
Priceadjustment(increaseordecrease).

Eachofthesetypesisdescribedbelow.
Delete lines which Youcandeletelinesyoudonotwanttocreditordebit,andadd

you are not
detaillinesforitemsormiscellaneouschargestotheinvoicebeing
Setting Up
crediting
Before
creditedordebited.
Items Returned to Inventory / Items Removed from Inventory
ItemsReturnedtoInventoryisthedefaultcredittype.Items
RemovedFromInventoryisthedefaultdebittype.Ifyouuseoneof
thesetypesforadetailline,youcanenterthenumberofitems
returnedorremovedintheQuantityfield.Theprogramcalculates
theextendedamount(quantitymultipliedbyprice),oryoucanjust
editthevalueintheExtendedAmountfield.
Ifyouselectanexistinginvoicenumber,thedisplayedcostisthe
costofthesolditem.Iftheinvoicenumberisblankordoesnot
matchanexistinginvoice,theprogramdisplaysaunitcostforthe
itembasedontheitemscostingmethod.
Thecostingmethodisoneofthefollowing:
Mostrecentcost.
Standardcost.
Averagecostforaverage,LIFO,andFIFOcostingmethods.
Youcannoteditinformationfrompreviousordersandshipments,
butyoucaneditinformationforthecreditedordebiteditems,such
astheprice,weight,quantities,serialnumbers,comments,shipvia,
oroptionalfields.
WhenyourunpostthetransactionorDayEndProcessing
(dependingonyouroptionsinInventoryControl),theprogram
updatesquantitiesonhandwithitemsreturnedtoinventory.
Damaged Items
Ifyouselectthistypeforadetailline,enterthenumberofdamaged
itemsintheQuantityfield.
User Guide 265

Damageditemsdonotchangethequantitiesonhandandcostsin
InventoryControl.OrderEntryadjustsonlythesalestransaction(by
debitingthedamagedgoodsaccountandcreditingthereceivables
account).
Price Adjustment
Ifyouselectthistypeforadetailline,entertheamountofthe
adjustmentinthePrice/Adjustmentfield.Theprogrammultiplies
theadjustmentbythequantitytodeterminetheadjustmentforthe
detailline,whichisdisplayedintheExtendedAmountfield.
Verifying Credit Note and Debit Note Totals

Whenyouhaveenteredallthecreditnoteordebitnotedetails,enter
thefollowinginformationontheTotalstab.
Totals tab Comments.
Whethermiscellaneouschargeswerediscountedontheinvoice,
inadditiontoitems.
Discountpercentageorfixedamountforthecreditnoteordebit
note.
Thisisthediscountfromtheinvoicethathastobesubtracted
fromtheamountofthenote.Theamountyouenterisprorated
toalltheitemsonthenote.Ifyoudiscountedmiscellaneous
chargesaswell,thediscountisalsoproratedtothe
Theprogramdisplaysthefollowinginformation:
Numberofdetaillinesonthecreditnoteordebitnote.

Subtotalofallitemsandmiscellaneouschargesonthenote.
Setting Up
Before
Estimatedweightforallitemsonthenote(usingthedefault
weightunitofmeasurespecifiedinInventoryControlsOptions
form).
Totalamountsofexcludedandincludedtax.
Ifitempricesincludetax,theamountoftheincludedtaxis
displayedontherightsideoftheform.Itdoesnotaffectthe
calculationofthecreditnoteordebitnoteamount.
Ifnecessary,youcaneditthecustomerstaxclassesontheTaxes
tab.
Creditnoteordebitnoteamount,whichiscalculatedas:
Credit/Debit note subtotal (shipped items + misc. charges)

- Discounts entered for detail lines
- Discount for the whole credit/debit note
+ Tax (if it is not included in item prices)
= Credit/Debit note amount
Posting Credit Notes and Debit Notes

OrderEntryassignsthecreditnoteordebitnotenumberduring
posting,usingtheprefixandstartingnumberyouenteredonthe
DocumentstabontheOrderEntryOptionsform.
Items returned to Whenyoupostacreditnoteoradebitnoteforitemsreturnedtoor

inventory
removedfrominventory,thequantitiesonhandinInventory
Controlareimmediatelyadjusted:
Ifyouenteredacreditnote,InventoryControlquantitiesare
increased.
User Guide 267

Ifyouenteredadebitnote,InventoryControlquantitiesare
decreased.
Day End Processing DependingonyourprocessingoptionsinInventoryControl,sales

statistics,thequantitysold,salesamount,invoiceamount,anditem
costofsalesareadjustedwhenyourunDayEndProcessingin
InventoryControl.Thenumberofreturnsandthereturnedamount
(orthenumberandamountforitemsremoved)areupdatedifyou
keepsaleshistory.
Whenyoupostacreditnoteforanitemthathadserialnumbers
assignedtoitwheninvoiced,thereturnednumbersarereportedon
theSerialNumbersListinInventoryControl.
Damaged items Ifyoupostanotefordamageditems,thereisnoeffectonthe

quantityonhandoroncosts.Theamountispostedtothedamaged
goodsaccountyouspecifiedfortheiteminInventoryControl.
DamageditemsupdatesalesstatisticsandhistoryafterDayEnd
Processing,justasitemsdowhentheyarereturnedtoinventory.
Price adjustments Ifyoupostapriceadjustment,thereisnoeffectonthequantityon

handoroncosts.
Theitemsalesandinvoiceamountsareadjustedwhenyoupostor
runDayEndProcessing,butthenumberofreturnsandthereturned
amounts(orthenumberandamountforitemsremoved)arenot.
Sales commissions Ifyoursalespersonsearncommissions,creditnotesanddebitnotes

postedagainstinvoicesreduceorincreasethecommissionearned
accordingly.TherecalculationofcommissionsisdoneduringDay
EndProcessing.
Printing Credit Notes and Debit Notes

OrderEntrydoesnotletyoudeletecreditnoteanddebitnote
informationuntilyouhaveprintedthecreditnotesanddebitnotes.
Inaddition,youcanreprintcreditnotesanddebitnotesanytime
beforetheyareclearedfromOrderEntryusingtheClearHistory
form.

Day End Processing
YoucanprintcreditnotesordebitnotesfromtheCredit/DebitNote
Entryformimmediatelyafterposting,oryoucanusethe
Credit/DebitNotesformintheO/EFormsfoldertoprintthem.
Setting Up
Before
WhenprintingfromtheCredit/DebitNotesprintform,youcan:
Testing forms Printtestcopiesofthenotestocheckthealignmentofyour

formsinyourprinter.
Limitprintingtothosenotesthatwerenotpreviouslyprinted.
Reprintnotesasmanytimesasyouneedtogettheclear,correct
copiesyouwanttosendtothecustomerorfileinyourrecords.
Developing formats YoumaybeabletousethesampleformsincludedwithOrderEntry

ormodifythemtomatchyourrequirements.Youcanalsocreate
yourownformstousewithOrderEntry.(YouuseCrystalReports
fromBusinessObjectstomodifyexistingOrderEntryforms.)
E-mailing credit OrderEntryalsoletsyouemaildebitnotesandcreditnotesto

notes
customersforwhomyouhaveselectedEmailorCustomersEmail
astheDeliveryMethodinthecustomerrecord.
WhenyouselectCustomerastheDeliveryMethodonthe
Credit/DebitNoteform,youcanselecttheMessageIDforthe
messageyouwanttosendwiththeemaileddebitnoteorcredit
note.
Day End Processing

WhenyoupostOrderEntrytransactions,theprogramimmediately
updatesitemquantitiesinInventoryControlandaddsany
prepaymentyouentertoanAccountsReceivablereceiptbatch.If
youchosetheInventoryControloptiontocostitemsonposting,
postingshipmentsalsoupdatesitemcosts,andmayalsocreate
transactionsinInventoryControlforthegeneralledger.
User Guide 269

Day End Processing
YoumustrunDayEndProcessinginInventoryControl,however,to
completelyupdateyourOrderEntry,InventoryControl,and
AccountsReceivabledata.
EachtimeyourunDayEndProcessing,theprogramprocessesall
thetransactionsyouhavepostedsincethelasttimeyouranDayEnd
Processing.YoushouldrunDayEndProcessingaspartofyourdaily
routine,tokeepyouraudittrailandreportsuptodate.Youcanrun
DayEndProcessingasmanytimesadayasyouwant.
WARNING! Thetimeittakestocompletedayendprocessing
variesaccordingtoyourcomputerandthenumberof
transactionsyouenteredsincethelasttimeyouranDayEnd
Processing.WerecommendthatyourunDayEnd
Processingwhenyoudonotneedtouseyourcomputerfor
othertasks.Youmightfinditbesttorunitovernight.
Tasks Performed by Day End Processing

What does day- DayEndProcessingperformsthefollowingtasks:
end processing
do? Activatesandpostsfutureordersthathavereachedtheirorder
date;thequantitiesonsalesorderareupdated.
WhenDayEndProcessingiscomplete,youcanprintorder
confirmationsandpickingslips,entershipments,andissue
invoicesfortheseorders.
Activating future
orders Tip. IfyouusuallyrunDayEndProcessingattheendofthe
workday,futureorderssettobeactivatedonacertainday
willnotbecomeactiveuntiltheendoftheday.Tobesurea
futureorderisreadytobeprocessedonthecorrectdate,
assignadateearlierthanthedesireddatefortheorder.
Removesquoteswithexpirationdatesuptoandincludingthe
sessiondatefordayendprocessing,unlessyouhaveusedthe
quotesinorders.

Day End Processing
Ifyoucostitemsduringdayendprocessing,calculatestheunit
costforeachitemonashipmentusingtheitemscosting
method.Formoreinformation,seeChapter2,WhatYouNeed
Setting Up
toKnowBeforeUsingInventoryControl,intheInventory
Before
ControlUserGuide.Theunitcostscalculatedarethedefaultunit
costsforcreditnotesenteredagainsttheinvoices.
UpdatesInventoryControlwithcostinginformationfor:
LIFOandFIFOcosteditems.
Thecostsofitemsreturned.
UpdatesstatisticsandhistoryinbothOrderEntryandInventory
Control.
Updatessalescommissions,ifyoutrackcommissionsandyou
enteredsalespersoncommissionratesinOrderEntryoryour
itemcategoriesinInventoryControlarecommissionable.
Createsgeneralledgerentriesforpostedshipments,ifyouchose
theoptiontocreateentriesduringdayendprocessing.
Batch created in CreatesabatchofAccountsReceivablesummaryinvoicesand

Accounts
creditnotesanddebitnotesfrompostedOrderEntry
Receivable
transactions,usingthenextavailableAccountsReceivablebatch
number(unlessyoucosttransactionsduringposting).
Formoreinformation,seethenextsection,BatchesCreatedin
AccountsReceivable.
Createstheshipment,invoice,andcredit/debitnoteposting
journalsinOrderEntryforthenewdayendsequencenumber.
Thesejournalsarethedetailedrecordsofthegeneralledger
entriesthatwillbecreatedforpostedshipmentsandforthe
batchesyoupostinAccountsReceivable.
User Guide 271

Batches Created in Accounts Receivable
What to Do Before Running Day End Processing

Before running Day TakethefollowingstepsbeforerunningDayEndProcessing:
End Processing
Enterandpostallthetransactionsthatyouwanttoprocessat
dayend.
BackupyourOrderEntrydata.Forinformationaboutmaking
backups,seetheSystemManagerUserGuide.
After running Day BeforeyoupostanytransactionsafterrunningDayEndProcessing,

End Processing
dothefollowing:
PrintthepostingjournalsinOrderEntryforarecordofthe
generalledgerentriescreatedforinvoices,creditnotes,debit
notes,andshipmentsinAccountsReceivable.
PrinttheG/LTransactionsListingreport.
Printanyreportsthatyouwantforupdatingyourrecords.
ModifyoptionsontheOptionsform,asneeded.
Batches Created in Accounts Receivable

TheAccountsReceivablebatchofinvoices,creditnotes,anddebit
notescreatedfrompostedOrderEntrytransactionscontains
summarydetailsonly.
Batch creation OrderEntrycreatesA/RinvoicetransactionswhenyoupostOrder

depends on I/C
EntrytransactionsorwhenyourunDayEndProcessing,depending
settings
ontheinventorycostingsettinginInventoryControl.
Batch posting OrderEntrycanautomaticallyposttheinvoicebatchinA/Rduring

depends on O/E
postingorduringDayEndProcessing,oryoucanmanuallypostthe
settings
batchusingtheCreateBatchforminOrderEntryorusingthePost
BatchesforminAccountsReceivable.
Batch printing Toprintthebatch,usetheAccountsReceivableInvoiceBatchListing

form.ThebatchdateisthepostingdateortheDayEndProcessing

Journal Entries Generated by Posted Transactions
date,thebatchdescriptionisO/EInvoices/CreditNotes,thebatch
typeisImported,thebatchstatusisReadyToPost,andthedetail
typeisSummary.
Setting Up
Editing in Accounts
Before
IfyouselectedtheAccountsReceivableoptiontoAllowEditOf
Receivable
ImportedBatches,youcanopenandeditthebatch(otherthan
customernumber,documenttype,anddocumentnumber)before
youpostit.
Whenyoupostthebatch,AccountsReceivablemakessurethereare
noduplicateinvoice,creditnote,ordebitnotenumbers.Ifduplicate
numbersexist,theyareplacedinanerrorbatch.
Add customers Youcanaddorders,shipments,invoices,creditnotes,anddebit

before posting
notesforcustomersbeforeyouaddthecustomerrecordsto
AccountsReceivable.Note,however,thatyoucannotpostthe
invoicesinAccountsReceivableuntilyouaddthecustomers.When
youaddthesecustomers,makesureyouusethesamecustomer
numberthatyouusedontheOrderEntrytransaction.

Thissectiondescribesthejournalentriesthatarecreatedforyour
generalledgerwhenyouposttheO/Einvoiceandreceiptbatchesin
A/R,orwhenyoupostshipmentsinO/E.
YoucanviewandprinttheG/LTransactionsreportforposted
invoices,debitnotes,andcreditnotesinA/R.
YoucanviewandprinttheG/LTransactionreportforposted
shipmentsinO/EeitherbeforerunningDayEndProcessinginI/C,
orbeforeusingtheCreateG/LBatchiconinO/E(dependingonthe
O/EIntegrationoptionyouselected).
ThefollowingdiagramillustratestheinteractionbetweenOrder
EntryandotherSageAccpacmodules.
User Guide 273

Order Entry
Shipments Invoices
Inventory Accounts Receivable

Control
General
Ledger
Inventory Shipment A/R

Control Clearing COGS Sales Control
X X X X X X

Shipments
OE-SH source code ShipmentsareassignedsourcecodeOESHontheOrderEntryG/L

Transactionsreport.
Whilepostingashipmentimmediatelyupdatesitemquantitiesin
InventoryControl,costsareupdatedeitherduringdayend
processingoronposting,dependingontheI/Coption.
Example ThefollowingtransactioniscreatedbyOrderEntryandposted
directlytothegeneralledgertorecordashipment.
General Ledger Account Debit Credit

Shipment Clearing X
Inventory Control X
Ifanitemscostingmethodisthestandardormostrecentmethod,
thentheitemscostvarianceaccountisdebitedorcreditedwiththe
differencebetweenthestandardormostrecentcostandthe
weightedaveragecostoftheitemsshipped.

Invoices
AR-IN source code TransactionsarisingfrominvoicesareassignedsourcecodeARIN
ontheG/LTransactionsreport,andarecreatedinGeneralLedgerby
Setting Up
Before
theAccountsReceivablemodule.
Invoicetransactionsdebitthecustomersreceivablescontrolaccount
andtheitemscostofgoodssoldaccount,andcreditthegeneral
ledgershipmentclearingaccount,thegeneralledgertaxliability
accounts,andtheitemssalesaccount.
Example Thefollowingexamplerecordsaninvoicetransaction.

Receivables Control X
Cost of Goods Sold X
Shipment Clearing X
Tax Liability X
Sales X
Prepayments
AR-PI source code PrepaymentsareassignedsourcecodeARPIonthe
G/LTransactionsreport.
PrepaymentsareaddeddirectlytoAccountsReceivablereceipt
batcheswhenyoupostanorderorinvoicewithaprepayment.
Prepaymentsdebitthegeneralledgerprepaymentliabilityaccount
andcreditthecustomersreceivablescontrolaccount.
Example Thefollowingexamplerecordsaprepaymenttoaninvoice.

Prepayment Liability X
User Guide 275

Credit Notes and Debit Notes

AR-CR / AR-DB CreditnotesareassignedsourcecodeARCRanddebitnotesare
source code
assignedARDBontheG/LTransactionsreport.
Ifanitemscostingmethodisthestandardormostrecentcost
method,thentheitemscostvarianceaccountisdebitedorcredited
withthedifferencebetweenthestandardormostrecentcostandthe
weightedaveragecostoftheitemsshipped.
Items returned to Thefollowingexamplerecordsacreditnotetransactionforitems

inventory
returnedtoinventory.

Inventory Control X
Sales Returns X
Tax Liability X
Cost of Goods Sold X
Damaged items Thefollowingexampleisacreditnotefordamageditems.

Damaged Goods X
Tax Liability X
Price adjustment Thefollowingisacreditnoteforapriceadjustmentthatreducesthe

invoiceamount.

Sales X
Tax Liability X
Debitnotesgenerateoppositedebitandcreditentries.

Reporting Order Entry Data

OrderEntryallowsyoutoviewpostedtransactionsandprinta
Setting Up
varietyofreportstohelpyoumanageyoursalesorders.Printed
Before
reportsalsoserveasasourceofbackupinformationincaseanyof
thedatagetsdamagedonyourcomputer.
Viewing Data
Ifyoukeeptransactionhistoryorsaleshistory,beforeyouusethe
ClearHistoryformtoclearyourhistoricaldata,youcanviewposted
transactionsinthreeways:
You must keep Toviewpostedorders,shipments,invoices,creditnotesand

transaction history
debitnotes,displaytheminthetransactionentryformswhere
to view
youoriginallyenteredthem.
TodisplayallordersforaselectedcustomerchoosetheCurrent
OrdersInquiryformfromtheO/EStatisticsandInquiriesfolder.
Youcanviewtheordernumber,POnumber,status,orderdate,
expectedshipdate,location,whethertheorderisonhold,the
ordertype,shipviamethodanddescription,FOBpoint,
territory,terms,reference,pricelist,andtaxgroupforeachorder
displayed.
You must keep Todisplaythedetailsofcustomertransactionsyouhavenotyet

sales history to
clearedfromtheprogram,chooseSalespersonInquiryfromthe
view
O/EStatisticsandInquiriesfolder.
Youcanviewalistofcustomertransactions(invoices,credit
notes,anddebitnotes)accordingtoeachsalespersoninyour
company,andviewandprintacopyoftheoriginalinvoice,
creditnote,ordebitnote.
User Guide 277

Printing Reports
TherearefourwaysyoucanprintreportsinOrderEntry:
Printdirectlyfromtheprogramtotheprinter,toobtain
permanentcopiesoftheinformation.
Printtheinformationonyourscreen,forquickreview.
Printtoafileforprintinglater,importingintoanotherprogram,
ortransferringtoadiskette.
Printtoanemailmessage.
OrderEntryreportscanbeprintedonlaserprinterswith8x11
paperorA4sizedpaper,orondotmatrixprinters.
Setup reports Youcanprintreportsshowingtheinformationenteredtodefine

eachoftherecordsyoucreatewhensettinguporupdatingyour
OrderEntrysystem.
TheOrderEntrysetupreportsyoucanprintshowthefollowing
information:
Options Salespersoncommissionrates
Miscellaneouscharges Emailmessages
Shipviacodes Optionalfields
Templates G/Lintegrationoptions
Anytimeyouadd,delete,orchangeanyoftheserecords,you
shouldprintandfilethecorrespondingreports,tokeepyourprinted
recordsuptodate.
Sales analysis and OrderEntryprovidesreportsforanalyzingsalesorders.Thereare

transaction reports
alsoreportsabouttheOrderEntrytransactionsyoupost(shipments,
invoices,creditnotes,anddebitnotes),andthejournalentries
createdforthegeneralledgerfromthesetransactions.

Clearing Historical Data
YoucanprintthefollowingOrderEntrytransactionandanalysis
reports:
Transactionlists Saleshistory
Setting Up
Before
Orderaction Salesstatistics
Agedorders Salespersoncommissions
Postingjournals G/Ltransactions
Printing Forms
Finally,OrderEntryprovidesyouwiththestandardformsyouneed
toprocesssalesordersandinvoicecustomers:
Orderconfirmations Shippinglabels
Quotes Invoices
Pickingslips Credit/debitnotes
Formoredetailedinformation,seeChapter7,Reports,inthis
guide.

Youcanclearorderandsalesdatayounolongerneedbychoosing
theClearHistoryiconandspecifyingwhichdatayouwanttoclear.
OrderEntryallowsyoutocleartransactionhistory,saleshistory,
salesstatistics,salespersoncommissions,andprintedposting
journals.(Ifyoudonotkeepsaleshistory,OrderEntryclearsall
transactionhistorydataautomaticallyonceordersarecompleteand
invoiced.)
User Guide 279

Beforeyouclearhistory,makesureyouhaveenteredandposted
transactionsandrunDayEndProcessinginInventoryControlto
updateOrderEntryrecords.
Transaction history OrderEntryclearsallorders,shipments,invoices,creditnotes,and

debitnoteswithcompletiondatesuptoandincludingthedateyou
specify.
Completed orders Anorderiscompleteifnothingonitremainstobeshipped.
Completed Ashipmentiscompletewhenyouhaveprocessedaninvoiceforthe
shipments
shippeditemsandanymiscellaneouscharges.
Completed Aninvoice,creditnote,ordebitnoteiscompleteassoonasitis
invoices, credit
postedandprinted.
notes, and debit
notes
Thecompletiondateforanorder,shipment,invoice,creditnote,or
debitnoteisthesessiondateassignedtoitbyDayEndProcessing.
Sales history OrderEntryclearssaleshistorythroughtheyearandperiodyou

specify,andbytherangeofitemnumbersorcustomernumbersyou
select.
Sales statistics Theprogramalsoclearssalesstatisticsthroughtheyearandperiod

youspecify.
Salesperson OrderEntryclearssalespersoncommissionamountsfortherangeof
commissions
salespersonsyouspecify.
Print salesperson NotethatyoumustprinttheSalespersonCommissionreportbefore

commissions
clearingcommissions.Notealsothatyouautomaticallystartanew
before clearing
the data commissionperiodwhenyouclearsalespersoncommissions,
becauseOrderEntryaccumulatesonlyonesetofcommissionfigures
foreachsalesperson.
Printed posting Inaddition,youcanclearpostingjournalswhichyouhaveprinted

journals
throughaspecificdayendnumber,specifyingonlyinvoicesor
creditnotes,orboth.

Using Order Entry with Other Sage Accpac Programs
Using Order Entry with Other Sage Accpac Programs

OrderEntryisnotastandaloneaccountingprogram.Youmust
Setting Up
installandactivateSageAccpacAccountsReceivableandInventory
Before
ControlbeforeyoucanactivateOrderEntry.
Accounts Receivable
OrderEntryusesinformationfromAccountsReceivablecustomer
recordsandshiptorecordsforcustomernumber,name,address,
customertype(pricelevel),pricelist,territory,taxgroup,terms,
salespersons,andsalessplit.Italsousesthetermscodesand
salespersonrecordsdefinedinAccountsReceivable.
Inaddition,OrderEntrycheckscustomeraccountbalancesin
AccountsReceivableandpostswarningsduringtransactionentryin
OrderEntryiftheaccountisoveritsspecifiedcreditlimitorisabout
togooverthelimit.(Dependingontheoptionsyouchoose,Order
EntrymayormaynotcheckpendingAccountsReceivableand
OrderEntrytransactions.)
OrderEntryalsocreatesandpostsbatchesofsummaryinvoices,
creditnotes,anddebitnotesposteddirectlyinAccountsReceivable,
updatingcustomeraccountbalancesandcreatingjournalentriesfor
thegeneralledger.
General Ledger
IfyouuseSageAccpacGeneralLedgerwiththesamedatabaseas
OrderEntry,OrderEntrydisplaysandvalidatesGeneralLedger
accountnumbersinOrderEntry.
OrderEntryalsocreatesbatchesofgeneralledgertransactionsto
recordOrderEntryshipmentswhenyourunpostshipmentsorrun
DayEndProcessing,orusingtheCreateBatchicon,dependingon
theIntegrationoptionyouchose.Youcanalsochoosetopostbatches
automaticallyinGeneralLedger.
User Guide 281

Where To Now?
ToreviewtheG/LtransactionsgeneratedfromAccountsReceivable
invoices,printtheAccountsReceivablepostingjournal.The
summaryattheendofthereportliststhegeneralledgeraccounts
thatwillbedebitedandcreditedwhenyouposttheAccounts
ReceivablebatchofOrderEntrytransactions.
Inventory Control
OrderEntrydisplaysitemnumbers,inventorylocations,categories,
andpricelistinformationfromInventoryControlwhenyouenter
orders.Italsoprovidesmanufacturersitemnumbersandvendors
itemnumberstomakeenteringorderseasier.
OrderEntrytransactionsaffectInventoryControldataasfollows:
SalesorderspostedinOrderEntryincreasetheitemquantities
onsalesorderinInventoryControl.
ShipmentspostedinOrderEntrydecreasetheitemquantitieson
salesorderandtheitemquantitiesonhandinInventoryControl.
CreditnotespostedinOrderEntrythatreturnitemstoinventory
increaseitemquantitiesonhandinInventoryControl.
DayEndProcessinginInventoryControlupdatessalesstatisticsand
transactionhistoryforOrderEntrytransactions(andforInventory
Controltransactions)inbothOrderEntryandInventoryControl,
andcreatesAccountsReceivableinvoicesandcreditnotesfrom
OrderEntrytransactions.
NotethatOrderEntrydoesnothaveitsowndayendprocessing
form.
Where To Now?
IfyouhavenotsetupyourOrderEntrysystem,refertoChapter3,
SettingUpYourOrderEntrySystem,intheGettingStarted
manual.

Where To Now?
IfyouarenewtousingOrderEntry,youshoulddothelessonsinthe
WorkbookthatcomeswithSageAccpacERP,soyoucanpractice
usingtheprogrambeforeyoubegintoworkwithyourowndata.
Setting Up
Before
ForinformationonusingthevariousaspectsoftheOrderEntry
program,seetheremainingchaptersofthisguide.
User Guide 283

Chapter 3
Maintaining Setup Information
IconsUsedforMaintainingSetupInformation .................................... 32
SetupMaintenance ......................................................... 32
SetupReports .............................................................. 33
Information
ChangingOrderEntryOptions .................................................. 33
Setup
ChangingCompanyOptions ................................................ 34
ChangingProcessingOptions ................................................ 34
ChangingDocumentNumbering ........................................... 310
ChangingAgingPeriods ................................................... 310
ChangingG/LIntegrationOptions .............................................. 310
ChangingOptionsontheIntegrationTab .................................... 311
ChangingOptionsontheTransactionsTab .................................. 314
Adding,Editing,andDeletingTemplates ........................................ 315
AddingaTemplate ........................................................ 316
EditingaTemplate ........................................................ 317
DeletingaTemplate ....................................................... 317
AfterChangingTemplates ................................................. 317
Adding,Editing,andDeletingMiscellaneousCharges ................................ 318
AddingaMiscellaneousChargeRecord ..................................... 318
EditingaMiscellaneousChargeRecord ...................................... 319
DeletingaMiscellaneousChargeRecord ..................................... 320
AfterChangingMiscellaneousChargeRecords ............................... 320
Adding,Editing,andDeletingShipViaCodes ................................... 320
AddingaShipViaCode ................................................... 321
EditingaShipViaCode .................................................... 321
DeletingaShipViaCode ................................................... 322
User Guide 3i

AfterChangingShipViaCodes ............................................ 322

AddingandEditingSalespersonCommissionRates .............................. 323
AddingSalespersonCommissionRates ..................................... 324
EditingSalespersonCommissionRates ...................................... 324
AddingandEditingEmailMessages ........................................... 325
AddingEmailMessages .................................................. 325
EditingEmailMessages ................................................... 326
AfterChangingEmailMessages ........................................... 326
Adding,Editing,andDeletingOptionalFields................................... 326
AddingOptionalFields .................................................... 327
EditingOptionalFields .................................................... 327
DeletingOptionalFields ................................................... 328
AfterChangingOptionalFields ............................................ 328
ImportingandExportingSetupRecords ........................................ 329

Chapter 3
Maintaining Setup Information
Thischapterexplainshowtomaintainoptionsandsetuprecords.
Thefollowingtopicsarediscussed:
ChangingOrderEntryoptions.
Information
Setup
ChangingG/LIntegrationOptions.
Adding,editing,anddeleting:
Miscellaneouscharges
Salespersoncommissionrates
Shipviacodes
Templates
EmailMessages
Assigningoptionalfieldstotransactions.
Printingrecordinformation.
Importingandexportingrecords.
SeeChapter2oftheOrderEntryGettingStartedmanualfor
explanationsofallOrderEntrysetupoptions.SeeChapter3ofthe
GettingStartedmanualforstepbystepinstructionsonsettingup
OrderEntryandaddingsetuprecords.
Forspecificinformationaboutafieldinaform,presstheF1key,and
thenchoosetheFieldListbuttonontheHelpform.Forinstructions
onhowtouseHelp,pressF1whenHelpisdisplayed.
User Guide 31

Icons Used for Maintaining Setup Information
Icons Used for Maintaining Setup Information

UsetheiconsfromtheO/ESetupfoldertomaintainsetup
information.
Setup icons
Setup Maintenance
IfyouintendtochangeOrderEntryoptionsorsetuprecords,you
shouldrefertotheOrderEntryGettingStartedmanualtomakesure
youunderstandtheimpactofthechangesonyourledger.
Icon Description
Options Options allow you to enter general information about how your order entry
system operates.
G/L Integration Options that control when and how you create general ledger batches,
whether you automatically post them to G/L accounts, and what
descriptive information you want to include with each transaction.
Templates Templates provide default settings for order and invoice entry. Settings in
a template can override information in a customer record, and settings in
a customer record can override information in a template.
Miscellaneous Miscellaneous charges are charges added to invoices and credit notes for
Charges costs other than for items purchased and returned (such as shipping and
handling or assembly).
Ship-Via Codes Ship-via codes identify shipping methods for delivering goods to
customers.
Salesperson Salesperson commission rates are set up for each salesperson paid on
Commission Rates commission.
E-Mail Messages E-mail messages are sent with e-mailed order confirmations, quotes,
invoices, and credit notes.
Optional fields You can assign optional fields (created in Common Services) to Order
Entry miscellaneous charges and to transactions and transaction details.

Changing Order Entry Options
Setup Reports
Youprintreportsforsetupinformationusingthefollowingicons
fromtheO/EReportsfolder:Options,G/LIntegration,Templates,
MiscellaneousCharges,ShipViaCodes,SalespersonCommission
Rates,EmailMessages,andOptionalFields.
Information
Setup


ThissectionliststheOrderEntryoptionsyoucanselectinthe
Optionsform,andincludessomepointstoconsiderwhenchanging
yourchoicesforparticularoptions.Topicsarelistedintheorderin
whichtheyappearintheOptionsform.
FordescriptionsofallOrderEntryoptions,seetheOrderEntry
GettingStartedmanual.Chapter2oftheGettingStartedmanual
explainsthepurposeofeachoption,andChapter3guidesyou
throughthestepsforchoosingoptionsandsettingupanewOrder
Entrysystem.
Before you start MakesurenooneelseisusingOrderEntrywhenyouchange

options.
YoucanupdatesomeinformationwhileothersareusingOrder
Entry(suchastheorderentrycontactpersonandtheoptional
fields),butmostoptionscanbechangedonlyifnooneisusingthe
systemandnootherOrderEntryformsareopen.
User Guide 33

Changing Company Options

TheCompanytabcontainsthecontactname,andthetelephoneand
faxnumbersforyourorderentryclerkordepartment.Youcan
changetheinformationonthistabatanytime.
Changing Processing Options

TheProcessingtabcontainsoptionsthatspecifyhowyourOrder
Entrysystemworksandthetypeofinformationthatiskeptfor
orders,invoices,andcreditnotes.
Options you ThefunctionalcurrencyisdeterminedontheCompanyProfileform

cannot change
inCommonServiceswhenyoufirstsetupyourSageAccpacERP
accountingsystem.Themulticurrencysettingdependsonyour
selectioninAccountsReceivable(ifAccountsReceivableis
multicurrency,OrderEntryismulticurrencyalso).Youcannot
changeeitherofthesefields.
UsetheProcessingtabtochangechoicesfortheseoptions:
Multicurrency Default Rate Type. Thedefaultratetypesetsthetypeof

exchangeratethatwillbeusedtoconvertorderstoyour
functionalcurrency,iftheorderisforacustomerforwhom
thereisnorecordinAccountsReceivable.Ifthecustomerrecord
exists,theratetypecomesfromthecustomerrecord.Notethat
themulticurrencysettinginAccountsReceivabledetermines
whetherOrderEntrysupportsmulticurrencytransactions.
Calculate Backorder Quantities.Ifyouselectthisoption,the

programautomaticallycalculatesabackorderthedifference
betweenthequantityorderedandthequantityshippedwhen
youenterorchangeanitemlineonanorderorshipment.This
amountisdisplayedintheBackorderedfield.Whenyouchange
theamountintheShippedfield,thequantityintheBackordered
fieldisreducedaccordingly.

IfyouusethePurchaseOrdersprogram,youcanalsogenerate
purchaseordersautomaticallyfrombackordereditemsonsales
orders.
Ifyoudonotselectthisoption,zeroesaredisplayedinthe
Backorderedfield.
Keep Transaction History. Selectthisoptionifyouwanttobe

abletoprintcompletedorder,invoice,andcreditnote
informationontheTransactionList,andviewposted
transactionsontheInvoiceInquiryandCreditNoteInquiry
Information
Setup
forms.
Ifyoudonotselectthisoption,DayEndProcessingremoves
informationforfullyshippedandinvoicedordersandremoves
informationforprintedinvoicesandcreditnotessotheyno
longerappearontransactionlists.(Thisoptiondoesnotaffect
postingjournals.)
Allow Non-existent Customers. Selectthisoptionifyouwantto

postordersforcustomersforwhomyouhavenotsetuparecord
inAccountsReceivable.
Ifyoudonotselecttheoption,OrderEntrypreventsyoufrom
enteringorders,shipments,andinvoicesforacustomerfor
whomnorecordexistsinAccountsReceivable.
Default Quantity Committed.Selectthisoptiontoensurethat

quantitiesenteredinordersareautomaticallycommittedif
availableininventory(thatis,enteredintheQuantity
Committedfieldintheorder).
Byenteringcommittedquantitiesinorders,youensurethat
itemsareavailablewhenyoucometoshipthem(unlessyou
allownegativeinventoryquantities).
Ifaquantityisalreadycommittedtoanorder,youcanship
anotherorderforthesameitemsonlyifthereisasufficient
quantityininventoryinadditiontothecommittedquantity.
User Guide 35

Calculate Tax Reporting Amounts Automatically. Selectthis

optionifyouwanttheprogramtoautomaticallycalculatetax
reportingamountsonordersandinvoices.
ThisoptionsetsthedefaultfortheCalculateTaxReporting
checkboxontheTaxestabsforOrderEntry,ShipmentEntry,
andInvoiceEntryforms.Youcanchangethesettingwhenyou
entertransactions.
NotethattheCalculateTaxReportingcheckboxappearsonlyifa
taxauthorityforthetransactionhasataxreportingcurrencythat
isdifferentfromthesourceorfunctionalcurrency.
Default Order UOM (Unit of Measure).Selecteitherthestocking

unitorthepricingunitasthedefaultunitofmeasuretoappear
onitemlinesintheOrderEntry,ShipmentEntry,InvoiceEntry,
andDebit/CreditNoteEntryforms.
Thestockingunitofmeasureisspecifiedforeachiteminthe
ItemforminInventoryControl.
Pricingunitsofmeasure(youcanhaveoneormoreper
item)arespecifiedintheItemPricingforminInventory
Control.
Forexample,youmayuseeachasthestockingunitforan
item,butdozenasthepricingunit.
Ifyoupriceanitembyweight,theprogramwillalwaysusethe
stockingunitofmeasureforanitem.
Default Order Weight UOM (Unit of Measure).Choosethe

weightunitofmeasurethatisusedbydefaultforitemsthatare
pricedbyweight.
Note: Thissettingappliesonlytoitemsthatarepricedby
weight.Ifyoupriceanitembyquantity,theprogramwill
alwaysusetheweightunitofmeasureintheitemrecord.
(PricingbyweightisavailableonlyinSageAccpac500ERP.)

Youcanselecteithertheweightunitofmeasurefromtheitem
record,ortheweightunitsofmeasurefromtheItemPricing
forminInventoryControl.
Default Template Code.Selectoneofthetemplatesyouhave

setupasadefault.Forinformationaboutsettinguptemplates,
seeAddTemplates,laterinthischapter.
Default Quote Expiration Days.Inthisfield,typethenumberof

daysyounormallyallowbeforequotesexpire.
Information
Whenyouenteraquote,OrderEntrycalculatesanddisplaysthe
Setup
defaultexpirationdatebasedonthenumberofdaysyouspecify.
Default Create Invoice Option to.SelectYesorNointhisfield

dependingonwhetheryouwanttheCreateInvoicecheckboxon
theOrderEntryandShipmentEntryformsselectedornot
selectedbydefault.
WhenyouselecttheCreateInvoicecheckbox,OrderEntry
createsaninvoiceforallitemsshippedontheOrderEntryor
ShipmentEntryform.
Generally,youwouldselectthissettingifyoualwaysinvoice
shipments,evenforpartiallyshippedorders,oryouwouldturn
itoffifyouonlyinvoicecompletedorders.
Apply Credit Note to Previously Credited Invoice.Choosehow

youwantOrderEntrytohandlecreditnotesbeingpostedfor
previouslycreditedinvoices:displayawarning,displayanerror
message,orignorepreviouscreditnotesandcontinuewith
posting.
Ifyouchoosetodisplayanerrormessage,OrderEntrywill
preventyoufrompostingasecondcreditnotetoaninvoice.
Post A/R Batches.ThissettingletsyouchoosewhentopostA/R

batchesgeneratedfromOrderEntryInvoices,creditnotes,and
debitnotes:
DuringPostingorDayEndProcessing.
User Guide 37

ThischoicepostsAccountsReceivableinvoicebatches
createdbyOrderEntrywhenyoupostinvoicesorwhenyou
rundayendprocessinginInventoryControl(dependingon
whenyoucosttransactionsinI/C).
OnRequestUsingCreateBatchIcon.
ThischoiceletsyoupostbatchesusingtheCreateBatchicon
inOrderEntryorusingthePostBatchformintheAccounts
Receivablemodule.
Youcanchangeyourselectionanytime.
Keep Sales History. Ifyouturnofftheoptionafteryouhave

accumulatedsomehistory,thehistoryisretaineduntilyouclear
itusingtheClearHistoryform.Ifyoulaterturntheoptionon
again,therewillbeagapinthehistoricalinformationforthe
timewhentheoptionwasnotused.Youcanselectorclearthis
optionatanytime.
Accumulate By. Youcanspecifywhethertokeepsaleshistory

byfiscalyearorcalendaryear,andspecifythetypeofperiodby
whichyouaccumulatehistory.
Ifyouaccumulatebycalendaryear,thestartingdateforhistory
willbeJanuary1.Ifyouaccumulatebyfiscalyear,thestarting
datewillbethefirstdayofyourfiscalyear,asspecifiedinthe
fiscalcalendarinCommonServices.
Period Type. Youcanchangethetypeofyearandperiodby

whichOrderEntrykeepshistory,butsuchchangeswilldistort
thefiguresinpastperiods.
IfyouneedtochangethetypeofyearorperiodbywhichOrder
Entrykeepshistory,youshouldclearhistoryfirst.
Keep Sales Statistics. Youcanselectorclearthisoptionatany

time,butifyouturnofftheoptionafteryouhaveaccumulated
somestatistics,thestatisticsareretaineduntilyouclearthem
usingtheClearHistoryform.Ifyoulaterturnontheoption

again,therewillbeagapinthestatisticalinformationforthe
timewhentheoptionwasnotused.
Allow Edit Of Statistics. Thisoptionletsyouenterpastperiod

statisticalinformationwhenyousetupyoursystem.Youwill
usuallyrunOrderEntrywiththisoptionturnedoff.
Accumulate By.Youcanspecifywhethertokeepstatisticsby
fiscalyearorcalendaryear.(Seeaboveformoreinformation.)
Period Type. Youcanchangethetypeofyearandperiodby
Information
whichOrderEntrykeepsstatistics.
Setup
Ifyouneedtochangethetypeofyearorperiodbywhichyou
keepstatistics,youcaneditthestatisticstocorrectdistortionsfor
theearlierperiodsintheyear.
Track Commissions. Ifyoutrackcommissions,OrderEntry

calculatescommissionsearnedbysalespersonssincethelast
timeyouclearedcommissions.OrderEntrycalculates
commissionsusingratesforinventorycategoriesorusingupto
fiveratesforeachsalesperson.
Commissions By. OrderEntryletsyoubasecommissionsonthe

salesamountorthemargin.Youcanchangethissettingatany
time,butitonlyaffectscommissionsearnedafterthechange.
Credit Checks. Choosewhetheryouwantcustomercredit

checkstoincludeunpostedtransactionsinAccountsReceivable,
OrderEntry,andotherassociatedapplications,aswellasthe
A/Raccountbalance.
Note: Checksthatincludependingtransactionstakemore
timethanchecksthatdonot.Youcanturnthesechecksoff
toimproveprocessingspeed.
User Guide 39

Changing G/L Integration Options
Changing Document Numbering

TheDocumentstaballowsyoutochangeyourchoicesforlength,
prefix,andnextnumberfororders,shipments,invoices,creditnotes,
andquotes.Themaximumlengthofdocumentnumbersis
22characters.
Ifyouwanttochangethenextnumbertoassigntoanorder,invoice,
orcreditnotetoalowernumber,youshouldalsochangetheprefix
forthedocumenttype,topreventOrderEntryfromassigningthe
samedocumentnumbertwice.Youcannotposttwodocumentswith
identicaldocumentnumbers.
Changing Aging Periods

TheagingperiodsontheDocumentstabarethedefaulttimeperiods
intowhichyoucanseparateordersontheAgedOrdersreport.You
canchangethemwhenyouprintthereport.
After Changing Options

PrinttheOptionsreportbychoosingFile,PrintfromtheOptions
formorbychoosingtheOptionsiconintheO/EReportsfolder.
Verifythatallyourchangeshavebeenmadecorrectly.

YouusetheG/LIntegrationformto:
Specifywhentocreategeneralledgertransactions.
ChoosewhethertocreatenewbatchesforG/Ltransactions(and
optionallypostthem)ortoaddthemtoexistingG/Lbatches.
Choosewhetherandhowyouwanttoconsolidatetransactions.

Specifytheorderentryinformationthatispassedtothegeneral
ledgerintransactionentrydescriptions,transactiondetail
referencefields,detaildescriptionfields,andcommentfields.
Further FordescriptionsofallG/LIntegrationoptions,seetheGettingStarted
information
guide.Chapter2oftheGettingStartedguideexplainsthepurposeof
eachoption,whileChapter3guidesyouthroughthestepsfor
choosingoptionsandsettingupOrderEntry.
Help key Todisplayonlinehelpaboutaform,field,ormessageyouseeon

yourscreen,presstheF1keyorclicktheHelpbutton.
Information
Setup
Before you start PrinttheG/LIntegrationreportusingtheG/LIntegrationiconin
theSetupReportsfolder,orchoosePrintfromtheFilemenuin
theG/LIntegrationform.
Further Forinformationontherestrictionsthatapplywhenyouare
information
makingchangesinO/EOptions,seeMultiuserConsiderations
inAppendixD,TechnicalInformation.
TheG/LIntegrationformdisplaysthefollowingtabs:
Integration
Transactions
Changing Options on the Integration Tab

TheIntegrationtabdetermineswhenandhowshipmenttransactions
arecreatedforyourgeneralledger.Youcanchangeyourselections
fortheseoptionsatanytime.Anychangesyoumakeapplyonlyto
generalledgertransactionsproducedafterthechange.
Create G/L Transactions.Thissettingspecifieswhentocreatea

batchforthegeneralledger.
During Posting or During Day End Processing. Thechoicethat

appearsheredependsonwhetheryoucostinventory(inthe
InventoryControlmodule)duringpostingorwhenyourun
dayendprocessing(chosenontheI/COptionsform).
User Guide 311

OrderEntrycanautomaticallycreategeneralledgertransactions
whenyouposttransactionsthatincludeshipmentsorwhenyou
rundayendprocessinginInventoryControl(dependingon
whenyoucostinventoryitems).
Note: Ifyouchoosethisoption,theoptioninI/CforCosting
ItemsDuringTransactionPostingorDuringDayEnd
ProcessingdetermineswhenOrderEntryactuallycreates
generalledgertransactions.
On Request Using Create Batch Icon.Selectthisoptionifyou

wanttousetheCreateBatchformtocreategeneralledger
transactions.Youmustselectthisoptionifyouwanttobeableto
consolidategeneralledgertransactiondetailsandprintOrder
EntrysG/LTransactionsreport.
Selectingthisoptionalsoenablesyoutoconsolidatetransactions
usingtheConsolidateG/LBatchesoption.
Create G/L Transactions by.OrderEntryletsyouchooseto:
AddgeneralledgertransactionstoanexistingSageAccpac
GeneralLedgerbatch.
DonotselectthisoptionifyouwanttocreateanewGeneral
Ledgerbatcheachtimeyouproducegeneralledgertransactions.
(Youmightdothisforauditingpurposes.)
CreateanewGeneralLedgerbatcheachtimeyougenerateG/L
transactions.
Thischoicewillisolatethegeneralledgertransactionsyoucreate
whilesettingup(soyoucaneasilydeletethemaftersetupto
ensurethatyoudonotaccidentallypostgeneralledger
transactionstwice).
CreateanewGeneralLedgerbatcheachtimeyougenerateG/L
transactions,andautomaticallypostthebatchintheGeneral
Ledgerprogram.

Note: IfyoucreateG/Ltransactionswhenyoupost,this
optionwillpostaG/Lbatcheachtimeyoupostashipment
inOrderEntry.
If you do not use ThisoptionhasaneffectonlyifyouuseSageAccpacGeneral

Sage Accpac
LedgerwiththesamedatabaseasOrderEntry.
General Ledger
IfyouuseanothergeneralledgerorifyourSageAccpacGeneral
Ledgersystemisatanotherlocation,OrderEntryplacesallgeneral
ledgertransactionsintoasinglebatchfilethatyoucanimportinto
Information
yourgeneralledgersystem.
Setup
Consolidate G/L Batch.Selectwhetheryouwanttransactions
consolidatedinthegeneralledgerbatch.
YoumustchooseOnRequestUsingCreateBatchIconasyour
methodofcreatinggeneralledgerbatchesifyouwantOrderEntry
toconsolidategeneralledgerbatches.
Choosefrom:
DoNotConsolidate.
ConsolidateTransactionDetailsByAccount.
ConsolidateTransactionDetailsByAccountAndFiscalPeriod.
ConsolidateTransactionDetailsByAccount,FiscalPeriod,And
Source.
Partial consol. IfyoucreatebatchesofG/Ltransactionsduringpostingordayend

during posting or
processing,theprogramcanonlyconsolidatethedetailswithin
day-end
processing transactions;itcannotconsolidatethedetailsfromdifferent
transactions.
Create G/L Batch IfyouusetheOnRequestUsingCreateBatchIconoption,youcan

lets you fully
consolidatetransactiondetailsfromalltransactionsforeachgeneral
consolidate details
ledgeraccountifyouchooseConsolidatebyAccountandFiscal
PeriodorConsolidatebyAccount,FiscalPeriod,andSource.
User Guide 313

Formoredetailsaboutthesefouroptions,seeChapter3inthe
GettingStartedguide.
Changing Options on the Transactions Tab

TheTransactionstabletsyouspecify:
TheshipmentinformationthatispassedinG/Ltransactionsto
thegeneralledgerintransactionentrydescriptions,transaction
detailreferencefields,detaildescriptionfields,anddetail
commentfields.
TheinvoiceinformationthatispassedininvoicestoAccounts
Receivable,and,potentially,inG/Ltransactionstothegeneral
ledgerintransactionentrydescriptions,transactiondetail
referencefields,detaildescriptionfields,anddetailcomment
fields.
Youcanchangeyourselectionsfortheseoptionsatanytime.Any
changesyoumakeapplyonlytogeneralledgertransactions
producedafterthechange.
To edit G/L transaction information:
1. Inthegrid,doubleclicktheG/Ltransactionfieldforthe
particulartransactiontypethatyouwanttodefine.
Forexample,doubleclicktheG/LEntryDescriptionfieldfor
Receipttransactions.
Adetailformappearsthatdisplaysthetransactiontypeandthe
G/LtransactionfieldyouselectedontheTransactionstab.
2. SpecifyinformationfortheselectedG/Ltransactionfield,as
follows:
Segment separator a. Selectacharactertoseparatesegmentsofinformation.(The

separatorisusedonlyifyouassignmorethanonesegment
toafield.Thedefaultseparatorisahyphen.)

Adding, Editing, and Deleting Templates
Choose Segments b. SelectsegmentsfromtheChooseSegmentsFromList,and

From List
thenclickInclude.
Youcanassignamaximumoffivesegmentstoa
G/LTransactionfield,providingthatthecombinationdoesnot
exceed60characters.Iftheassignedinformationexceedsthis
numberofcharacters(includingseparators),itwillbetruncated
whenthetransactionisposted.
3. ClickSavetorecordyourselectionsforthefieldintheG/L
IntegrationDetailform.
Information
Setup
After Changing Options
PrinttheG/LIntegrationreportusingtheG/LIntegrationicon
intheSetupReportsfolder,orchoosePrintfromtheFilemenu
inG/LIntegration.
Verifythatyoumadeallchangescorrectlybycomparingthe
newprintouttothereportyouprintedbeforemakingthe
changes.
Further SeeChapter7,Reports,formoreinformationabouttheG/L
information
Integrationreport.

ChooseTemplatesfromtheO/ESetupfoldertoaddoreditOrder
EntryTemplates.
Templatescontainstandardorderinformationtospeeduptheorder
entryprocess.Youcanchooseadefaulttemplateinthe
OrderEntryOptionsformtoprovidestandarddefaultinformation
forallneworders.Theseinitialdefaultsarereplacedbyinformation
fromthecustomerrecord.
User Guide 315

backgroundinformationonsettingupandusingtemplates.Forstep
bystepinstructionsonusingtheTemplatesformanddescriptionsof
allthefields,seeChapter3intheGettingStartedmanual,orpressF1
todisplayonlineHelp.
Before you start AddshipviacodesinOrderEntryforthedeliverymethodsand

carriersyouuse.AllotherrecordsareaddedinotherSage
Accpacmodules.
Adding a Template
OrderEntrytemplatesareoptional.Theysupplydefaultcustomer
andorderinformationfornewordersandnewcreditnotes.
OrderEntryinsertsinformationintoaneworderorcreditnote
accordingtothefollowingrules:
OrderEntryfirstinsertscustomerinformationfromthedefault
ordertemplate.
Theprogramreplacesthedefaultinformationwithinformation
fromthecustomerrecord.
Ifyouchooseanewtemplate,theprogramwillonceagain
replacetheinformation.
To add templates:
1. ClicktheNewiconnexttotheTemplateCodefield,andthen
typethecodeyouwanttouse.
Thecodecanbeupto6lettersornumberslong.
2. FillinthefieldsandaddtherecordasdescribedinChapter3of
theGettingStartedmanual.
Finding detailed ForinformationaboutallthefieldsintheTemplatesformandstep

instructions
bystepinstructionsforaddingtemplates,seeAddTemplatesin
Chapter3oftheGettingStartedmanual.

Using Help YoucanalsopressF1todisplayHelpwhileworkinginaform.

Editing a Template
Youcanchangealltheinformationinatemplateatanytime,except
theidentifyingcode.
To edit templates:
1. Typethetemplatecode,orusetheFindertoselectthetemplate
Information
youwanttochange.
Setup
2. Makethechangesyouneed.
3. ClickSavetorecordthechanges.
Effects of changes Changingthetemplatehasnoeffectoncurrentorders.Youwillsee

thechangesthenexttimeyouselectthetemplateforaneworder.
Deleting a Template
Before you start Checkthatthetemplateyouaredeletingisnotthedefaulttemplate
forenteringorders.Youarenotabletodeletethedefaulttemplate
code.
To delete a template:
1. Typethetemplatecode,orusetheFindertoselectthetemplate
youwanttodelete.
2. ClicktheDeletebutton.Ifamessageappearsaskingyouto
confirmthedeletion,clickYes.
After Changing Templates

PrinttheTemplatesreporttocheckthenewinformationandto
updateyourprintedrecords.
User Guide 317

Adding, Editing, and Deleting Miscellaneous Charges

ChooseMiscellaneousChargesfromtheO/ESetupfoldertoadd,
edit,ordeletemiscellaneouscharges.
Miscellaneouschargesarechargesaddedtoinvoicesorcreditnotes
forcostsotherthanforitemspurchasedorreturned.Forexample,
miscellaneouschargescanincludepostage,shipping,assembly,and
restockingcharges.
Currency Ifyouusemulticurrencyaccounting,youneedtospecifyacurrency
code
codeforeachmiscellaneouscharge.Youcanusethesame
miscellaneouschargecodeforchargesindifferentcurrencies.
Foreachmiscellaneouscharge,youshouldspecifythetaxauthority
thatleviestaxesonthechargeandtheapplicabletaxclass.Order
Entrydoesnottrackcostsformiscellaneouscharges.Ifyouneed
costinginformationoncharges,setthemupasnonstockitemsin
InventoryControl.
backgroundinformationonusingmiscellaneouscharges.Forstep
bystepinstructionsonusingtheMiscellaneousChargesformand
descriptionsofallthefields,seeChapter3intheGettingStarted
manual,orpressF1foronlineHelp.
Before you start PrinttheMiscellaneousChargesreport(chooseMiscellaneous

ChargesfromtheO/EReportsfolder).
Adding a Miscellaneous Charge Record

ThefieldsintheMiscellaneousChargesformvarybetweensingle
currencyandmulticurrencysystemsbecauseyoumustspecifythe
currencyofchargesinamulticurrencyledger.
To add a miscellaneous charge:
1. ClicktheNewiconnexttotheMiscellaneousChargesfield.

2. Ifyouusemulticurrencyaccounting,typethecurrencycodeor
selectitfromtheFinder.
3. Typeanewchargecodeupto6lettersornumberslong
andthenpressTabtoactivatetherestofthefieldsontheform.
4. Fillintheremainingfieldsandaddtherecordasdescribedin
Chapter3oftheOrderEntryGettingStartedmanual.
Finding detailed ForinformationaboutallthefieldsintheMiscellaneousCharges

instructions
formandstepbystepinstructionsforaddingmiscellaneous
Information
charges,seeAddMiscellaneousChargesinChapter3oftheOrder
Setup
EntryGettingStartedmanual.

Editing a Miscellaneous Charge Record

Youcanchangealltheinformationinamiscellaneouschargerecord
atanytime,exceptthemiscellaneouschargecodeandthecurrency
(inamulticurrencysystem).
To edit a miscellaneous charge:
1. Typethecodeforthemiscellaneouscharge,orusethe
navigationbuttonsortheFindertoselectthemiscellaneous
charge.
Multicurrency 2. Ifyouusemulticurrencyaccounting,typethecurrencycodeor
ledgers
usetheFindertoselectit.
Effects of changes Changestotheaccountnumberortothetaxeshavenoeffecton

existingorders.
User Guide 319

Adding, Editing, and Deleting Ship-Via Codes
Deleting a Miscellaneous Charge Record

Before you start Makesurethatnocurrentorderslistthismiscellaneouschargeasan
incompletedetail.Ifyoupostanorderorinvoicewithacodethatno
longerexists,OrderEntrywillpostanerrormessage,andyouwill
havetochangethemiscellaneouschargedetailontheorderbefore
youcanpostit.
To delete a miscellaneous charge:
1. Typethecodeforthemiscellaneouscharge,orusethe
navigationbuttonsortheFindertoselectthemiscellaneous
charge.
Multicurrency 2. Ifyouusemulticurrencyaccounting,typethecurrencycodeor
ledgers
usetheFindertoselectit.
After Changing Miscellaneous Charge Records

PrinttheMiscellaneousChangesreporttocheckthenewrecord
informationandtoupdateyourprintedrecords.
PrinttheTransactionlistfororders(includingtheorderdetails)
tocheckthatnoordersusemiscellaneouschargesthatyouhave
deleted.Edittheordersifnecessary.

ChooseShipViaCodesfromtheO/ESetupfoldertoaddoredit
shipviacodes.
Youaddshipviacodestoidentifytheshippingmethodsorcarriers
youusetodelivergoodstocustomers(forexample,courier,air
mail,parcelpost).

backgroundinformationonusingshipviacodes.Forstepbystep
instructionsonusingtheShipViaformanddescriptionsofallthe
fields,seeChapter3intheGettingStartedmanual,orpressF1for
onlineHelp.
Before you start PrinttheShipViareportfortherecordsyouwanttoeditordelete

(chooseShipViaCodesfromtheO/EReportsfolder).
Information
Adding a Ship-Via Code
Setup
Shipviacodesareoptional.Ifyoudonotusethem,theprogram
displaystheshipviainformationfromthedefaulttemplateorthe
informationenteredfortheshiptolocationinAccountsReceivable
(ifyouspecifyashiptolocationfortheorder).
To add ship-via codes:
1. ClicktheNewiconnexttotheShipViaCodefieldandthen
typethecodeyouwanttouse.Thecodecanbeupto6lettersor
numberslong.
2. FillinthefieldsandaddtherecordasdescribedinChapter3of
theGettingStartedmanual.
Finding detailed ForinformationaboutallthefieldsintheShipViaCodesformand

instructions
stepbystepinstructionsforaddingshipviacodes,seeAddShip
ViaCodesinChapter3oftheOrderEntryGettingStartedmanual.

Editing a Ship-Via Code

Youcanchangealltheinformationinshipviacodesatanytime,
excepttheidentifyingcodes.
User Guide 321

To edit ship-via codes:
1. Typetheshipviacode,orusetheFindertoselectthecodeyou
wanttochange.
Effects of changes Changingthedescriptionofashipviacodehasnoeffectoncurrent

orders.Tochangethedescriptioninanorder,youhavetoeditthe
orderandchoosethecodeagain.
Deleting a Ship-Via Code

Before you start Makesurethatnocurrentorderslistthisshipviacode.Ifyoupost
anorderorinvoicewithacodethatnolongerexists,OrderEntry
willpostanerrormessage,andyouwillhavetochangetheshipvia
codeontheorderbeforeyoucanpostit.
To delete a ship-via code:
1. Typetheshipviacode,orusetheFindertoselectthecodeyou
wanttodelete.
confirmthedeletion,chooseYes.
After Changing Ship-Via Codes

PrinttheShipViaCodesreporttocheckthenewinformation
andtoupdateyourprintedrecords.
PrinttheTemplatesreporttocheckthatnoOrderEntry
templatesuseshipviacodesthatyoudeleted.Edittemplatesif
necessary.
PrinttheTransactionlistfororders(includingtheorder
information)tocheckthatnoordersuseshipviacodesthatyou
deleted.Edittheordersifnecessary.

Adding and Editing Salesperson Commission Rates

ChooseSalespersonCommissionRatesfromtheO/ESetupfolderto
addoreditsalespersoncommissionrates.
TheSalespersonCommissionRatesformaddscommissionratesto
existingsalespersonrecords(whichyouaddusingtheSalespersons
iconintheAccountsReceivableSetupfolder).Youcannotaddor
deletethesalespersonrecordsinOrderEntry.
Information
IfyouchoosetheTrackCommissionsoptionintheOptionsform,
Setup
OrderEntry:
CalculatescommissionsforinvoiceswhenyourunDayEnd
Processing,andaccumulatesthemfortheSalesperson
Commissionsreport.
Basescommissionsonthesaleormarginamount,dependingon
yourchoiceintheProcessingtabintheO/EOptionsform.
UsesthecostinginformationinInventoryControltodetermine
marginsforcommissioncalculations.
UsestheratesspecifiedfortheitemcategoriesinInventory
ControlunlessthecategorycommissionratesinInventory
Controlarezero.
UsesthesalespersonsratesspecifiedintheSalesperson
CommissionRatesformifthecommissionratesinInventory
Controlcategoriesarezero.
AccumulatescommissionsuntilyouclearthemusingtheClear
Historyform(atwhichpoint,itresetsallamountstozero).
Before you start AddrecordsforthesalespersonsinAccountsReceivable.
ReadSettingUpSalespersonCommissionRatesinChapter2
ofthismanual.
backgroundinformationoncalculatingsalespersoncommissions.
User Guide 323

ForstepbystepinstructionsonusingtheSalespersonCommission
Ratesformanddescriptionsofallthefields,seeChapter3inthe
GettingStartedmanual,orpressF1foronlineHelp.
Adding Salesperson Commission Rates

Ifyoucalculatecommissionsusingrateswithinventorycategories
(maintainedinInventoryControl),youdonothavetoenterrates
here.OrderEntrywillcalculatecommissionsusingthecategory
ratesonceyouselecttheTrackCommissionsoptionintheOrder
Entryoptionsform.
To add salesperson commission rates:
1. Typethesalespersonnumber(definedinAccountsReceivable),
orselectitwiththeFinder.
2. SelectCommissionsandspecifythenumberofcommission
rates.
3. Fillintheremainingfieldsandaddtherecordasdescribedin
Finding detailed ForinformationaboutallthefieldsintheSalespersonCommission

instructions
Ratesformandstepbystepinstructionsforaddingsalesperson
commissionrates,seeAddSalespersonCommissionRatesin

Editing Salesperson Commission Rates

Youcanchangeratesforsalespersonscommissionsatanytime;
however,thenewratesandraterangeswillhavenoeffecton
amountsthathavealreadybeenaccumulatedsincethecommissions
werelastcleared.

Adding and Editing E-mail Messages
To edit salesperson commission rates:
1. Typethesalespersonnumber(definedinAccountsReceivable),
orselectitwiththeFinder.
2. Makethechangesyouneed.(YoucanturntheCommissions
optiononoroff,orchangeanyofthecommissionrate
information.)
Information
Afterchangingsalespersoncommissionrates,printtheSalesperson
Setup
CommissionRatesreporttocheckthenewinformationandto
updateyourprintedrecords.
Adding and Editing E-mail Messages

ChooseEmailMessagesfromtheO/ESetupfoldertoaddoredite
mailmessagesthatyousendwithemailedorderconfirmations,
quotes,invoices,debitnotes,andcreditnotes.
Theformalsoletsyouinsertvariablesfromyourcompanydatabase
sothattheemailedmessageswillincludecustomerorcompany
specificinformation.
backgroundinformationonemailmessages.Forstepbystep
instructionsonusingtheEmailMessagesformanddescriptionsof
allthefields,seeChapter3intheGettingStartedmanual,orpressF1
foronlineHelp.
Adding E-mail Messages

To add e-mail messages:
1. ChoosetheEmailMessagesiconfromtheO/ESetupfolder.
2. Selectthemessagetype,andthenenterauniquemessageID,
description,subjectline,andmessagetext.
User Guide 325

Adding, Editing, and Deleting Optional Fields
Inthesubjectlineandmessagetext,youcanincludevariable
namesforcompanydatathatyouwanttosubstituteinthe
emailedmessage.
3. ClicktheSavebuttontosavethemessage.
Finding detailed ForinformationaboutallthefieldsintheEmailMessagesformand

instructions
forstepbystepinstructionsforaddingEmailMessages,seeAdd
EmailMessagesinChapter3oftheOrderEntryGettingStarted
manual.

Editing E-mail Messages

Youcaneditemailmessagesatanytime.
To edit e-mail messages:
1. TypethemessageID,orusetheFindertoselectit.
After Changing E-mail Messages

PrinttheEmailMessagesreporttocheckthenewinformationand
toupdateyourprintedrecords.

OptionalfieldsareavailableifyouuseTransactionAnalysisand
OptionalFieldCreator,aseparatelylicensedpackageavailablefor
SageAccpacERP.OptionalFieldsletyoustoremoreinformation
withrecordsandtransactions.

ClickOptionalFieldsintheSetupfoldertoadd,edit,ordelete
optionalfieldsforthetransactionentryformsandmiscellaneous
chargesthatyouuseinyourOrderEntrysystem.
SeeChapter2intheGettingStartedmanualforbackground
informationonoptionalfields.Forstepbystepinstructionsonusing
theOptionalFieldsformanddescriptionsofallthefields,see
Chapter3intheGettingStartedmanual.
Adding Optional Fields
Information
Setup
To add a new optional field:
1. ChooseOptionalFieldsfromtheO/ESetupfolder.
2. IntheOptionalFieldForfield,selectthetypeoftransactionto
whichyouwanttoaddtheoptionalfield.(Youcanalsoassign
optionalfieldstomiscellaneouscharges.)
3. UsetheFindertoselecttheoptionalfieldsthatyouwanttouse
withthetransactions,andthenenterthedefaultentriesforthe
optionalfields,andindicatewhetherthefieldswillbe
automaticallyinsertedonnewtransactionsthatyouenter.
4. Foranoptionalfieldyouareassigningtoashipmentdetail,
invoicedetail,orcredit/debitnotedetail,clicktheSettings
button,andthenselectthetypeofGeneralLedgeraccountsto
whichoptionalfieldentriescanbepassed.
ClicktheSettingsbuttonforinvoicesandcredit/debitnotesto
choosewhethertheoptionalfieldswillbepassedtoAccounts
Receivablewithinvoiceandcredit/debitnotetransactions.
5. ClickAdd(orSave)toaddtheoptionalfield.
Editing Optional Fields

YoucanchangethedefaultvalueandtheRequiredandAutoInsert
statusforanoptionalfieldatanytime.
User Guide 327

Ifthefieldisvalidated,youmustselectablankoravaluethatis
definedfortheoptionalfieldinCommonServices,orchooseNoin
theValueSetfield.
To change an optional field:
1. ChoosetheOptionalFieldsiconfromtheSetupfolder.
2. SelectthetypeofoptionalfieldyouwanttoeditintheOptional
FieldForfield.
3. Makethechangesyouneedonthegrid.
4. UsetheSettingsbuttontoselectthetypeofGeneralLedger
accountstowhichoptionalfieldinformationcanbepassed.
Effects of changes Anychangeyoumakeaffectsrecordsortransactionsaddedafter

youmakethechange.
Deleting Optional Fields

Youcandeleteonlyoptionalfieldsthatarenotassignedtorecords
ortransactions.
To delete an optional field:
1. SelectthetypeofoptionalfieldintheOptionalFieldsForfield,
andthenselect(highlight)theoptionalfieldthatyouwantto
removeonthegrid.
2. ClicktheDeletebutton,orpresstheDeletekeyonthekeyboard.
Ifamessageappearsaskingyoutoconfirmthedeletion,click
Yes.
After Changing Optional Fields

PrinttheOptionalFieldsreporttocheckthenewrecord
informationandtoupdateyourprintedrecords.

Importing and Exporting Setup Records
Importing and Exporting Setup Records

UsetheImportandExportcommandsontheFilemenutotransfer
informationbetweenyourOrderEntrysystemandotherSage
AccpacOrderEntrydatabasesornonSageAccpacERPmodules.
YoucanusetheImportcommandwhensettingupanewOrder
Entrysystem,andyoucanuseExportandImporttoupdategroups
ofrecordsbyexportingtherecordsyouwanttochange,changing
theminaspreadsheet,andthenreimportingthemintoOrder
Information
Entry.
Setup
Youcanimportandexportallsetuprecords,exceptthecontentsof
theOptionsform.
Otherrestrictionsmayapply,dependingontheoptionsyouusein
OrderEntry.Forexample,ifyoudonotkeepstatistics,youwillnot
beabletoimportorexportstatistics.IfyoudonotusetheAllowEdit
ofStatisticsoption,youcanexportstatistics,butyouwillnotbeable
toimportthem.
UsetheDisplayImportFieldscommandontheImportformto
displaythename,type,andlengthofeachfieldintherecordthat
youwanttoimport.Thereportalsoindicateskeyfields.
FormoreinformationaboutimportingandexportingOrderEntry
records,seeAppendixB,ImportingandExporting,inthisguide.
Referalsotothechapter,ImportingandExportingData,inthe
SystemManagerUserGuide.
After importing Checkdataintegrity.
Printreportsoftherecordstoverifyimporteddata.
Ifnecessary,deletethefilecontainingtheimportedrecordsin
theprogramwhereyoucreatedit.
User Guide 329

OEUG-4.doc, printed on 5/18/2006, at 9:29:51 AM. Last saved on 5/18/2006 9:29:00 AM.
Chapter 4
Processing Orders, Shipments,
and Invoices
IconsUsedtoProcessOrders,Shipments,andInvoices ............................ 43
UsingtheOrderEntryForm ..................................................... 45
AddingandEditingOrders.................................................. 47
PaymentTerms ........................................................... 421
EditingTaxInformation .................................................... 422
EditingOptionalFieldsforO/ETransactions ................................. 424
Shipments, Invoices
Processing Orders,
PostingOrderswithOptionalFields ......................................... 426
EditingSalesAllocations ................................................... 426
EnteringOrderPrepayments ............................................... 429
AuthorizingCredit ........................................................ 433
CopyingExistingOrderstoNewOrders ..................................... 434
AssigningOptionalFieldsintheCopyOrdersForm .......................... 437
ViewingCurrentOrders ................................................... 437
UsingtheShipmentEntryForm ................................................ 438
AddingandEditingShipments ............................................. 439
VerifyingShipmentTotals .................................................. 441
PostingShipmentswithOptionalFields ..................................... 443
UsingtheInvoiceEntryForm .................................................. 444
EnteringInvoicePrepayments .............................................. 449
VerifyingInvoiceTotals .................................................... 451
PostingInvoiceswithOptionalFields ....................................... 452
PrintingPostingJournals....................................................... 453
User Guide 4i

PrintingQuotes ............................................................... 455

PrintingaSingleQuoteImmediatelyafterPosting ........................... 456
PrintingaRangeofQuotesafterPosting .................................... 457
PrintingOrderConfirmations .................................................. 459
PrintingaSingleOrderConfirmationImmediatelyafterPosting ............... 460
PrintingConfirmationsforaRangeofOrders ................................ 462
PrintingPickingSlips ......................................................... 464
PrintingShippingLabels ...................................................... 466
PrintingInvoices.............................................................. 468
PrintingaSingleInvoiceImmediatelyafterPosting .......................... 468
PrintingaRangeofInvoicesafterPosting ................................... 470
ImportingandExportingOrderInformation .................................... 472
ImportingOrders ......................................................... 472
ExportingOrders ......................................................... 473
UsingtheSalesStatistics,SalespersonInquiry,andSalesHistoryForms ............ 473
ViewingSalesStatistics .................................................... 474
ViewingSalespersonStatistics .............................................. 475
ViewingSalesHistory ..................................................... 476
Adding,Editing,andDeletingSalesStatistics ................................ 477

Chapter 4
Processing Orders, Shipments,
and Invoices
Thischaptercontainsinstructionsforentering,posting,and
reportingorders,shipments,andinvoicesinyourOrderEntry
system.Thefollowingtopicsarediscussed:
Iconsusedtoprocessorders,shipments,andinvoices.
UsingtheOrderEntryform,including:
Shipments, Invoices

Processing Orders,
Addingandeditingorders.
Usingkitsandassembleditemsinorders.
Enteringshippedquantitiesonorders.
Editingtaxinformation.
Enteringoptionalfieldinformation.
Editingsalesallocations.
Editingexchangerates.
Enteringprepayments.
Verifyingordertotals.
Creatinginvoicesforshippedgoods.
Authorizingcredit.
Creatingnewordersfromexistingorders.
Viewingallsalesordersforaselectedcustomer.
User Guide 41

Icons Used to Process Orders, Shipments, and Invoices
UsingtheShipmentEntryform,including:
Addingandeditingshipmentsforexistingorders.
Creatingshipmentswithoutpriororders.
Verifyingshipmenttotals.
Creatinginvoicesfromshipments.
UsingtheInvoiceEntryform,including:
Addingandeditinginvoices.
Editingpaymentterms.
Verifyinginvoicetotals.
Printingpostingjournals.
Printingquotes,orderconfirmations,pickingslips,shipping
labels,andinvoices.
Importingandexportingorderandshipmentinformation.
UsingtheSalesStatistics,SalespersonInquiry,andSalesHistory
forms.
Foranoverviewoforder,shipment,andinvoiceprocessing,see
Chapter2,WhatYouNeedtoKnowBeforeUsingOrderEntry,in
thisguide.
SeetheSageAccpacWorkbookforlessonswithstepbystep
instructionsforusingtheOrderEntry,ShipmentEntry,andInvoice
Entryforms.Youcanrefertothetutoriallessonsforinformation
aboutusingtheform,andyoucandothelessonswiththesample
datatopracticeusingtheformwithoutriskingyourowndata.
Forspecificinformationaboutthefieldsonaform,presstheF1key,
andthenclicktheFieldListbuttononthehelppage.For
instructionsonhowtouseonlineHelp,pressF1asecondtimewhen
Helpisdisplayed.


Thissectiondescribestheiconsyouusetoprocessorders,
shipments,andinvoices,andtoprintorder,shipment,andinvoice
formsandreports.
ChoosethefollowingiconsfromtheO/ETransactionsfolderto
processorders,shipments,andinvoices:
YouusetheOrderEntryformtoenter,edit,import,exportand
postorders.
YoucanalsousetheOrderEntryformtoentershipped
quantitieswithanorder,enterprepayments,andgeneratean
invoiceforshippeditems.
YouusetheShipmentEntryformtorecordtheshipmentof
Shipments, Invoices
Processing Orders,
itemsforexistingordersandtoaddmiscellaneouscharges.You
caneditshipmentsuntilalltheitemsonanorderhavebeen
shipped,andyoucanimportandexportshipmententries.
YoucanalsousetheShipmentEntryformtoskiptheorder
process,entershipmentsandgenerateinvoices.
YouusetheInvoiceEntryformtoenter,edit,export,andpost
invoicesforshipments.YoucanalsousetheInvoiceEntryform
toenteroneprepaymentwithaninvoice.
TheCopyOrdersformletsyoucreateaneworderfromthe
detailsofanexistingorder,orarangeoforders.Thedetailsof
theexistingordersarecopiedtotheneworder,whichyoucan
editasrequired.
O/E Forms folder OrderEntryprovidesasetofstandardformsforprintingorder

confirmations,quotes,pickingslips,shippinglabels,invoices,and
creditanddebitnotes,whichyouprintusingthefollowingicons:
User Guide 43

Form Description
Order Prints details of posted orders before they are fully invoiced, for use in
Confirmations confirming orders.
Quotes Prints copies of order quotations you have posted using the Order Entry
form.
Picking Slips Prints picking slips for staff to use in filling orders.
Shipping Labels Prints shipping labels for order confirmations, picking slips, and invoices.
Invoices Prints copies of the invoices you created in the Invoice Entry form for
invoiced orders.
Credit/Debit Notes Prints copies of the credit/debit notes you created in the Credit/Debit
Notes form.

E-mail OrderEntryletsyousendquotes,orderconfirmations,credit/debit

notes,andinvoicesbyemailtoyourcustomers.Toemailaquote,
orderconfirmation,orinvoice,youmustspecifyemailasthe
deliverymethodinthecustomerrecord(intheAccountsReceivable
modules),andthenchooseCustomerasthedeliverymethodwhen
printingthequote,orderconfirmation,invoiceorcredit/debitnote.
O/E Reports folder OrderEntryalsoprovidesacomprehensivesetofreportsforlisting

andtrackingorders,shipments,andinvoices.Youchoosetheicons
toprintthesereportsfromtheO/EReportsfolder.
SeeChapter7,Reports,forfurtherinformationaboutreports.

Report Description
Transaction List Print detail or summary information about posted orders, invoices, or
credit/debit notes, selected and sorted according to the order number or
customer number.
Order Action Print incomplete orders, sorted by order number, customer number, or
primary salesperson, choosing order source, type, print status, item
status, and currency.

Using the Order Entry Form
Report Description
Aged Orders Print incomplete orders, with monetary amounts, sorted by age in the
system.
Posting Journals Print a record of the general ledger entries created for order invoices,
shipments, and credit/debit notes in Accounts Receivable from posted
Order Entry transactions, sorted by day end number, transaction date,
customer number, or shipment number.
G/L Transactions Print a list of the general ledger transactions created from all shipments
posted in Order Entry since the last time you created the general ledger
batch, sorted by account or year and period.
Sales History Print a summary of sales totals from invoices and credit/debit notes
posted since the last time the data was cleared.
Sales Statistics Print a summary of sales, invoices, and credit/debit note statistics
accumulated since the data was last cleared.
Salesperson Print all sales commissions earned by salespersons since the data was
Commissions last cleared.
OtherreporticonsintheO/EReportsfolderareSetupreports,
Shipments, Invoices
Processing Orders,
including:Options,G/LIntegration,Templates,Miscellaneous
Charges,ShipViaCodes,SalespersonCommissionRates,EMail
Messages,andOptionalFields.

UsetheOrderEntryformtoenter,edit,andpostorders.Youcan
alsousetheOrderEntryformtoentershippedquantitieswithan
order,enterprepayments,generateaninvoiceforshippeditems,
andtoimportorders.
ToopentheOrderEntryform,choosetheOrderEntryiconfromthe
O/ETransactionsfolder.
Before you start Beforeyouenterneworders,youshoulddefinethefollowingOrder

Entrysetupinformation:
Orderoptions(setintheO/EOptionsform):
VerifytheprefixesandnumbersyouwantOrderEntryto
assigntoorders,ifyouwanttoassignthemautomatically.
Selecttheoptionsforprocessingorders.
User Guide 45

Selectadefaultordertemplate(optional).
Ordertemplates.
Miscellaneouscharges.
Shipviacodes.
Salespersoncommissionrates.
Optionalfields(ifused)youwanttoaddtotheOrderEntry
formortoOrderEntrydetaillines.
Set up information Youmustalsosetupthefollowing:

in other Sage
Accpac modules Customer,shiptolocation,paymentterms,andsalesperson
recordsinAccountsReceivable.
YoucanalsoaddcustomerstoAccountsReceivablewhenyou
enterordersinOrderEntry.
Ifyoufrequentlyhaveonetimecashsales,createaonetime
customerrecordinAccountsReceivable.
CheckthatcustomersinA/Rtowhomyouwillemailquotes,
confirmations,andinvoicesuseanemaildeliverymethod.
Item,pricelist,location,accountset,andcategoryrecordsin
InventoryControl.
Bank,tax,andcurrencyrecordsinCommonServices.
KittingItemsinInventoryControl(ifyouwillbeusingkits).
ForacompletedescriptionofthestepsrequiredtosetupanOrder
Entrysystem,seetheOrderEntryGettingStartedmanual.
Preparing to enter Beforeenteringorders:

orders
Makesureyouhavecompleteinformationforeachorder,
includingthecustomernumber,ordernumber(ifyouwantto
assignyourowndocumentnumbers),billingaddress(ifit
differsfromtheaddressinthecustomerrecord),dateandtype

oforder,locationcode,customertype,pricelist,taxgroup,and
terms.
Mostcustomerinformationiskeptwiththecustomerrecordin
AccountsReceivableandappearsbydefaultwithaneworder.
Preparing to enter Ifyouneedtoentermiscellaneouschargesonanorder,findout

details
thetypesanddollaramountsofeachcharge.
Foreachitemontheorder,findouttheitemnumber/barcode/
customeritemnumber,pricelist,unitofmeasure,quantity,unit
price,location,anditemcategory.
Findouttheratetype,ratedate,andexchangeratetousefor

invoicesandprepayments.
Shipments, Invoices
Processing Orders,
Adding and Editing Orders
ChooseOrderEntryfromtheO/ETransactionsfoldertoaddoredit
orders.
User Guide 47

To add or edit an order:
1. UsetheOrderNumberfieldtoaddaneworderorselectan
existingorder.
Toaddaneworder,presstheTabkeyorclicktheNew
button.
Youcantypeanewordernumberyourselfifyoudonot
wantOrderEntrytoassigntheordernumberautomatically.
Toselectanexistingorderforediting,usetheFinder,or
typetheordernumberandthenpressTaborEnter.
Youcanalsousethisfieldtoselectanexistingquotetoconvert
toanorder.Ifyouaregoingtouseseveralquotesinthisorder,
orifyouwanttoreuseaquote,however,usetheFromMultiple
Quotesfieldtoselectthequote,orquotes.
2. Enterthecustomernumber.
Select a customer Toselectanexistingcustomer,usetheFinderortypethe

customernumberandpressTab.
Toaddanewcustomer,dooneofthefollowing:
Add a new Ifyouwanttoaddthecustomerrecordnow,clickthe

customer
NewbuttonbesidetheCustomerNo.field.Fillinthe
customerinformationontheAccountsReceivableform,
clickAdd,andthenclickClosetoreturntoOrderEntry.
Ifyoudonotwanttoaddthecustomerrecordnow,and
youusetheoptiontoallowordersfornonexistent
customers(inO/EOptions),youcantypethecustomer
numberonly.

WARNING! Wesuggestthatyoudonotusethis
optioninamulticurrencysystem.
Ifthetaxreportingcurrencyforthetaxgroupthat
youwanttousediffersfromthecustomers
currency,youmustcreatethecustomerrecord
beforeyouentertheorder.
Inanycase,youmustcreatethecustomerrecordin
AccountsReceivablebeforeyoucanpostaninvoice.
Rates tab Ifthecustomercurrencydiffersfromthecompanycurrency,
OrderEntryaddsaRatestabwhereyoucanverifyandedit
theorderandinvoiceexchangerates.
Zoom key 3. Toeditthecustomersbillingaddress,clicktheZoombuttonor,
Shipments, Invoices
Processing Orders,
withtheinsertionpointintheCustomerNumberfield,pressF9.
Typeyourchanges,andthenclickClose.
4. OntheOrdertab,addoreditorderinformation,including:
Template Code. Ifyouselectanewtemplateafterchoosing

thecustomer,OrderEntrywillreplacetheorderinformation
andcustomerinformationfromthecustomerrecordwith
theinformationfromthetemplate.
PO Number(ifrequired).
Order Date (forafutureorder,enterthedatethattheorder

becomesactive). Clickthecalendarbuttontoviewthe
calendar.
Location. Thisisthedefaultwarehouselocationusedtofill
theorderfromthecustomerrecordorcustomersshipto
address.
Order Type. IfyouselectQuote,entertheexpirationdatein

thefieldthatappears.
From Multiple Quotes. Usethisfieldtoselectanexisting

quote,orquotes,onwhichtobasetheorder,asfollows:
User Guide 49

a. ClicktheZoombuttonbesidethefield.
b. UsetheCreateOrderFromQuotesformthatappearsto
enterthequotenumbersorselectthemusingtheFinder.

c. ClicktheOrderbuttontoaddthequotedetailstothe
order,andthenclickClosetoreturntotheOrderEntry
form.
Calculate Taxes(thedefaultsettingforthisoptionissetin
theO/EOptionsform). Youcanchangethisoptiontoenter
taxesmanuallyorhavethemautomaticallycalculated.
On Hold. Ifthecustomeraccountisonhold,theorderis
automaticallyplacedonhold.
Zoom Ship-To Location (orleaveblankandzoomthefieldtoenter

oredittheshippingaddress). Thisisthedefaultshipping
addressistheaddressinthecustomerrecord.
Expected Ship Date (thedateonwhichyouexpecttoship

theorder). Youcanenteradifferentexpectedshipdatefor
eachorderitemonthedetailgridoftheOrdertab.
Description. Adescriptionfortheorder,usingupto
60characters.

Reference. Anoptionalreferencefortheorder,usingupto
60characters.
Order details 5. Addorderdetailsinthedetailentrygrid.
Note:
Thedefaultpricelistcomesfromthecustomerrecord,
andappearsontheCustomertab.Youcanchangeit
beforeenteringitemdetails.
Ifyouarecreatingtheorderfromanexistingquote,the
orderdetailswillalreadybefilledinforyou.Youcan
editthedetails,oraddnewdetails,asnecessary.
a. Onthedetailentrygrid,clickthefirstdetailline.(If
necessary,usetheInsertkeytostartanewdetailname.)
Shipments, Invoices
Processing Orders,
b. IfyouwishtouseOrderEntrysItems/Taxesformtoenter
thedetails,clicktheItem/Taxbutton,orpresstheF9key.
c. Selectthetype(itemormiscellaneouscharge).
Add an item d. UsingtheFinderintheItemNo./Misc.Chargefield,select

theitemnumber.Youcaneditthedisplayeddescription,
pricelist,location,orderunitofmeasure,weightunitof
measure,unitprice,unitweight,andcategory,ifnecessary.
Ifyouhavesetupmanufacturersitemnumbers(suchas
UPCbarcode),youcanenterthemhereinplaceofthe
itemnumbers.
Ifyouhavesetupcustomersitemnumbers,youcan
enterthemhereinplaceoftheitemnumbers.
Add a Ifyouareenteringamiscellaneouschargeyoucaneditthe
miscellaneous
displayeddescriptionoramount,ifnecessary.
charge
e. Fillintheremainingfieldsonthedetailline:
Kit/BOM. Ifthisisanassembleditem,usetheFinderto
selecttheKitorBOMNumber.
User Guide 411

Youcancheckthecomponentsforankititemoranitem
assembledfromaBOMbyclickingtheComponents
buttonafteryouspecifythekitorBOMnumber
Price List(fromthecustomerrecord,butyoucanspecify
adifferentpricelist). Ifyouenteranonstockitem,the
pricelistcanbeblank.
Youcanchangethedefaultpricelistfortheorderonthe
Customertab.
Location(thecodeenteredontheOrdertab,butyoucan
selectadifferentlocation). Ifyouenteranonstockitem,
thelocationcanbeblank.
Expected Ship Date. Entertheexpectedshipdate(ifit

differsfromtheexpectedshipdateenteredabove).
Quantity Ordered. Enterthequantityorderedinthe

orderunitofmeasure.
Whetherornotyoucanenterdecimalplacesis
determinedbytheAllowFractionalQuantitiesoptionin
theInventoryControlOptionsform.
IfthedetaillinedoesnothaveaCompletedstatus,you
canincreaseordecreasethequantityforbackordered
items(thoseyouhavenotyetshipped).
Ifyouareunabletoshipalltheitemsonanorderand
wanttocancelunshippeditems,youcanedittheitem
linestoreducethebackorderedquantitiestomatchthe
quantitiesshipped.
Order Unit Of Measure (theunitofmeasureforthe

quantitybeingordered).Thestockingunitisdisplayed
bydefault.
IfyouusetheFindertoselectanotherunitofmeasure,
theconversionfactorforthatunitofmeasureappearsin
theFinderform.Theconversionfactoristhenumberof

stockingunitscontainedinthealternativeunit.For
example,ifyouuseastockingunitofeach,and
cartonhasaconversionfactorof36,ittakes
36stockingunitstoequalonecarton.
Order Weight Unit of Measure. Thisistheunitof

measureforweighingthisitemontheorder..
DependingonyoursettingsinO/EOptions,the
programdisplayseithertheitemweightunit(fromthe
itemrecord)orthepricingweightunit(fromtheprice
list).
TheweightUOMforthecompleteorderisdetermined
bythedefaultweightunitofmeasuresetinInventory
ControlsOptionsform.
Shipments, Invoices
Processing Orders,
Price By (Quantity or Weight). Thisfieldshowswhether
thepriceofthisitemisbasedonweightoronquantity.
(PricingbyweightisavailableinSageAccpac500ERP
only.)
Ifpricingisbyquantity,theprogramsetsvolume
discountamountsorpercentagesaccordingtothe
quantityofgoodsthatareordered.
Ifpricingisbyweight,theprogramsetsvolume
discountamountsorpercentagesbyitemweight.
Pricing Unit of Measure(theunitofmeasureinwhich

theitemispriced).Youcannoteditthisfield.
If the item is not on Iftheitemdoesnotexistonthepricelist,OrderEntry

the price list
usesthestockingunitforthepricingunit.
Unit Price (thesuggestedsellingpricefortheitem).The

displayedpriceisthelowestpriceforwhichthe
customeriseligible.Itcanbethebaseprice,asaleprice
foraspecifiedtimeperiod,orthepriceforthe
customerspricelevelorquantitypurchased,basedona
discountormarkup.
User Guide 413

Ifthelowestpriceisanegativeamount,itisdisplayed
aszeroes.
YoucanusetheFindertoselectanotherpricefromthe
itempricelistinInventoryControl.Youcanalso
overridetheunitprice.
Price approvals NotethatifyouusesecuritywithOrderEntry,youcan

changetheunitpriceonlyifyouhavesecurity
authorizationtooverridetheunitprice.
Notealsothatindividualitemsmayrequireprice
approvalsfordifferentpricechangeamounts,ormay
rejectanypricechanges.
Price Approval. PricechecksaresetinInventory

Controlpricelistsforparticularitems,pricelists,and
SageAccpacuserIDs.
ThePriceApprovalfieldwilldisplayYesifprice
checksareineffect,andthepriceyouenterisoutside
theboundariesallowed.
IfYesappearsinthePriceApprovalcolumn,you
must:
ClicktheZoombutton(columnheadinginthegrid)
todisplaythePriceApprovalpopup.
EntertheIDofthepersonapprovingtheprice
override(andpassword,ifsecurityisset).
Note:
ThePriceApprovalfielddoesnotappearifyou
areusingtheItem/Taxeszoomedform.Instead,
anerrormessagemayappearwhenyoutryto
savetheitemdetail,statingthattheprice
requiresapproval.
PriceapprovalisinSageAccpac500ERPonly.

ClicktheZoombuttonbesidetheUnitPricefieldto
displaythePriceApprovalpopup.
Quantity Shipped. Ifapplicable,typethequantity

shippedortobeshippedonanactiveorder.
Ifyouareshippinggoods,clicktheCreateInvoice
checkboxontheOrdertaborTotalstabtoautomatically
generateaninvoicefortheshippedgoods.
Qty. B/O (Quantity Backordered). Inthezoomedform,

thisfieldiscalledB/O.
Enterthequantitybackordered(iftheprogramdoesnot
automaticallycalculatethequantityandyouarenot
shippingtheentireorder)orleavethefieldshowing
zero,ifyoudonotusebackorderquantities.
Shipments, Invoices
Processing Orders,
IfyouselecttheCalculateBackorderQuantitiesoption,
theprogramautomaticallycalculatestheBackordered
amount.
Eachtimeyouenterashippedamount,thebackordered
quantityisreduced.Whenthebackorderedamountis
zero,theitemisconsideredtobefullyshipped.To
cancelunshippedquantitiesofanorder,changethe
Backorderedentrytozero.
Unit Weight. Thisistheweightofasingleitemforthis

detaillineexpressedintheOrderWeightUnitof
Measure.OrderEntryusestheweighttocalculatethe
totalweightoftheorder(whichyoucanusetoestimate
ashippingcharge).
Youcanedittheitemweightandtheextendedonthe
order,ifnecessary.
Extended Weight. Thequantityshippedmultipliedby

theunitweightenteredfortheiteminInventory
Control.
User Guide 415

Extended Price. Theprogramautomaticallycalculates

theextendedpricewhenyouenteraquantity.
Ifyouoverridetheextendedpricecalculatedbythe
program,anasteriskappearsbesideitinthezoomed
detailentryformandalsoappearsbesidetheitemonthe
InvoiceList.
Ifyouchangetheextendedprice,theprogramdoesnot
recalculatetheunitprice.
Discount Percent / Discount Amount. OrderEntrylets

youspecifyadiscountseparatelyforeachdetail.You
canenterapercentageoranamountforthediscount.
Youcanalsoenteradiscountfortheorderasawholeon
theTotalstab,later.OrderEntrydisplaysthetotalofall
discountsenteredonthedetails,aswellasthediscount
fortheorderontheTotalstab.
Discounted Extended Amount. Thisfielddisplaysthe

extendedamountoftheorder,afterthediscounthas
beenapplied.
Category(thecategoryassignedtotheitemrecordin
InventoryControl). Youcanselectadifferentcategory
forthedetaillinefromthelistdisplayedbytheFinder.
Unit Cost(editableifthecostingmethodfortheitemis
userspecified).
TheUnitCostdisplayedintheOrderEntryformshows
theestimatedcostoftheitem.Uponcosting(during
postingordayendprocessing,dependingontheI/C
Costingoption),theactualcostisupdatedinthe
ShipmentEntryformandInvoiceEntryform.Theorder
retainstheestimatedcostandisnotupdated.
Costing Unit Of Measure(editableifthecostingmethod

fortheitemisuserspecified).

Serial Numbers(fortheunitsshipped;optional). These

numbersupdatetheSerialNumbersReportinInventory
Control.
Comments/Instructions(thatarespecifictothisitem;
optional). Commentsandinstructionscanincludeas
manylinesasyouneed,eachlineupto75characters.
Ship Via (optional). Youcanusethisfieldtoentera

separateshippingmethodforthedetail,ifyouplanto
shipthedetailitemsseparatelyfromtherestofthe
order.
Tracking Number (optional). Ifyouknowthewaybill

numberfortheshipment,youcanenteritinthisfield.
Normally,youwouldenteratrackingnumberfora
detailonlyifyouareshippingthedetailitems
Shipments, Invoices
Processing Orders,
separately.
Original Order. Displaysthequantityspecifiedwhen

thedetaillinewasfirstenteredandposted.Thisnumber
doesnotchangeevenifyouchangetheorderedquantity
forthedetail.
Shipped To Date (drilldown). Thefielddisplaysthe

numberofitemunitsthathavebeenpostedforthedetail
line.
Youcanclickthedrilldownbuttontodisplayshipment
andinvoiceinformationforthedetailline,andtodrill
downtotheshipmentandinvoicetransactions.
Quantity Committed. OrderEntryletsyoucommitan

inventoryquantitytoaparticularorder.Whenitistime
toshiptheorder,thequantityisguaranteedtobe
available,unlessyouallownegativeinventory
quantities.
Ifaquantityisalreadycommittedtoanorder,youcan
shipanotherorderforthesameitemsonlyifthereisa
User Guide 417

sufficientquantityininventoryinadditiontothe
committedquantity.
IntheO/ESetupOptionsform,youcandefaultthe
quantitycommitted.Ifyouhadselectedtodoso,the
amountofyourorderforthisitemappears
automatically.
Completed. Adetaillineisautomaticallyassignedthe
statusofCompletedwhenyoupostashipmentforall
orderedunitsfortheline,orforsomeoftheordered
unitswhereyoualsochangethebackorderedquantityto
zero.
YoucanalsosetthestatusforalinetoCompletedby
enteringYesintheCompletedcolumn(orbyclicking
theCompletedfieldintheItems/Taxesform)ifyouhave
notenteredaquantityshippedfortheline.
Theunshippedquantitywillbelistedaslostsalesonthe
SalesStatisticsreportaftertheorderisprocessedbyDay
EndProcessing.
Manufacturers Item Numbers andCustomers Item

Numbers. Ifyouusedamanufacturersitemnumber,or
acustomeritemnumber,intheitemnumberfield,the
numberthatyouusedwillappearintheappropriate
field.Otherwise,ifyouknowthem,youcanenterthe
manufacturersand/orcustomersitemnumberinthe
nexttwofields,ifyouknowthem.
Non-stock Clearing Account. Ifyouselectedanon

stockitem,thenonstockclearingaccountusedbythe
itemsaccountsetappearsasthedefaultinthisfield,but
youcanchangetheaccountnumber,ifnecessary.
Optional Fields. ClickthecolumnheadingforOptional

Fields,orclickthezoombuttonbesidetheOptional
Fieldscheckboxinthezoomedformtoeditoptional
fields.

Ifanoptionalfieldisrequired,youcannotsavethe
transactionunlessthefieldhasadefaultvalueor
untilyoufillinthefieldyourself.
ClickthezoombuttontoreviewOptionalFieldentriesif
theOptionalFieldcolumnshowsYesorthecheckbox
isselected(inthezoomedItem/Taxdetailform).
Toaddoptionalitemfieldstothepopupformthatwere
notautomaticallyinserted,usetheInsertkeytoadda
newlinetothegrid,andthenusetheFindertoaddthe
optionalfield.
Optionalfieldsmustbeassignedtothetransactions
formsusingtheO/EOptionalFieldsformbeforeyoucan
addthemtoindividualtransactions.
Shipments, Invoices
Processing Orders,
Edit a detail 6. Toeditadetail,selectthelinenumber,andthentabthroughor
clickthefields,andtypenewinformation.
Delete a detail 7. Todeleteadetail,selectthelinenumber,andthenpressthe

Deletekey.Ifyouseeamessageaskingyoutoconfirmthe
deletion,clickYes.IfyouareusingtheItems/Taxesform,click
Delete.
Add more details 8. Toaddanotherdetailline,pressInsert.
IfyouareusingtheItems/Taxesform,clickAddtoacceptthe
newitem.Thefieldsempty,readyforanother.ClickClosewhen
youarefinishedaddingnewitemsoreditingdetails.Youreturn
totheOrderform,wherethenewitemyouenteredappearsona
newline.
Customer data 9. ClicktheCustomertab,thenaddoreditcustomerinformation:
Shipviacode(appearsautomaticallyifoneisassignedtothe
customerrecord).
Trackingnumberfortheshipment(waybillnumber).
FOBPoint.
User Guide 419

Territory.
CustomerType.
PriceList(defaultpricelistfornewdetaillines).
TaxGroup.
Order Thetaxgroupdeterminesthecurrencyoftheorderifyou
currency
enteredanewcustomernumberwithoutaddingthe
customerrecordtoAccountsReceivable.
TermsCode(canbeeditedontheCustomertab).
10. Ifyouneedtocheckorchangetaxinformationfortheorder,see
EditingTaxInformation,laterinthischapter
Optional fields 11. IftheformhasanOptionalFieldstab,clickittoenteradditional

informationfortheorder.SeeEnteringOptionalField
Information,laterinthischapter.
Sales splits 12. Tocheckorchangesalesallocationsfortheorder,clicktheSales

Splittab.Formoreinformation,seeEditingSalesAllocations,
laterinthischapter.
Exchange 13. Iftheorderdoesnotusethefunctionalcurrencyandyouneedto

rates
changetheexchangerate,ratetype,orratedatefortheorder,
clicktheRatestab.Formoreinformation,seeEditingExchange
Rates,laterinthischapter.
14. Ifyouwanttoenteraprepayment,clickthePrepaymentbutton.
Formoreinformation,seeEnteringOrderPrepayments,later
inthischapter.
15. Toverifyorderandtaxtotalsandprepaymentamountsbefore
posting,clicktheTotalstab.Formoreinformation,see
VerifyingOrderTotals,laterinthischapter.
16. Toposttheorder,clickPost.

Printing an order 17. ClickYesinresponsetothePostingcompletedmessageto

confirmation
printanorderconfirmation.ClickNoifyoudonotwantto
printanorderconfirmationnow.
Ifyouenteredshippedquantitiesontheorder,andcreatedan
invoice,youcanchoosewhichdocumentsyouwanttoprinton
thePostingCompletedform.
Shipments, Invoices
Processing Orders,
Formoreinformation,seePrintingOrderConfirmations,later
inthischapter.
18. ClickClosetoclosetheOrderEntryform.
After posting Whenyouarereadytoshiptheorder,youusetheShipment

Entryform,asdescribedinthesection,UsingtheShipment
EntryForm,laterinthischapter.
YouusetheInvoiceEntryformtoinvoicetheshipment,as
describedinthesection,UsingtheInvoiceEntryFormlaterin
thischapter.
Payment Terms
Youcanspecifyapaymenttermscodeonanorderthatwillappear
asthedefaultonshipmentsandinvoicesfortheorder.However,
youcaneditthepaymentanddiscountdatesonlyontheinvoice.
User Guide 421

To enter or change the terms code:
1. Entertheorderdetailsasusual.
2. ClicktheCustomertab,andthenselectthetermscodeyouplan
tousefortheinvoice.
Editing Tax Information

Before you start Beforeyouenterorders,youmustdefinethetaxauthorities,classes,
groups,andratesyouneedusingtheTaxServicesfolderin
CommonServices.
Youmustalsoassignataxgrouptoeachcustomerrecordin
AccountsReceivable,andyoumustspecifythetaxauthorityandtax
classforeachitem,andwhethertaxisincludedintheitemprice,in
InventoryControl.
Tip Tochangetaxamountsonorderdetails,youcan:
Changethecustomerstaxgroup.
Changethetaxclassortaxablestatusforthecustomer.
Changethetaxclassortaxablestatusforanydetaillines.
Changetaxamountsmanually.
To edit tax information for a detail (item or miscellaneous charge):
1. SelectadetaillineontheOrdertab.
2. ClicktheItem/Taxbutton

Items/Taxes form
for modifying item
taxes
Shipments, Invoices
Processing Orders,

3. Tomakeyourchangesyoucan:
Editthecustomerstaxclass.
Changethetaxincludedstatus(ifpermittedbythetax
authority).
CleartheCalculateTaxesoption(ontheOrdertaborTaxes
tab),andchangethetaxbasesand/ortaxamounts.
4. ClickSave,andthenclickClose.
Viewing Tax totals 5. Tochecktaxamountsfortheinvoiceandcomparethetotalson

thescreenwiththetotalsonthesourcedocument,clickthe
Totalstab.
To edit tax information for the complete order:
1. Tocheckorchangecustomertaxinformationfortheorder,click
theTaxestabontheOrderEntryform.
User Guide 423

Taxes tab
You must uncheck

the Calculate Tax
option to edit the
tax base and tax
amount for tax
authorities.

2. Tomakeyourchangesyoucan:
Editthecustomertaxclass,ifnecessary.
CleartheCalculateTaxoptiontoentertaxesmanually.
TheDistributeTaxesbuttonappearsifyouturnoffthe
CalculateTaxoption.
3. Ifyouareenteringtaxesmanually,enterthenewtaxamounts
foreachauthority,andthenclickDistributeTaxestoallocatetax
toeachdetail.
4. ClickCalculateTaxestoseetheresultsofchangestothetax
classes.(Ifyouenteredtaxesmanually,clickingthisbuttonwill
overridetheenteredtaxamounts.)
5. Ifthetaxreportingcurrencyisdifferentfromthecustomer
currency,youcanCleartheCalculateTaxReportingoptionto
enterthetaxreportingamountmanually.
Editing Optional Fields for O/E Transactions

Youcaneditoptionalfieldsthatapplytothecompletetransactionon
theOptionalFieldstab.

Note: TheOptionalFieldstabwillnotappearunlessyou
haveinstalledSageAccpacTransactionAnalysisand
OptionalFieldsCreatorwithSageAccpacERP.
OrderEntryletsyouaddoptionalfieldstoorders,miscellaneous
charges,shipments,invoices,andcredit/debitNotesonthe
OptionalFieldstabandonindividualdetaillines.
FieldsontheOptionalFieldstabapplytothewholedocument.
AlloptionalfieldsarecreatedfirstinCommonServices(seeSystem
Managerdocumentation),andthenassignedtotransactionforms
usingtheOptionalFieldsformintheOrderEntrySetupfolder(see
Chapter2intheOrderEntryGettingStartedguide).
Onlythefieldswhichhavebeenassignedtotransactionscanbe
Shipments, Invoices
Processing Orders,
insertedoreditedonthistab.(Optionalfieldscanbeinserted
automatically,orbeavailablefortheusertoinsertthem.)
To edit or insert optional fields on the Optional Fields tab:
1. ClicktheOptionalFieldstab.
Optional Fields tab

for Order Entry
transaction

2. ClicktheValuefieldtoeditthecontentsofafieldthatisinserted
automaticallyontheOptionalFieldstab.
User Guide 425

Toinsertafieldthatisassignedtothetransaction,butisnot
insertedautomatically:
a. Clickinthefieldgrid,andpresstheInsertkeyonyour
keyboard.
b. ClicktheFinderbuttonintheOptionalFieldcolumn:
Optional Fields
Finder

c. Highlighttheoptionalfieldinthelistthatyouwantto
insert,andclickSelect.
Posting Orders with Optional Fields

Optionalfieldsappearinseveralreportsandonlineinquiries,and
arepassedasdefaultvaluestoshipmentsandinvoicesifyouusethe
samefieldsinallthreeforms.Additionally,manyreportsletyou
selectinformationusingoptionalfields.
ShipmentdetailoptionalfieldscanbesenttotheGeneralLedgerin
G/Ltransactionscreatedbyshipments,andinvoiceoptionalfields
canbesenttoAccountsReceivableandtheGeneralLedgerifyou
assignthesamefieldstoA/RinvoicesandtoG/Ltransactions.
Editing Sales Allocations

Before you start Assigntheappropriatesalespeopleandpercentagestocustomer
recordsinAccountsReceivable.

NotethatthefollowinginstructionsapplyalsototheShipment
EntryandInvoiceEntryforms.
To edit the sales allocation for an order:
1. ClicktheSalesSplittabonthetransactionentryform.
Sales Split tab
Shipments, Invoices
Processing Orders,

2. Foreachsalespersonwhoearnsacommissiononthisorder,type
thesalespersoncode,orselectitfromtheFinder.
Todeleteasalespersonallocation,highlighttheline,andthen
presstheDeletekey.
3. Typethepercentageoftheordertotaltoallocatetothe
salesperson.Thepercentagesmusttotal100.
Editing Exchange Rates

Rates tab TheRatestabappearsontheOrderEntry,ShipmentEntry,and

InvoiceEntryformsinamulticurrencyledgeronlyifthecustomer
doesnotusethefunctionalcurrency.
Youenterexchangerateinformationonthetransactionentryforms
onlyifyoudonotwanttousethecurrentexchangeratefortheorder
orinvoiceratedate,orifnorateisenteredforthatdate.
User Guide 427

Note,however,thatyoucannoteditexchangeratesbetweenEMU
membercurrencies,orbetweentheeuroandEMUmember
currencies.
Order rate Theorderratehastwopurposes:
Itshowsyoutheexchangeratethatwasineffectwhentheorder
wastaken.
Itisthedefaultrateforaprepaymentontheorder.
Shipment rate Theshipmentrateistherateineffectwhenyoucreatetheshipment.
Invoice rate Theinvoicerateistherateineffectfortheinvoiceyouare

producing.
To edit the exchange rate for an order:
Note:Youusethesameproceduretoedittheshipmentand
invoicerate.Ifyouareshippinggoodsandcreatingan
invoice,allthreerateswillappearontheRatestabonthe
OrderEntryform.
1. ClicktheRatestabontheOrderEntryform.
Rates tab on the

Order Entry form
It also displays
shipment and
invoice rates
because goods
are being shipped
on the order, and
the program is
creating an
invoice for
shipped goods.

OrderEntrydisplaystheratesthattheprogramwilluseby
default.

2. Youcanchange:
Order/Shipment/Invoice Rate Type code. Thiscodeidentifies

themethodusedtoconvertsourcecurrencyamountsonorders
tofunctionalcurrencyequivalents.
Order/Shipment/Invoice Rate Date. Thedateforselectingthe

exchangeratefromthecurrencyratetableinCommonServices.
Order/Shipment/Invoice Rate. Iftherateyouwantisnot

displayed,entertheratetousetoconvertthesourcecurrency
amountsontheordertofunctionalcurrencyamounts.PressTab
torecordtherate.
Ifyouarehaveadifferenttaxreportingcurrency:
Tax Reporting Currency Exchange Rate Information for Order,

Shipments, and Invoice. Thesefieldsappearonlyifthetax
Shipments, Invoices
Processing Orders,
reportingcurrencyisdifferentfromthecustomercurrency.
IfyouturnofftheCalculateTaxReportingoptiononthe
Taxestab,andenterTaxReportingAmountsmanually,usethe
DeriveRatebuttonontheRatespagetocalculatetheactualTax
ReportingCurrencyExchangeRate.
Entering Order Prepayments

Youcanenterprepaymentswithordersandinvoices.Prepayments
youenterwithanorderdonotreducetheamountofthenextinvoice
youcreate;theyarematchedtotheinvoicewhenyoupostthemin
AccountsReceivable.
Youcanenterasmanyprepaymentsasyouwantforanorder.
Before you start FindouttheAccountsReceivablereceiptbatchanddepositnumber

tousefortheprepayment.
User Guide 429

To enter a prepayment with an order:
1. ClickthePrepaymentbuttonontheOrderEntryform.
Prepayments form

2. ChoosetheAccountsReceivablereceiptbatchtowhichyouwant
toaddtheprepayment,orcreateanewbatch.
Toopenanexistingbatch,typethebatchnumberorusethe
Finderorthenavigationbuttonstoselectit.
Tocreateanewbatch,clicktheNewbuttonthen:
a. Typeoverthebatchdateifyouwanttochangeit.
b. TypethebankcodeorselectitfromtheFinder.
Prepayment c. Ifyouusemulticurrencyaccounting,selectthecurrency
currency
oftheprepayment.(Youcanselecttheprepayment
currencyonlyifitisoneofthecurrenciesusedbythe
bankyouselected.)Entertheratedate,ratetype,and
exchangerate.
YoucanedittheexchangerateonlybetweentwononEMU
membercurrencies,orbetweenanonEMUmember
currencyandanEMUmembercurrency.
Batch Thecurrencyofthefirstreceiptaddedtoabatchsetsthereceipt
currency
batchcurrency.Ifanotheruseraddsareceiptinadifferent

currencytothisnewbatchbeforeyouposttheorder,Order
Entrywillreportanerrorwhenyoupostandyouwillhaveto
selectadifferentbatch.
Deposit number 3. Ifthisisanewbatch,youcanselectanexistingdepositnumber

orclicktheNewbuttontocreateanewdeposit(orleavethe
numberblanktohaveitassignedinAccountsReceivable).
Byselectinganexistingdepositnumber,youcanconsolidatea
numberofreceiptbatchesintoonebankdeposit.
4. SelectthepaymentcodefortheprepaymentusingtheFinder.
5. Ifthepaymentcodematchesacreditcardtype,entercreditcard
information.
Shipments, Invoices
Processing Orders,
number,cardholdername,expirationdate,and
authorizationcode.Creditcardinformationisencryptedin
theSageAccpacdatabase,andyoucanassignsecuritytothe
creditcardinformationform.
OrderEntrystoresthecreditcardinformationforthe
payment,butitdoesnotprocessthetransactionwiththe
creditcardcompany.Youmustdothatseparately.
6. Typethechecknumberorotherreceiptnumberthatidentifies
theprepayment,orleavethefieldblanktoletOrderEntry
assignareceiptnumberwhenyousavetheprepayment.
7. Typethedateandamountoftheprepayment.
Rates 8. Iftheprepaymentisnotinthecompanysfunctionalcurrency,

selecttheratetypeandexchangerate.
9. ClickAddtoaddtheprepaymenttotheselectedbatch.
IfyoulefttheCheck/ReceiptNo.fieldblank,OrderEntry
displaystheassignednumber.
10. ClickClosetoreturntotheOrderEntryform.
User Guide 431

OrderEntrydisplaysthetotalamountofallprepaymentsforthe
selectedorderontheTotalstaboftheOrderEntryform.
Verifying Order Totals

Beforeyoupostanorder,youcanverifytheorderamount,specify
thenumberoflabelstoproduce,andenteranorderdiscount.
To verify order totals:
1. ClicktheTotalstabontheOrderEntryform.
Totals tab for an

order

TheOrderTotalstabshownaboveincludesshippedquantities
thatarebeinginvoiced.
2. Addoreditthefollowinginformationfortheorder:
Anycommentsyouwanttoaddtotheorder.
Adiscountamountorpercentagethatappliestotheorder.
Notethattheprogramdisplaysthetotalamountofthe
discountsthatyouenteredwithdetails(ifany),aswellasa
discountthatyouapplytothewholeorder.
Ifyouoverridethepercentagecalculationintheamount
field,theprogramdisplaysanasteriskbesidethefield.

Whetheryoudiscountmiscellaneouschargesorjustitems.
Thenumberoflabels(atotalfortheinvoice,order
confirmation,andpickingslip).
Ifyouareshippingitemsandcreatinganinvoice,youcanenter
ashipmentandinvoicenumber,orlettheprogramassign
documentnumbersautomatically.
3. Ifyouneedtocheckoreditthecustomerstaxclasses,see
EditingTaxInformation,earlierinthischapter.
4. Ifyouneedtocheckoreditthecustomersterms,seeEditing
PaymentTerms,earlierinthischapter.
Authorizing Credit
Shipments, Invoices
Processing Orders,
Ifyoutrytopostanorderthatputsanaccountoveritscreditlimit,
OrderEntrydisplaysawarningmessageandcustomerinformation:
Credit Limit
Authorization
User Guide 433

Do one of the following:
Ifyouareauthorizedtoapprovecredit,typeyouruserID(and
yourpassword,ifyouusesecurity),andthenclickProceed.
Ifyouarenotauthorizedtoapprovecredit,followyournormal
businessprocedures.Youcanaskthepersonwhonormally
authorizescredittoenterhisorheruserIDandpassword,or
youcanselectOnHoldtoplacetheorderonholdforlater
invoicing.ClickProceedtocontinue.
Note: Youcanpostanorderthatisonhold,butyoucannot
shipanyquantities,orcreateaninvoiceforituntilyou
removetheonholddesignationfortheorderinOrderEntry
orforthecustomerinAccountsReceivable.
Copying Existing Orders to New Orders

OrderEntryprovidesaconvenientwaytoenterordersfora
customerwhofrequentlyordersthesameitems.
TheCopyOrdersformletsyouuseanexistingorder,orarangeof
orders,asthebasisforaneworder.Thedetailsfromtheexisting
orders,includingtheitemnumbers,quantitiesordered,pricing,and
otherinformation,arecopiedtotheneworder.
Youcandeletethedetailsnotrequiredfortheneworder,andyou
canchangethepricelist,location,shipdate,quantityordered,unit
ofmeasure,andunitpriceforanydetailline.

To create an order from an existing order, or orders:
1. ChooseCopyOrdersfromtheO/ETransactionsfolder.
Shipments, Invoices
Processing Orders,

2. IntheCustomerNumberfield,typethecodeforthecustomer
forwhomyouarecreatingtheneworder,orusetheFinderor
thenavigationbuttonstoselectit.
3. IntheFromOrderNumberandToOrderNumberfields,enter
therangeofexistingordersforthecustomertouseasthebasis
fortheneworder.
4. ClicktheGobuttontoaddthedetailsfromtheexistingordersto
theneworder.
Enter order 5. EnterinformationinthefieldsontheCopyOrderstab,as

information
follows:
Order Number. Typeanordernumberifyouwishtoassigna

numbermanually,oracceptthe***New***entrytoletthe
programassignthenextnumberintheordernumbersequence.
Order Date. Enterorchoosethedatefortheorder.Theprogram

automaticallydisplaysthesessiondateastheorderdate.
User Guide 435

On Hold. Ifyouneedtoputtheorderonholdforsomereason,
selectthisoption.
Order Type. Youcancreateaquote,futureorder,orstanding

order,aswellasanactiveorderwhichyoucanimmediatelyfill.
Description and Reference. Enteradescriptionandareference

fortheorder,usingupto60charactersforeach.
Edit order details 6. UsethedetailgridontheCopyOrdersformtoeditdetailsas

necessary.
YoucanchangetheCopyDetailchoicetoNoorYes,andyou
canchangetheinventorylocation,pricelist,expectedshipdate,
quantity,unitsofmeasure,andpriceofeachdetailline.
Todeleteadetailline,yousimplyclickthedetailline,andthen
presstheDeletekeyonyourkeyboard.
Optional Fields 7. Ifyouuseoptionalfieldswithorder,clickthezoombuttonin

theOptionalFieldscolumnheading,orclicktheOptionalFields
tabtoeditfieldsforwholeorder.
8. Whenyouhavefinishedenteringandeditinginformationfor
theorder,clicktheCreatebuttontoaddtheneworder.
Notethattheprogramdisplaysthenewordernumberinthe
OrderNumberfield,ifyoulettheprogramassigntheorder
numberautomatically.
9. Makeanoteofthenewordernumber,sothatyoucanwork
withtheorder,later,intheOrderEntryandShipmentEntry
forms.
YoucanusetheOrderEntryformtoview,edit,andpostthenew
order,oryoucanshiptheneworderimmediatelyusingthe
ShipmentEntryform,ifyouareconfidentthatalltheorder
informationiscorrect.

Assigning Optional Fields in the Copy Orders Form

TheoptionalfieldsandvaluesassignedtoOrdersintheO/E
OptionalFieldssetupformarealsoavailablewhenanorderis
createdbycopyingexistingorders.
Alloptionalfields(andvalues)thatwereflaggedinthesetup
formasAutoInsertwillappearinCopyOrders.
Iftheoptionalfieldsdefinedforthecustomermatchtheoptional
fieldsassignedtoorders,theoptionalfieldvaluesforthe
customerwillautomaticallyappearintheorderoptionalfields.
IfanoptionalfieldhasbeenassignedtoOrdersthatdoesnot
existforthecustomer,thedefaultoptionalfieldvaluespecified
fortheordersoptionalfieldwillappear.
Shipments, Invoices
Processing Orders,
Viewing Current Orders
UsetheCurrentOrdersInquiryformtolookupallpostedsales
ordersforaselectedcustomer.
To view current orders:
1. ChooseCurrentOrdersInquiryfromtheO/EStatisticsand
Inquiriesfolder.
User Guide 437

Using the Shipment Entry Form
Identify the 2. IntheCustomerNumberfield,enterthenumberforthe

customer
customerwhoseordersyouwanttoreview.
Specify ranges 3. Tolimitthedisplaytoordersthatmeetcertaincriteria,specifya

rangeofordernumbers,orderdates,andexpectedshipdates.
Order type 4. Selectthetypeoforder(Allorders,Active,Future,Standing,or

Quote)thatyouareinquiringon.
Order status 5. Selectthestatusoforderyouareinquiringon(Posted,

Quote/ConfirmationPrinted,PickingSlipPrinted,Never
Invoiced,PartiallyInvoiced,NeverShipped,PartiallyShipped,
Complete,orOnHold).YoucanalsochooseAll.
Notethatifyoushippedgoodsfromanorderandprintedthe
pickingslipafterpostingfromtheOrderEntryform,the
shipmentwillhavetheprintstatussettoPickingSlipPrinted,
butpickingslipswillnothavebeenprintedfortheorder.
6. ClicktheGobuttontolisttheordersandquotesthatmeetyour
criteria.
7. Toviewthedetailsofaparticularorder,selecttheorderline,
thenclicktheDetailsbutton,ordoubleclicktheorderlineon
thedetailgrid.
TheprogramdisplaystheoriginalorderintheOrderEntry
form,whereyoucanviewalltheinformationfortheorder,
includingsaleshistoryforaselecteditem.
Help key YoucandisplayonlinehelpfortheformbypressingtheF1keyor

byclickingtheHelpbutton(ifoneisdisplayed).

UsetheShipmentEntryformtorecordtheshipmentofitemsandto
addmiscellaneouschargesforexistingorders.Youcanedit
shipmentsuntilalltheitemsonanorderhavebeenshipped.

YoucanalsousetheShipmentEntryformto:
Skiptheorderprocess,anddirectlyentershipmentsand
generateinvoices.
Importandexportshipmententries.
Shipmentsupdateinventoryitemquantitiesandcostseitherwhen
youposttheshipmentorwhenyourunDayEndProcessing,
dependingonthecostingsettingsspecifiedontheProcessingtabof
theI/COptionsform.
Before you start Beforeyouenternewshipments,youshould:
VerifytheprefixandnextnumberyouwantOrderEntryto
assigntoshipments,ifyouassignnumbersautomatically.
Confirmshippinginformation,suchastheshipviamethodand
Shipments, Invoices
Processing Orders,
trackingnumbersfororders(ifyouknowthem).
Adding and Editing Shipments

To add or edit a shipment:
1. ChooseShipmentEntryfromtheO/ETransactionsfolder.
User Guide 439

2. Enterthenumberforthecustomertowhomyouareshipping
items,andthenpresstheTabkey.
3. Selecttheorder,ororders,thatyouareshipping:
If you are shipping Leavetheorderfieldblankifyouareenteringitemsand

without an order
shippingthemwithoutusinganorder.
Startenteringitemdetailsandmiscellaneouscharges.If
necessary,usetheinsertkeytostartanewdetailline.
Ifyouareshippingoneorder,typetheordernumberor
selectitusingtheFinder.
Ifyouareshippingseveralorders:
a. ClicktheZoombuttonbesidetheFromMultipleOrders
option.
b. OntheCreateShipmentFromOrdersformthatappears,
selecttheordernumbersusingtheFinder,andthenclick
theShipbutton.
c. ClickClosetoreturntotheShipmentEntryform.
Theprogramcopiesthedetailsfromthespecifiedorderstothe
detailentrygridontheShipmenttab.
4. Entertheshippedquantities,asfollows:
Toshipallquantitiesontheorder,clicktheShipAllbutton.
Or,
Tocreateapartialshipment(shiponlysomeofthedetails),
typethequantityyouareshippingintheQuantityShipped
fieldindetaillineforeachitemyouareshipping.
5. Ifyouwanttocompleteanorderdetaillineafterpartially
shippingtheitems,changethebackorderedquantityforthe
detailtozero,andthentaboutoftheQuantityBackorderedfield

(theB/OfieldontheItems/Taxesform).SelecttheCompletes
Orderoptiontocompletethedetailline.
6. ClicktheTotalstabtocheckthetotalsfortheshipment.
7. SelecttheCreateInvoiceoptionifyouarecreatingtheinvoiceat
thistime.
8. Specifythenumberofshippinglabelsyourequireforthe
shipment.
9. Ifyouarecreatinganinvoicenumber,entertheinvoicenumber
ifyouassignthemyourself,orlettheprogramautomatically
assignthedocumentnumber.
10. ClickPosttoposttheshipmentandpostaninvoiceforthe
shipment(ifyouselectedtheCreateInvoiceoptionontheTotals
Shipments, Invoices
Processing Orders,
tab).
Ifyouareabouttopostaninvoicethatwillputthecustomer
accountoveritscreditlimit,amessageisdisplayed.Followthe
instructionsunderAuthorizingCredit,laterinthischapter.
11. WhenthePostingCompletedmessageappears,choosewhether
youwanttoprintthepickingslipandinvoice(ifyoucreatedan
invoice).
Verifying Shipment Totals

Beforeyoupostashipment,usetheTotalstabontheShipmentEntry
formto:
Enteranycommentsyouwanttoincludeontheshipment.
Verifytheshipmenttotal.
Specifyanyshippingdiscountthatappliesandwhetherthe
discountappliestomiscellaneouscharges.
Specifythenumberofshippinglabelsyouwanttoprint.
User Guide 441

Indicatewhethertocreateaninvoiceautomaticallywhenyou
posttheshipment.
Enteradocumentnumberfortheinvoiceunlessyouletthe
programassigndocumentnumbers.
To verify shipment totals:
1. ClicktheTotalstabontheShipmentEntryform.
Totals tab for a

shipment

ThisexampleshowsashipmentwiththeCreateInvoiceoption
selected.
2. Addoreditthefollowinginformation:
Enteranycommentsyouwanttoincludeontheshipmentin
theCommentfield.
Enteradiscountamountorpercentagethatappliestothe
shipment,andindicatewhetherthediscountalsoappliesto
Notethattheprogramdisplaysthetotalamountofthe
discountsthatyouenteredwiththeshippeddetails(ifany),

aswellasthediscountthatyouapplytothewhole
shipment.
Youcanoverridethepercentagecalculationintheamount
field.Ifyoudo,theprogramdisplaysanasteriskbesidethe
amountfield.
Whetheryoudiscountmiscellaneouschargesorjustitems.
Numberoflabels(thenumberyourequirefortheinvoice
andforshippingtheitems).
Specifywhethertocreateaninvoiceautomaticallywhenyou
posttheshipment,andenteraninvoicenumberifyoudo
notwanttheprogramassignthenextsequentialshipment
number.
Shipments, Invoices
Processing Orders,
Errors on shipments Youcancorrecterrorsonshipmenttransactionsuntiltheorderis

fullyshippedbyrecallingtheorder,makingthecorrections,then
postingtheshipment.O/Eadjuststhequantitiesininventoryand
generatesanadjustmentforGeneralLedger.
Posting Shipments with Optional Fields

Shipment Headers OptionalfieldsincludedwithShipmentheadersareusedfor
referenceandinquiryonshipments,andcanbeusedtoselect
shipmentsonmanyreports.Thefieldinformationwillalsoappearas
defaultentriesfortheoptionalfieldsininvoicesifyouassignedthe
samefieldstoshipmentsandinvoicesinOrderEntry.
User Guide 443

Using the Invoice Entry Form
Shipment Details OptionalfieldsincludedinShipmentdetailswillbepassedonto

generalledgertransactionsif:
YouselecttheG/LaccountintheShipmentsDetailsSettings
dialogboxintheO/EOptionalFieldsform.
TheShipmentDetailsoptionalfieldsmatchTransactionDetails
optionalfieldsdefinedforG/Ltransactions(InventoryControl,
NonstockClearing,ShipmentClearing,andCostVariance).

UsetheInvoiceEntryformtoenter,edit,andpostinvoicesfor
shipmentsthatyouhaveposted.Youcanalsousetheformtoentera
prepaymentwithaninvoice.
Note: Youcanalsocreateinvoicesautomaticallyfromthe
ShipmentEntryformandfromtheOrderEntryform.
To add or edit an invoice:
1. ChooseInvoiceEntryfromtheO/ETransactionsfolder.

2. IntheInvoiceNumberfield,acceptthe***New***entrytoletthe
programassigntheinvoicenumberautomatically,ortypethe
numberyouwanttoassigntotheinvoice.
3. Enterthenumberforthecustomeryouareinvoicing,andthen
presstheTabkey.
Youcanalsoskipthisfieldandentertheshipmentnumber
directlyintheshipmentnumberfield,orclicktheFindertolook
upshipments.
4. Specifytheshipment,orshipments,thatyouareinvoicing:
Ifyouareinvoicingonlyoneshipment,typethenumberof
theshipment,orselectthenumberusingtheFinder.
YoucanclicktheDrilldownbuttonbesidetheShipment
Shipments, Invoices
Processing Orders,
Numberfieldtoviewallshipmentdetails.
Ifyouareinvoicingseveralshipments:
a. ClicktheZoombuttonbesidetheFromMultiple
Shipmentsoption,andthenusetheCreateInvoiceFrom
Shipmentsformthatappearstoselecttheshipment
numbers.
b. ClicktheInvoicebuttonatthebottomoftheCreate
InvoiceFromShipmentsform.
c. ClickClosetoreturntotheInvoiceEntryform.
Allthedetailsfromthespecifiedshipmententry,orentries,are
copiedtotheInvoicetab.
IfyouselecttheFromMultipleShipmentsoption,theShipment
Numberfieldbecomesinactive.IfyouselecttheShipment
Numberfield,theMultipleShipmentsoptionbecomesinactive.
5. Enterheaderinformationfortheinvoice,asfollows:
a. IntheInvoiceDatefield,usethecalendartoselectthe
invoicedateorenterthedatemanually.
User Guide 445

b. SelecttheCalculateTaxoption,unlessyouplantoenter
taxesmanually.
c. IntheYear/Periodfield,selecttheyearandperiodtowhich
toposttheinvoice,orentertheyearandperiodmanually.
d. IntheLocationfield,enterorselectthelocationfromwhich
youshippedtheitems.(Theprogramdisplaysthelocation
enteredwiththeshipment.)
e. IntheShipToLocationfield,enterorselectthecodeforthe
addresstowhichyouaresendingtheinvoice.
f. Enteradescriptionandareferencefortheinvoiceinthe
spacesprovided,orusetheonesfromtheshipment.
6. Editinvoicedetails,asnecessary.Youcaneditthedetailsright
onthedetailentrygrid,oryoucanselectadetail,thenclickthe
Item/Taxbutton(orpressF9)toeditthedetailusingthe
Items/Taxesform.(UsetheItems/Taxesformifyouneedto
changedetailtaxinformation.)
Foreachdetail,youcaneditthe:
Quantityinvoiced.
Unitprice(ifyouusesecuritywithyoursystem,youneed
securityauthorization).
Extendedprice.
Unitweight.
Extendedweight.
Discountpercentageordiscountamount.
Shipviamethodandtrackingnumber.
Customeritemnumber.
Serialnumbersfortheitem.

Commentsandinstructions.
Whetherthecustomercanreceiveadiscountontheitemfor
earlypayment.
Itemtaxclass,taxincludedstatus(ifthetaxauthority
permits),and,ifyouareenteringtaxesmanually,thetax
amount.
Youcanalsodrilldowntotheshipmentandtotheoriginal
orderfromeachdetaillinebyclickingthedrilldownbutton.
Youcanchooseamongshipmentsifyouareinvoicingmultiple
shipments.
7. ClicktheCustomertabtocheckthepaymentterms,andto
adjustanydiscountsorscheduledpaymentsassociatedwiththe
Shipments, Invoices
Processing Orders,
termscode.
8. ClicktheTaxestabtocheckthecustomertaxclassandtax
registrationnumberforthisinvoice.Ifyouareenteringtaxes
manually,youcanadjustthetaxbaseandtaxamount,if
necessary.
9. ClicktheTotalstabtochecktheinvoicetotals.
10. ClickPosttoposttheinvoiceandassigntheinvoicenumber
(unlessyouenteredtheinvoicenumberyourself).
Editing Payment Terms

YouspecifythepaymenttermsontheCustomertaboftheInvoice
Entryform.TermsaredefinedinAccountsReceivable,butyoucan
editpaymentanddiscountdatesforeachinvoice.
Youmustenterthedetailsfortheinvoicebeforeyoucaneditthe
terms.
Ifthetermscodeisforamultiplepaymentschedule,Order
Entrycalculatesascheduleforyou,beginningwiththeorder
User Guide 447

dateyouenter,butyoucanchangeeachofthedatesonthe
paymentschedule.
Youcanedittheamounts,duedates,anddiscountdatesona
paymentschedule,butyoucannotaddpayments.
To edit payment terms:
1. OntheInvoiceEntryform,clicktheCustomertab.
2. Specifythecodefortheinvoicepaymentterms,andthenedit
theduedate,discountdate,discountpercentageordiscount
amountasnecessary.
To edit a multiple payment schedule:
1. OntheCustomertab,specifyatermscodethatusesamultiple
paymentschedule.
Thecustomerpaymentscheduleappears.
Payment schedule
on the Customer
tab

2. ChecktheAsOfDatetomakesureitisthecorrectdatefrom
whichtocalculatetheduedateforthefirstpayment.(The
displayedAsOfDateistheinvoicedate.)
Forexample,ifthepaymentschedulecalculates30daystothe
firstduedate,andthefirstpaymentisnotuntilJuly30,type
June30astheAsOfDate.
3. Editthedatesandamountsintheschedule,ifnecessary.
Forexample,ifyourpaymentschedulespacesduedates30days
apart,youcanchangethedatestothelastdayofeachmonth.
Youcannotincreasethenumberofpayments,unlessyouchange
toanothertermscodethatallowsahighernumberofpayments.

Tip: Ifyoumakechangestoapaymentschedule,besureto
checkthattherearenooutstandingpaymentamountsinthe
Amountremainingfield.
Entering Invoice Prepayments

Youcanenteroneprepaymentwithaninvoice.Theprepaymentyou
enterimmediatelyreducestheamountdueontheinvoice,anditis
automaticallyappliedtotheinvoicewhenyouposttheinvoice.
Before you start FindoutwhichAccountsReceivablereceiptbatchanddeposit

numberyoushouldusefortheprepayment.
To enter a prepayment:
1. ClickthePrepaymentbuttonontheInvoiceEntryform.
Shipments, Invoices
Processing Orders,
Prepayments form

2. ChoosetheAccountsReceivablereceiptbatchtowhichyouwant
toaddtheprepayment,orcreateanewbatch.
Toopenanexistingbatch,typethebatchnumberorusethe
Finder.
Tocreateanewbatch,clicktheNewbuttonthen:
a. Typeoverthebatchdateifyouwanttochangeit.
b. TypethebankcodeorselectitfromtheFinder.
User Guide 449

Prepayment c. Ifyouusemulticurrencyaccounting,selectthecurrency
currency
oftheprepayment.(Youcanselecttheprepayment
currencyonlyifitisoneofthecurrenciesusedbythe
bankyouselected.)Entertheratedate,ratetype,and
exchangerate.
YoucanedittheexchangerateonlybetweentwononEMU
membercurrencies,orbetweenanEMUmembercurrency
andanonEMUmembercurrency.
Batch Thecurrencyofthefirstreceiptaddedtoabatchsetsthereceipt
currency
batchcurrency.Ifanotheruseraddsareceiptinadifferent
currencytothisnewbatchbeforeyouposttheorder,Order
Entrywillreportanerrorwhenyoupostandyouwillhaveto
selectadifferentbatch.
Deposit number 3. Ifthisisanewbatch,youcanselectanexistingdepositnumber

orclicktheNewbuttontocreateanewdeposit(orleavethe
numberblanktohaveitassignedinAccountsReceivable).
Byselectinganexistingdepositnumber,youcanconsolidatea
numberofreceiptbatchesintoonebankdeposit.
4. SelectthepaymentcodefortheprepaymentfromtheFinder.
5. Ifthepaymentcodematchesacreditcardtype,entercreditcard
information.
number,cardholdername,expirationdate,and
authorizationcode.Creditcardinformationisencryptedin
theSageAccpacdatabase,andyoucanassignsecuritytothe
creditcardinformationform.
OrderEntrystoresthecreditcardinformationforthe
payment,butitdoesnotprocessthetransactionwiththe
creditcardcompany.Youmustdothatseparately.
6. Typethechecknumberorotherreceiptnumberthatidentifies
theprepayment,orleavethefieldblanktoletOrderEntry
assignareceiptnumberforyouwhenyousavetheprepayment.

7. Typethedateandamountoftheprepayment.
Rates 8. Iftheprepaymentisnotinthecompanysfunctionalcurrency,

selecttheratetypeandexchangerate.
9. ClickAddtoaddtheprepaymenttotheselectedbatch.
IfyoulefttheCheck/ReceiptNo.fieldblank,OrderEntry
displaystheassignednumber.
10. ClickClosetoreturntotheInvoiceEntryform.
TheamountoftheprepaymentisdisplayedontheTotalstab.
Verifying Invoice Totals

Beforeyoupostaninvoiceforashipment,youcanverifytheinvoice
Shipments, Invoices
Processing Orders,
total,andenteranyinvoicediscountthatapplies.
To verify invoice totals:
1. ClicktheTotalstabontheInvoiceEntryform.
Totals tab on the

Invoice Entry form

2. Addoreditthefollowinginformation:
Commentsthatyouwanttosavewiththeinvoice.
User Guide 451

Adiscountamountorpercentagethatappliestotheinvoice,
andwhetherthediscountalsoappliestomiscellaneous
charges.
Notethattheprogramalsodisplaysthetotalamountofthe
discountsthatyouenteredwiththeinvoiceddetails(ifany),
aswellasthediscountthatyouapplytothewholeinvoice.
Youcanoverridethepercentagecalculationintheamount
field.Ifyoudo,theprogramdisplaysanasteriskbesidethe
amountfield.
Whetheryoudiscountmiscellaneouschargesorjust
inventoryitems.
Numberoflabelsthatyourequirefortheinvoice.
5. WhenyouaresatisfiedwiththeinformationontheTotalstab,
clickthePostbutton.
Posting Invoices with Optional Fields

Invoice Headers IntheOptionalFieldsform,choosetheSettingsbuttonforthe
Invoices,andselecttheA/RInvoicesOptionalFieldscheckboxto
haveoptionalfieldsincludedwithinvoicesthataresenttoAccounts
Receivable.
YoumustalsoensurethattheoptionalfieldsforinvoicesinOrder
EntrymatchtheA/RInvoicesoptionalfields.
Invoice Details TohaveoptionalfieldsfrominvoicedetailslinespassedtoAccounts

Receivableinvoicedetails,selecttheSales,ShipmentClearing,Cost
ofGoodsSold,andMiscellaneousChargescheckboxesinthe
SettingsdialogboxforInvoiceDetailsoptionalfields.

Printing Posting Journals
OptionalfieldinformationwillbepassedtoA/Rdetailswhen:
YouselecttheAccountsReceivableDetailG/LAccountslisted
above.
TheoptionalfieldsdefinedforOrderEntryInvoiceDetails
matchtheoptionalfieldsdefinedforA/RInvoiceDetails.
YoumustselecttheG/LAccountscheckboxesintheSettingsdialog
boxtohaveoptionalfieldsaddedtoG/Ltransactionsthatarecreated
byinvoicepostingandsenttoG/LAccounts.Again,youmust
ensurethatthesameoptionalfieldsareassignedtoOrderEntry
InvoiceDetailsandtoGeneralLedgertransactions.
Shipments, Invoices
Processing Orders,
YouusethePostingJournalsform,availablefromtheO/EReports
folder,toprintpostingjournalsthatlistalltheinvoicesandallthe
shipmentsyouhavepostedinOrderEntry.
Youcanerase(clear)theinformationinapostingjournalafter
printing,orafterDayEndProcessing.UsetheClearHistoryformto
clearpostingjournals.
SeeChapter7,Reports,inthisUserGuideforanexampleofthe
InvoicePostingJournal.
User Guide 453

To print a posting journal:
1. ChoosePostingJournalsfromtheO/EReportsfolder.

2. Selectthetypeofpostingjournalyouwanttoprint.Youcan
selectShipments,Invoices,orCredit/DebitNotes.
3. Selecttherangeofdayendnumbersforwhichyouwanttoprint
thereport.
DayEndProcessinginInventoryControlassignsdayend
numbersthatappearonallauditreports.
Normally,youwouldacceptthedefaultrangeofalljournals(to
printalljournalsthatyouhavenotyetprinted).
4. Selectthesortingorder.
5. Specifywhethertoincludesalessplitinformation,atax
summary,oroptionalfields,andwhethertoreprintjournalsthat
youprintedbefore.
Normally,youwouldnotreprint.(Youcannotreprintjournals
thathavebeencleared.)
6. Choosethepapersize.
7. ClickPrint,andthenclickClose.

Printing Quotes
YoucanclearpostingjournalsthatyouhaveprintedusingtheClear
Historyform.
Printing Quotes
YoucanprovidequotestocustomersbyopeningtheOrderEntry
form,selectingQuoteastheordertype,andenteringdetailsforthe
quotesasyouwouldfororders.Youcanthenprintthequotesand
sendthemtoyourcustomers.
Quotes do not Quotesdonotaffectquantitiesonsalesordersuntilyouconvert

affect quantities
themtoActiveorders.
OrderEntryallowsyoutoprintquotesattwostagesoforder
processing:
Shipments, Invoices
Processing Orders,
Youcanprintaquoteimmediatelyafterposting.
Youcanprintquotesforarangeofpostedquotesbeforetheyare
clearedfromOrderEntry.
IfprintingfromtheQuotesformintheO/EFormsfolder,you
canchoosetoreprintquotes.
Before you start CreatetheformatforthequoteoruseonethatcomeswithOrder

Entry.
Selectthedestinationtowhichyouwillprint.
Youcansetupemailaddressesanddeliverymethodsin
AccountsReceivablecustomerrecordsthatletyouemailquotes,
orderconfirmations,andinvoicesdirectlytocustomers.
Ifnecessary,printatestcopyofthequotetocheckthealignment
oftheforminyourprinter.
User Guide 455

Printing Quotes
Printing a Single Quote Immediately after Posting

Afteryouenteritemdetails,youcanprintaquoteimmediatelyafter
postingit.
Before you start Ifyouplantoemailthequote,makesureyouremailprogram

isrunning.
To print a quote after posting:
1. ClickthePostbuttontopostthequote.
WhenOrderEntryisfinishedpostingthequote,itdisplaysthe
followingconfirmation.

2. ClickYestoprintthequote.OrderEntrydisplaysthisform.
Quotes form for

single-quote
printing

3. Completetheinformation:
Use Quote. Selectthenameofthequoteformtousefor

printing.Ifyouarenotsureofthename,clickBrowse,then
selecttheformfromthelistthatappears.

Printing Quotes
Delivery Method. SelectPrintDestinationtoprinttoyourusual

printdestination;chooseCustomertousethedeliverymethod
specifiedinthecustomerrecord(forexample,thecustomerse
mailaddress).
Message ID. ThisfieldappearswhenyouchooseCustomeras

thedeliverymethod.
Ifyouareemailingthequotetoacustomerwhosedelivery
methodisemail,selecttheIDforthemessagetosendwiththe
quoteoracceptthedefaultID.
TovieworeditthemessagefortheselectedID,ortoaddanew
emailmessageforquotes,clicktheZoombuttonforthe
MessageIDfield.
4. Selecttheprintoptionsforthequote.
Shipments, Invoices
Processing Orders,
Custom Form. Thisoptionisforcustomformsthatdonotuse
thereportselectioncriteriasentbythisprintform.Donotselect
thisoptionunlessyouareusingacustomizedquotethat
requiresit.
Print Kit Component Items. Thisoptionprintsallofthe

componentsinkitassembliesonthequoteform.
Print Bills of Material Component Items. Thisoptionprintsallof

thecomponentsinassembliesthataremanufacturedfrombills
ofassembliesonthequoteform.
5. Ifyouareprintingthequoteonpreprintedforms,youcantest
theprinteralignmentbyclickingtheAlignbutton.
6. ClickPrint.
Printing a Range of Quotes after Posting

Youcanprintarangeofquotesaftertheyarepostedandbeforethey
areclearedfromOrderEntry.
User Guide 457

Printing Quotes
To print a range of quotes:
1. ChooseQuotesfromtheO/EFormsfolder.

2. Selectthequotestoprint:
Use Quote. Selectthenameoftheinvoiceformtouse.Ifyouare

notsureofthename,clickBrowse,thenselecttheformfromthe
listthatappears.
From Order Number / To Order Number. Enterthefirstandlast

quotenumbersyouwanttoprint,orusetheFindertoselectthe
quotes.

specifiedineachcustomerrecord(forexample,thecustomerse
mailaddress).

thedeliverymethod.
SelecttheIDforthemessageyouwanttoemailwithquotesto
customersthatuseemailasthedeliverymethod.
MessageIDfield.
3. Selecttheprintoptionsforthequote.

Printing Order Confirmations
Include Quotes Already Printed. Selectthisoptionifyouwant

toprintnewcopiesofquotesthatyouprintedbefore.

thisoptionunlessyouareusingacustomizedquotethat
requiresit.

componentsinkitassembliesonthequoteform.

ofassembliesonthequoteform.
4. Ifyouareprintingthequoteonpreprintedforms,youcantest
theprinteralignmentbyclickingtheAlignbutton.
Shipments, Invoices
Processing Orders,
5. ClickPrint.

OrderEntryallowsyoutoprintorderconfirmationsattwostagesof
orderprocessing:
Youcanprintanorderconfirmationimmediatelyafterposting
anorder,asdescribedinthesection,PrintingaSingleOrder
ConfirmationImmediatelyafterPosting.
Youcanprintorderconfirmationsforarangeofpostedorders
beforetheyareclearedfromOrderEntry,asdescribedinthe
section,PrintingConfirmationsforaRangeofOrders.
Before you start Createtheformatfortheorderconfirmation.Forinstructions,

seetheonlinedocument,CustomizingPrintedFormsUsing
CrystalReports.
User Guide 459

Printatestcopyoftheorderconfirmation,tocheckthe
alignmentoftheformsinyourprinter.
Printing a Single Order Confirmation Immediately after Posting

Youcanprintanorderconfirmationimmediatelyafterpostingit.
To print an order confirmation after posting an order:
1. ClickthePostbuttontoposttheorder.
Note: Ifyouareproducinganinvoice,youcannotprintthe
orderconfirmation.Youcanprinttheinvoiceonly.
WhenOrderEntryisfinishedpostingtheorder,itdisplaysthe
followingmessage.

2. ClickYestoprinttheorderconfirmation.OrderEntrydisplays
thefollowingform.
Order
Confirmations form
for single-
confirmation
printing

3. Completetheinformation:

Use Confirmation. Selectthenameoftheorderconfirmation

formyouwanttouse.Ifyouarenotsureofthename,click
Browse,thenselecttheformfromthelistthatappears.

ordernumbersyouwanttoprint,orusetheFindertoselectthe
orders.

specifiedineachcustomerrecord(suchastheemailaddress).

thedeliverymethod.
SelecttheIDfortheemailmessageifthecustomerrecord
specifiesemailasthedeliverymethod.
Shipments, Invoices
Processing Orders,
emailmessagefororderconfirmations,clicktheZoombutton
fortheMessageIDfield.
4. Selecttheprintoptionsfortheorderconfirmation.
Require Shipping Labels. Selectthisoptionifyouwanttoprint

shippinglabelsformarkedorderconfirmationsonly.(Whenyou
printshippinglabels,youcanprintlabelsfortheorder
confirmationsthatweremarkedasrequiringthem.)
Notethatyoucanprintshippinglabelsonlyifyouentereda
numberontheTotalstabforeachorder.

thisoptionunlessyouareusingacustomizedorder
confirmationthatrequiresit.

componentsinkitassembliesontheconfirmationform.
User Guide 461


ofassembliesontheconfirmationform.
Print On Hold Orders. Thisoptionletsyouchoosetoprintthe

orderconfirmationeveniftheorderisonhold.
5. Ifyouareprintingtheconfirmationonpreprintedforms,you
cantesttheprinteralignmentbyclickingtheAlignbutton.
6. ClickPrint.
Printing Confirmations for a Range of Orders

Youcanprintorderconfirmationsforarangeofordersatanytime
aftertheyarepostedandbeforetheyareclearedfromOrderEntry.
Note,however,thatorderconfirmationslistitemsandquantities
thathavenotyetbeeninvoiced.
To print a range of confirmations:
1. ChooseOrderConfirmationsfromtheO/EFormsfolder.

2. Selecttheorderconfirmationstoprint:

Use Confirmation. Selectthenameoftheconfirmationformto

use.Ifyouarenotsureofthename,clickBrowse,thenselectthe
formfromthelistthatappears.

ordernumbersforwhichyouwanttoprintconfirmations,oruse
theFindertoselectarangeoforders.

specifiedineachcustomerrecord.

thedeliverymethod.
SelecttheIDfortheemailmessageyouwanttosendwithorder
confirmationstocustomersthatusetheemaildeliverymethod.
Shipments, Invoices
Processing Orders,
3. Selecttheprintoptionsfortheorderconfirmation.
Include Confirmations Already Printed. Selectthisoptionifyou

wanttoprintnewcopiesofconfirmationsthatyouprinted
before.

shippinglabelsformarkedorderconfirmationsonly.(Whenyou
printshippinglabels,youcanprintlabelsfortheorder
confirmationsthatweremarkedasrequiringthem.)
numberontheTotalstabforeachorder.

thisoptionunlessyouareusingacustomizedorder
confirmationthatrequiresit.
User Guide 463

Printing Picking Slips

componentsinkitassembliesontheconfirmationform.

ofassembliesontheconfirmationform.
Print On Hold Orders. Thisoptionletsyouprinttheorder

confirmationsforordersthatareonhold,orrestricttheprinting
toordersthatcanbeshipped.
4. Ifyouareprintingtheconfirmationonpreprintedforms,you
cantesttheprinteralignmentbyclickingtheAlignbutton.
5. ClickPrint.

UsethePickingSlipsformtoprintpickingslipsforordersanditems
thatyouareshipping.
Youcanalsoprintpickingslipsimmediatelyafterpostingshipments
bychoosingYeswhenaskedifyouwanttoprintonthePosting
Completedconfirmationform.
Before you start Createtheformatforthepickingslip.Forinstructions,seethe

onlinedocument,CustomizingPrintedFormsUsingCrystal
Reports.
Selecttheprintdestinationtowhichyouwillprint.
Printatestcopyofthepickingslip,tocheckthealignmentofthe
formsinyourprinter.

To print picking slips:
1. ChoosePickingSlipsfromtheO/EFormsfolder.
Shipments, Invoices
Processing Orders,
2. Selectthepickingslipstoprint:
Use Slip. Selectthenameofthepickingslipformtouse.Ifyou

arenotsureofthename,clickBrowse,thenselecttheformfrom
thelistthatappears.
Select By. YoucanselectbyeitherOrderNumberorShipment

Number.(Thischoicedoesnotappearifprintingafterposting
shipments.)
Sort By. Selecttheorderinwhichitemswillbelistedonthe

pickingslip.(Thischoicedoesnotappearifprintingafter
postingshipments.)
Picking Sequence. Itemsarelistedinascendingorderof

pickingsequencecode.Thiscodedescribesthemostefficient
orderinwhichtopicktheitem.
Item Number. Itemsarelistedinascendingorder.
Line Number. Itemsarelistedintheorderinwhichyou

enteredthemontheorder.
User Guide 465

From Order/Shipment Number / To Order/Shipment Number.

Enterthefirstandlastordernumbersforwhichyouwantto
printpickingslips,orusetheFindertoselectarangeoforders.
From Order/Shipment Header Location / To Order/Shipment

Header Location. Enterthefirstandlastlocationnumbersfor
whichyouwanttoprintpickingslips,orusetheFindertoselect
arangeoflocations.Theprogramusesthelocationspecifiedin
theorderorshipmentheader(notondetaillines)todetermineif
itshouldprintpickingslips.
Include Picking Slips Already Printed. Selectthisoptionifyou

wanttoprintnewcopiesofpickingslipsprintedbefore.(This
choicedoesnotappearifprintingafterpostingshipments.)
Require Shipping Labels. Ifyouneedshippinglabels,selectthis

option.
Print Kit Component Items. Toprintalistofkitcomponents,

selectthisoption.
Print Bills of Material Component Items. Toprintalistofbillsof

materialcomponents,selectthisoption.
3. ClickPrint.

UsetheShippingLabelsformtoprintshippinglabelsfororder
confirmationsandinvoices.
Before you start Createtheformatfortheshippinglabeloruseoneoftheforms

shippedwithOrderEntry.
Printatestcopyoftheshippinglabel,tocheckthealignmentof

To print shipping labels:
1. ChooseShippingLabelsfromtheO/EFormsfolder.

2. Selecttheshippinglabelstoprint:
Use Label. Selectthenameofthelabelformtouse.Ifyouare

notsureofthename,clickBrowse,thenselecttheformfromthe
Shipments, Invoices
Processing Orders,
listthatappears.
Select. Selectinvoicenumber,ordernumber,orshipment
numberasthetypeofdocumentforwhichyouwanttoprint
labels.
From / To. Enterthefirstandlastinvoicenumbers,order

numbers,orshipmentnumbersforwhichyouwanttoprint
shippinglabels,orusetheFindertoselectarangeofinvoices,
orders,orshipments.
Include Labels Already Printed. Selectthisoptionifyouwantto

printnewcopiesoflabelsthatyouprintedbefore.
Print Only Labels Marked As Required. Selectthisoptionifyou

wanttoprintlabelsonlyfortheinvoices,orders,orshipments
thatyoumarkedasrequiringlabelswhenyouprintedthe
invoices,orderconfirmations,orshipmentpickingslips.
Ifyoudonotselectthisoption,labelswillbeprintedforall
invoices,orders,orshipmentsintherangeforwhichyou
enteredanumberoflabelspriortoposting.
3. ClickPrint.
User Guide 467

Printing Invoices
Printing Invoices
OrderEntryallowsyoutoprintinvoicesattwostagesofinvoice
processing:
Youcanprintaninvoiceimmediatelyafterpostingit,as
describedinthesection,PrintingaSingleInvoiceImmediately
afterPosting.
Youcanprintarangeofpostedinvoicesbeforetheyarecleared
fromOrderEntry,asdescribedinthesection,PrintingaRange
ofInvoicesafterPosting.
Before you start Createtheformatfortheinvoice.Forinstructions,refertothe

onlinedocument,CustomizingPrintedFormsUsingCrystal
Reports.
Printatestcopyoftheinvoice,tocheckthealignmentofyour
invoiceformsinyourprinter.
Printing a Single Invoice Immediately after Posting

Afteryouenteritemsshipped,youcanprintaninvoiceimmediately
afterpostingit.
To print an invoice after posting:
1. ClickthePostbuttontoposttheinvoice.
WhenOrderEntryisfinishedpostingtheinvoice,itdisplaysa
postingconfirmation.

Printing Invoices
2. ClickYestoprinttheinvoice.OrderEntrydisplaysthefollowing
form.
Invoices form for

single-invoice
printing

3. Completetheinformationontheformasfollows:
Shipments, Invoices
Processing Orders,
Use Invoice. Selectthenameoftheinvoiceformtouse.Ifyou
thelistthatappears.


thedeliverymethod.
SelecttheIDfortheemailmessageifthecustomerrecord
specifiesemailasthedeliverymethod.
emailmessageforinvoices,clicktheZoombuttonforthe
MessageIDfield.

shippinglabelsformarkedinvoicesonly.(Whenyouprint
shippinglabels,youcanprintlabelsfortheinvoicesthatwere
markedasrequiringthem.)
User Guide 469

Printing Invoices
numberintheTotalstabforeachinvoice.
Include Backordered Items. Selectthisoptionifyouwantto

includebackordereditemsontheinvoice.

thisoptionunlessyouareusingacustomizedinvoicethat
requiresit.

componentsinkitassembliesontheinvoice.

ofassembliesontheinvoice.
4. ClickPrint.
Printing a Range of Invoices after Posting

Youcanprintarangeofinvoicesaftertheyarepostedandbefore
theyareclearedfromOrderEntry.
To print a range of invoices:
1. ChooseInvoicesfromtheO/EFormsfolder.

Printing Invoices
2. Selecttheinvoicesthatyouwanttoprintandchooseprint
optionsasfollows:
Use Invoice. Selectthenameoftheinvoiceformtouse.Ifyou

thelistthatappears.
From Invoice Number / To Invoice Number. Enterthefirstand

lastinvoicenumbersyouwanttoprint,orusetheFinderto
selecttheinvoices.


thedeliverymethod.
Shipments, Invoices
Processing Orders,
SelecttheIDfortheemailmessageyouwanttosendwith
invoicesforcustomersthatuseemailasthedeliverymethod.
MessageIDfield.
Include Invoices Already Printed. Selectthisoptionifyouwant

toprintnewcopiesofinvoicesyouprintedbefore.

shippinglabelsformarkedinvoicesonly.(Whenyouprint
shippinglabels,youcanprintlabelsfortheinvoicesthatwere
markedasrequiringthem.)
numberintheTotalstabforeachinvoice.
Include Backordered Items. Selectthisoptionifyouwantto

includebackordereditemsontheinvoice.

User Guide 471

Importing and Exporting Order Information
requiresit.

componentsinkitassembliesontheinvoice.

ofassembliesontheinvoice.
3. ClickPrint.
Importing and Exporting Order Information

UsetheImportandExportcommandsontheFilemenuonthe
OrderEntryandShipmentEntryformstoimportandexportorders
andshipments,respectively.Youcannotimportinvoices.
Formoreinformation,seeAppendixB,ImportingandExporting,
inthisguide.Referalsotothechapter,ImportingandExporting
Data,intheSystemManagerUserGuide.
Importing Orders
UsetheImportcommandontheFilemenuontheOrderEntryform
totransferorderscreatedelsewheretoOrderEntry.
YoucanalsousetheImportcommandtoimportordersthatyou
previouslyexportedforreuse.Ifyoudonotimporttheorder
numberfield,OrderEntrywillassignnewordernumberswhenyou
importtheorders.
Youcanimportthesameordersanynumberoftimesaslongasthe
importfiledoesnotcontainordernumbers(sotheprogramassigns
them).Theoriginalfilefromwhichyouimportedorderinformation
isretaineduntilyoudeleteit.

Using the Sales Statistics, Salesperson Inquiry, and Sales History Forms
Multicurrency Youcannotimportmulticurrencyordersintoasinglecurrency
orders
OrderEntrysystem.Edittheimportfiletoremovethe
multicurrencyfieldsbeforeimporting.
Exporting Orders
UsetheExportcommandontheFilemenuontheOrderEntryform
totransferorderscreatedinOrderEntrytononSageAccpac
programsortoafiletobeeditedandimportedlater.Whenyou
clickExport,OrderEntryexportsallordersinthedatabasethatmeet
thesearchcriteriathatyouset.
Using the Sales Statistics, Salesperson Inquiry, and

Sales History Forms
Shipments, Invoices
Processing Orders,
OrderEntrycanaccumulatesalesstatistics,salespersonstatistics,
andsaleshistoryfromyourpostedtransactions.
Before you start YoushouldrunDayEndProcessinginInventoryControltobring

thisinformationuptodatebeforeviewingthesereports.
ForinformationabouttheoptionsthatdeterminehowyourOrder
Entrysystemkeepssalesstatisticsandsaleshistory,seeProcessing
OptionsinChapter2oftheGettingStartedmanual.
User Guide 473

Viewing Sales Statistics

To view total sales by period:
1. ChooseSalesStatisticsfromtheO/EStatisticsandInquiries
foldertoviewsalesdatabyyearandreportingperiod.

2. TypetheyearorselectitfromtheFindernexttotheYearfield,
thenusethePeriodfieldsNext/Previousbuttonstoselectthe
reportingperiod.
3. Ifyouusemulticurrencyaccounting,selectthecurrency.

4. Reviewtotalsales,invoice,andcreditnotestatistics.
Viewing Ifyouuseamulticurrencyledger,amountsareshowninboth
currency
thecustomerscurrencyandyourcompanysfunctional
currency.
ForinformationaboutallthefieldsintheSalesStatisticsform,press
F1orseeStep8:EnterSalesStatisticsinChapter3oftheGetting
Startedmanual.

To view sales statistics for a range of reporting periods:
1. ChooseSalesStatisticsfromtheO/EReportsfolder,orclickPrint
fromtheFilemenuontheSalesStatisticsformintheO/E
StatisticsandInquiriesfolder.
2. FollowtheinstructionsinChapter7ofthisguideforprintingthe
SalesStatisticsreport.
Viewing Salesperson Statistics

To view customer transaction records by salesperson:
1. ChooseSalespersonInquiryfromtheO/EStatisticsand
Inquiriesfolder.
2. TypethesalespersoncodeorusetheFindertochoosethe
Shipments, Invoices
Processing Orders,
salespersonwhosesalesstatisticsyouwanttoreview.

3. Typetheyearfromwhichyouwanttoreviewstatistics,orselect
itfromtheFinder,thenusethePeriodfieldsNext/Previous
buttonstoselectthereportingperiod.
User Guide 475

4. Typetheyearandperiodtowhichtoviewsalesstatisticsinthe
ToYearandPeriodfields.
5. Choosethecustomernumberandthetypeofdocumenttolook
up,Invoice,CreditNote,OrDebitNote.
6. ClicktheGobuttontodisplaysalesstatistics.
View invoice or 7. Toviewandprintthetransactiondetailsforaninvoice,credit

credit note details
note,ordebitnote,doubleclickonthelineforwhichyouwant
moreinformation,orselectadetaillineandthenclickthe
Detailsbutton.
Viewing Sales History

1. ChooseSalesHistoryfromtheO/EStatisticsandInquiries
folder.

2. TypetheyearorselectitfromtheFindernexttotheFromYear
field,thenusethePeriodfieldsNext/Previousbuttonstoselect
thereportingperiodfromwhichtoviewstatistics.
3. Typetheyearandperiodtowhichtoviewsalesstatisticsinthe
ToYearandPeriodfields.

4. Chooseamethodtoviewrecords,bycustomernumberoritem
number.
Multicurrency 5. Ifyouusemulticurrencyaccounting,chooseFunctional

CurrencyorCustomerCurrency.
6. Typethecustomernumber,orselectitfromtheFinder.
7. ClicktheGobuttontodisplaysaleshistory.
View item details 8. Toviewthetransactiondetailsforacustomer,doubleclickon

thelineforwhichyouwantmoreinformation,orclickthe
Detailsbutton,toopentheSalesHistoryDetailform.
Adding, Editing, and Deleting Sales Statistics
Shipments, Invoices
Processing Orders,
IfyouselecttheAllowEditOfStatisticsoptionforSalesStatisticson
theOptionsform,youcanaddoreditsalesstatisticsforcurrentand
previousyearsduringsetupusingtheSalesStatisticsform.
WARNING!Editingordeletingstatisticsaftersetupcancause
gapsorinconsistenciestoappearinyourreports.We
recommendthatyouleavetheAllowEditOfStatistics
optionoffontheOptionsform,turningitononlywhen
settinguprecordsorwhenyouhaveaspecificreasonfor
doingso.
Forstepbystepinstructionsonadding,editing,ordeletingsales
statisticsforcurrentorpreviousyearsrefertostep7inChapter3of
theOrderEntryGettingStartedmanual.
User Guide 477

Chapter 5
Processing Credit Notes and
Debit Notes
IconsUsedtoProcessCreditNotesandDebitNotes.................................. 52
UsingtheCredit/DebitNoteEntryForm.......................................... 53
EnteringInvoiceandCustomerInformation................................... 54
EditingDetailInformation................................................... 57
EditingTaxInformation ..................................................... 59
VerifyingCreditNoteandDebitNoteTotals ................................. 512
PostingCredit/DebitNoteswithOptionalFields.............................. 514
PrintingCredit/DebitNotePostingJournals ..................................... 515
PrintingCreditNotesandDebitNotes .......................................... 516
ImportingCreditNoteandDebitNoteInformation ............................... 519

Credit/Debit Notes

Processing

User Guide 5i

Chapter 5
Processing Credit Notes and
Debit Notes
Thischaptercontainsinstructionsforentering,posting,and
reportingcreditnotesanddebitnotesinOrderEntry.Thefollowing
topicsarediscussed:
Iconsusedtoprocesscreditnotesanddebitnotes.
UsingtheCredit/DebitNoteEntryform:
Addingcreditnotesanddebitnotes
Creatingacreditnoteforanexistinginvoice
Creatingacreditnoteforanonexistentinvoice
Editingdetailinformation
Editingtaxinformation
Credit/Debit Notes
Processing
Verifyingcreditnoteanddebitnotetotals
Printingcreditnotes.
Importingcreditnoteanddebitnoteinformation.
Foranoverviewofcreditnoteanddebitnoteprocessing,see
Chapter2,WhatYouNeedtoKnowBeforeUsingOrderEntry,in
thisguide.
SeetheSageAccpacWorkbookfortutoriallessonswithstepbystep
instructionsforusingtheCredit/DebitNoteEntryform.Youcan
refertothelessonsforinformationaboutusingtheform,andyou
candothelessonswiththesampledatatopracticeusingtheform
withoutriskingyourowndata.
User Guide 51

Icons Used to Process Credit Notes and Debit Notes
Forspecificinformationaboutthefieldsinaform,presstheF1key
toopenonlineHelp,andthenclicktheFieldListbutton.For
instructionsonusingHelp,pressF1whenonlineHelpisdisplayed.
Icons Used to Process Credit Notes and Debit Notes

TheO/ETransactions,O/EForms,andO/EReportsfolderscontain
theiconsyouusetoprocesscreditnotesanddebitnotesand
generatereports.
UsetheCredit/DebitNoteEntryiconintheO/ETransactions
foldertoenter,post,print,andimportcreditnotesanddebit
notes.
UsetheCredit/DebitNotesiconintheO/EFormsfoldertoprint
rangesofpostedcreditnotesordebitnotes.Youcanalsoprint
individualcreditnotesimmediatelyafteryoupostthem.
O/E Reports folder UsetheseiconsintheO/EReportsfoldertolistandtrack

paymentsandadjustments.SeeChapter7,Reports,for
examplesofthereportsandforfurtherinformationaboutthem.

Form Description
Transaction List Provides detailed or summary information about
posted orders, invoices, or credit notes, selected
and sorted according to your choices.
Posting Journals Provides a record of the general ledger entries
created for invoices and credit notes in Accounts
Receivable from posted Order Entry transactions.
Sales History Provides a summary of sales totals from invoices,
returns, and credit notes posted since the last time
the data was cleared.
Sales Statistics Provides a summary of sales, invoices, and credit
note statistics accumulated since the data was last
cleared.

Using the Credit/Debit Note Entry Form

TheCredit/DebitNoteEntryformisusedtoadjustacustomers
accountforreturnedmerchandise,damageditems,orprice
adjustments.
ToopentheCredit/DebitNoteEntryform,chooseCredit/DebitNote
EntryfromtheO/ETransactionsfolder.
Before you start Beforeyouentercreditnotesanddebitnotes:
Findouttheinvoicenumberstobecreditedordebited.Youcan:
Enterthenumberofanexistinginvoice.
EnterthenumberofaninvoicethatdoesnotexistinOrder
Entry(suchasthenumberofadeletedinvoice).
Leavetheinvoicenumberblank.
Determinewhetherornotitemswillbereturnedtoinventoryfor
resale.OrderEntryletsyoureturngoodstoinventory,mark
goodsasdamaged,orenterpriceadjustments.
All Order Entry Allcreditnotesanddebitnotesaffectsalesamounts.Ifyoudo

credit notes affect
Credit/Debit Notes
notwanttoaffectanyOrderEntryorInventoryControl
sales
Processing
amountsorstatistics,enterthecreditnoteordebitnotein
AccountsReceivable.
VerifytheprefixesandnumbersyouwantOrderEntrytoassign
tocreditnotesandtodebitnotes.(Youcanchangeprefixesand
numbersequencesontheOptionsformintheO/ESetupfolder.)
RunDayEndProcessing(inInventoryControl)afterpostingthe
invoice,sothattheappropriatecostinginformationappears
whenyoureturngoodstoinventory.(YoucanalsochooseinI/C
Optionstocostitemsduringposting.)
Ifyouareenteringacreditnoteagainstanonexistentinvoice,
theaveragecostwillbedisplayedforitemsusingaverage
costing,FIFO,andLIFO,themostrecentcostwillbedisplayed
User Guide 53

foritemsusingmostrecentcost,andthestandardcostwillbe
displayedforitemsusingstandardcosting.Youcaneditthecost
beforepostingthereturn.
Warn if applying
additional credit Note: OrderEntryprovidesasettinginO/EOptionsthatlets
notes to invoices youcontroltheapplicationofmultiplecreditnotesto
invoices.YoucanchoosetohaveOrderEntrytowarnyou
whenpostingacreditnotetoapreviouslycreditedinvoice,
displayanerrormessage,orignoreadditionalcreditnotes.
Entering Invoice and Customer Information

Toentercreditnotesordebitnotes,chooseCredit/DebitNoteEntry
fromtheO/ETransactionsfolder.
Theformappearsasfollows:
The Optional Fields

and Rates tabs
appear if they
apply to the
invoice

Youcancreateacreditnoteoradebitnote:
Foranexistinginvoice.
Foranonexistentinvoice.
Thatdoesnotreferenceaninvoice.
If the invoice exists To enter a credit note or debit note for an existing invoice:
1. Selectthedocumenttypeeitheracreditnoteoradebitnote.
2. EntertheCustomerNumber.Youcanalsotabdirectlytothe
InvoiceNumberfieldandentertheinvoicenumber.
3. Typetheinvoicenumber,orselectitfromtheFinder.
Theinvoicedetailsareautomaticallydisplayed.Theorder
numberandinvoicedateappearonthecredit(ordebit)note
header.
4. Verifythattheinvoiceinformationiscorrect.Youcanchange
theentriesinanyfieldsotherthantheordernumberandinvoice
date.
5. Choosetheactionyouwanttotake:
Credit/Debit Notes
Ifyouarecreatingacreditnote,andallitemsontheinvoice
Processing
havebeenreturnedtoinventory,clicktheTotalstabto
completethecreditnote.FollowthestepsinVerifying
CreditNoteandDebitNoteTotals,laterinthischapter.
Ifyouarepartiallycreditingtheinvoiceforitemsreturned,
damageditems,orpriceadjustments,oraddingdetaillines
totheinvoicebeingcredited,followthestepsinEditing
DetailInformation,laterinthischapter.
User Guide 55

If no invoice exists To enter a credit note or a debit note for a nonexistent Invoice
in Order Entry or without referencing an invoice:
1. Selectthedocumenttypeeitheracreditnoteoradebitnote.
2. EntertheCustomerNumber.
Toselectanexistingcustomer,usetheFinder,ortypethe
numberandpressTab.
ClicktheZoombuttonorpressF9toenteroreditthe
customersbillingaddress.
Clickthecreditcheckbuttontodoapreliminarycredit
check.
To add a ToaddanewcustomertoAccountsReceivable,clickthe
customer, click
Newbutton.FillinthecustomerinformationinAccounts
New
Receivable,clickAdd,andthenclickClosetoreturnto
OrderEntry.
Rates tab Ifthecustomercurrencydiffersfromthecompanycurrency,a

Ratestabisaddedtotheform,whereyouverifythecreditnote
exchangerates.
3. Typethenumberoftheinvoice.Ifyoudonotknowthenumber,
leavetheInvoiceNumberfieldblank.
Theentriesfromthedefaulttemplateappearforthecredit/debit
note(exceptfortheentriesthatcomefromthecustomerrecord).
Use templates to 4. SelectadifferentTemplateCodetoreplacethedefaultcredit

enter or replace
noteordebitnoteandcustomerinformation.(Ifyoudonotusea
defaults
defaulttemplate,thefieldswillbeblank.)
5. Editcredit/debitnoteinformationasfollows:
CalculateTax(turnthisoptionoffifyouwanttoentertax
amountsmanually).SeeEditingTaxInformationlaterin
thischapter.

Creditnoteordebitnotenumber(onlyifyoudonotuse
automaticnumbering).
Actualreturndate(orremovaldate,ifyouareenteringa
debitnote),ifitdiffersfromtodaysdate.
Creditnoteordebitnotedate(ifitdiffersfromtodaysdate).
Fiscalyearandperiod(iftheydifferfromthecurrentfiscal
yearandperiod).
DescriptionandReferenceforthecreditordebitnote.
Forinstructionsonaddingcreditnoteordebitnotedetaillines,
seethenextsection,EditingDetailInformation.
Editing Detail Information

UsethedetailgridontheCreditNote(orDebitNote)tabtoenter
details:
Ifyouchooseanexistinginvoice,OrderEntrydisplaysallthe
detailsfromtheinvoice.
Ifyoudonotchooseanexistinginvoice,thedetailsectionwillbe
Credit/Debit Notes
blank.Tabtothedetailsection,orclickthefirstblankline(and
Processing
presstheInsertkey,ifnecessary)
Detail grid if the

invoice does not
exist
Note: PressF9orclicktheItem/Taxbuttontodisplayan
alternativedataentryformforitemdetails.
User Guide 57

To edit detail information:
1. Selectthelinetobecreditedordebited.
IfyouarenotcreditinganinvoiceinOrderEntry,thefirstlineis
alreadyselected.
2. Selectthetypeofcredit:
Items Returned To Inventory. Thisoptionappearsifyouare

enteringacreditnote.Ifyouselectthistype,enterthenumberof
unitsreturnedtoinventoryintheQuantityfield,orenteran
amountintheExtendedAmountfield.
Items Removed From Inventory. Thisoptionappearsifyouare

enteringadebitnote.Entertheadditionalnumberofunitsyou
areremovingfrominventoryintheQuantityfield,orenteran
amountintheExtendedAmountfield.
Damaged Items. Ifyouselectthistype,enterthenumberof

unitsdamagedintheQuantityfield.Damageditemsdonot
affectinventorylevelsbutdoaffectreceivables.
Ifnecessary,youcaneditotherfieldsbydoubleclickingan
entry.Whenyouenterthequantity,theprogramdisplaysthe
extendedprice.
Price Adjustment. Ifyouselectthistype,entertheprice

adjustmentinthePrice/Adj.field.Priceadjustmentsaffectthe
itemsalesamount.
Tip: IfyoudonotwanttoaffectanyOrderEntryor
InventoryControlstatistics,youshouldenterthecreditnote
inAccountsReceivable.
Youcaneditotherfieldsbydoubleclickinganentry.Whenyou
enteraquantity,theprogramdisplaystheextendedprice.
3. Ifyouneedtocheckorchangetaxinformationfortheitems,see
EditingTaxInformation,laterinthischapter.

4. Repeatsteps1through3foreachlinetobecredited/debited.
5. Deletealllinesthatarenottobecreditedordebited.Todeletea
line,selectitandpresstheDeletekey.Ifyouarepromptedto
6. Enteradditionallinesifneeded.Youcanaddlinesforitemsor
7. Whenyouarefinishedenteringdetails,followthestepsinthe
nextsection,EditingTaxInformation.
Editing Tax Information

Tochangetaxamountsforcreditnotesordebitnotes,youcan:
Changethecustomertaxclassortaxablestatusforthedebitnote
orcreditnote.
Changethetaxclassortaxablestatusforanyofthedetaillines.
Changethetaxamountmanually.
To edit tax information for a detail:
Credit/Debit Notes
1. Selectadetailline,andthenclicktheItem/Taxbuttononthe
Processing
CreditNote(orDebitNote)tab.
2. Tomakeyourchanges,youcaneither:
Editthecustomertaxclassifnecessaryand/ortheTax
Includedoption(ifpermittedbytheTaxAuthority)andthen
clickCalculateTaxes.
Or,
CleartheCalculateTaxesoptionontheCreditNoteorDebit
Notetab,enternewtaxamountsdirectly,andthenclick
Distributetaxes.
User Guide 59

Editing item taxes

3. ClickSave.
To edit tax information for a customer:
1. Tochangethetaxauthoritiesforthecustomer,selectthe
CustomertabontheCredit/DebitNoteEntryform,andspecifya
differentTaxGroup.

2. Tocheckorchangetaxexemptionoramountinformationfora
customer,clicktheTaxestab.

Editing customer
taxes

3. Tomakeyourchangesyoucaneither:
Editthecustomertaxclassforanauthority,ifnecessary,and
thenclicktheCalc.Taxesbuttontoupdatethetax
amount(s).
Or,
CleartheCalculateTaxesoptionandmanuallyentertax
amountsforeachauthority.ThenclickDistributeTaxesto
Credit/Debit Notes
distributethenewtaxamount(s)toeachcreditnoteitem.
Processing
4. Tochecktaxamountsforthecreditnoteandcomparethetotals
onthescreenwiththetotalsonthesourcedocument,clickthe
Totalstab.
5. ClickSave.
Editing Exchange Rates

Rates tab TheRatestabappearsonlyinamulticurrencyledger,ifthe

customerdoesnotusethefunctionalcurrency.
EnterexchangerateinformationintheCredit/DebitNoteEntryform
onlyifyoudonotwanttousethecurrentexchangerateforthe
User Guide 511

creditnote,orifnorateisenteredforthecreditnoteordebitnote
date.
Note: YoucannoteditexchangeratesbetweenEMUmember
currencies,orbetweenEMUmembercurrenciesandthe
euro.
Note: Realized Iftheexchangerateofthecreditnoteordebitnoteisdifferentthan

gains or losses
therateoftheinvoice,youwillrealizeanexchangegainorlosson
thetransaction.
To edit the exchange rate for a credit note or a debit note:
1. ClicktheRatestabontheCredit/DebitNoteEntryform.
Rates tab on the

Credit/Debit Note
Entry form
This example
shows that the
exchange rate for
the credit note has
been set to match
the invoice
exchange rate.

2. YoucanedittheCredit[Debit]NoteRateTypecode,theRate
DateandtheRate,ifnecessary.Theprogramdisplaystherate
fromtheinvoice(ifitexists).
Verifying Credit Note and Debit Note Totals

Beforeyoupostacreditnoteoradebitnote,youshouldverifythe
notetotal.Youcanalsochangethecreditnoteordebitnotedate,if
necessary,andspecifywhetherthecreditnoteordebitnoteincludes
theinvoicediscount(ifoneapplied).

To verify credit note and debit note totals:
1. ClicktheTotalstabontheCredit/DebitNoteEntryform.
Totals tab

2. Enteranycommentsaboutthecreditnoteordebitnote.
3. Entereithertheoriginaldiscountpercentagefortheorderoran
amountfromtheinvoice,ifoneapplied.
4. SelectDiscountMiscellaneousChargesiftheywerealso
discountedontheoriginalinvoice.
Credit/Debit Notes
Processing
5. Ifyouneedtochangetaxinformationforthecustomer,seethe
section,EditingTaxInformation,earlierinthischapter.
6. ClickthePostbuttontopostthecreditordebitnote.
7. Ifyouarereadytoprintthecreditordebitnote,clickYeswhen
thePostingCompletedmessageappears.
User Guide 513

Printing YoucanalsoprintthecreditordebitnotelaterusingtheCredit
NoteformintheO/EFormsfolder.SeePrintingCreditNotes,
laterinthischapter.
Posting Credit/Debit Notes with Optional Fields

Iftheheaderoptionalfieldsandthedetailoptionalfieldsdefinedfor
OrderEntryCredit/DebitNotesmatchtheAccountsReceivable
Invoicesoptionalfields,theoptionalfieldinformationcanbepassed
toAccountsReceivable.
Credit/Debit Notes Theoptionalfieldinformationforcreditordebitnoteheaders(fields

Headers
ontheOptionalFieldstab)willonlybepassedtoAccounts
ReceivableiftheA/RInvoicesoptionhasbeenselectedinthe
SettingsdialogboxwhenassigningoptionalfieldstoCredit/Debit
Notes.
Credit/Debit Notes TopassoptionalfieldsonindividualdetaillinestoAccounts

Details
Receivableinvoicedetaillines,selectthefollowingoptionsinthe
SettingsdialogboxwhenassigningoptionalfieldstoCredit/Debit
NotesDetails:
Returns
DamagedGoods
InventoryControl
NonstockClearing
CostVariance
MiscellaneousCharge
Credit/DebitNotesDetailsoptionalfieldswillbepassedtoAccounts
Receivableif:
TheAccountsReceivabledetailG/Laccounthasbeenselected
fortheInvoiceDetailsoptionalfieldinoptionalfieldsetupinthe
Settingsdialogbox.

Printing Credit/Debit Note Posting Journals
TheoptionalfieldsdefinedforO/ECredit/DebitNoteDetails
matchtheoptionalfieldsdefinedforAccountsReceivable
InvoiceDetails.
Printing Credit/Debit Note Posting Journals

TheCredit/DebitNotePostingJournallistspostedcreditnotesand
debitnotes.
Youcanprintpostingjournalsatanytime,butyoushouldrunDay
Endprocessingfirsttoupdatethejournalinformation.(DayEnd
processingispartoftheInventoryControlprogram.)
Youcanerase(clear)theinformationinapostingjournalafter
printing,usingtheClearHistoryform.
SeeChapter7,Reports,inthisguide,foranexampleofaposting
journal.
To print the credit/debit note posting journal:
1. ChoosePostingJournalsfromtheO/EReportsfolder.
Credit/Debit Notes
Processing
Options with the
Credit/Debit Notes
choice selected.
You can print

sales-split
information and
optional fields on
posting journals.

2. SelectCredit/DebitNotesasthepostingjournal.
3. Selecttherangeofdayendnumbersforwhichyouwanttoprint
thereport.
User Guide 515

DayEndProcessing(inInventoryControlDay)assignsdayend
numbers,whichappearonallauditreports.Normally,you
wouldacceptthedefaultrangeofalljournals(toprintall
journalsthatyouhavenotyetprinted).
4. Selecttheorderforprintingcreditanddebitnotes.
5. Choosetheinformationthatyouwanttoappearonthereport:
Salessplitinformation.
Taxsummaryandtaxreportinginformation.
AccountsReceivableauditinformation(showingtheG/L
transactionsarisingfromthecredit/debitnotes).
TaxReportinginformation.
Optionalfields.
6. Choosewhetheryouwanttoreprintpostingjournalsthathave
alreadybeenprinted.
Normally,youwouldnotreprint.(Youcannotreprintjournals
thathavebeencleared.)
7. ClickPrint.
After using Ifyouwant,youcanclearthepostingjournalsthatyouprinted,

usingtheClearHistoryform.

Youcanprintacreditnoteoradebitnotefromthe
Credit/DebitNoteEntryformimmediatelyafterposting,oryoucan
printrangesofnotesusingtheCredit/DebitNotesiconinthe
O/EFormsfolder.
Youcannotclearcreditnoteanddebitnoteinformationuntilyou
haveprintedcreditnotes.

Before you start Choosethereportthatyouwanttousetoprintcreditnotesand

debitnotes.YoucanuseoneoftheformsthatcomeswithOrder
Entry,youcanmodifyoneoftheformsthatcomeswiththe
program,oryoucandesignyourown.
Chooseadeliverymethodforthedebitnoteorcreditnote.Ifyou
chooseCustomerasthedeliverymethod,OrderEntrywilluse
themethodselectedinthecustomerrecordinAccounts
Receivablesuchasemail.
Postthecreditnotesanddebitnotesyouwanttoprint.If
printingthecreditordebitnoteimmediately,clickYestoprint
thenotewhenthePostingcompletedmessageappears.
Ifyouareusingpreprintedforms,printatestcopyofacredit
notetocheckthealignmentoftheformsinyourprinter.
To print a range of credit notes or debit notes:
1. ChooseCredit/DebitNotesfromtheO/EFormsfolder.
Credit/Debit Notes
Processing

2. IntheDocumentTypefield,selectCreditNoteorDebitNote
fromthedropdownlist.
3. Selectthecreditnotesordebitnotestoprintasfollows:
Use Credit Note or Use Debit Note. Selectthenameofthecredit

noteordebitnoteformtouse.Ifyouarenotsureofthename,
clickBrowse,thenselecttheformfromthelistthatappears.
User Guide 517

From Credit [Debit] Note Number / To Credit [Debit] Note

Number. Enterthefirstandlastcreditnoteordebitnote
numbersyouwanttoprint,orusetheFindertoselectthecredit
noterange.

specifiedineachcustomerrecord(suchasemail).

thedeliverymethod.
SelecttheIDforthemessageyouwanttosendwithcreditnotes
ordebitnotesthatyouareemailingtocustomersthatuseemail
asthedeliverymethod.
emailmessageforcreditnotesordebitnotes,clicktheZoom
buttonfortheMessageIDfield.
Include Credit [Debit] Notes Already Printed. Selectthisoption

ifyouwanttoprintnewcopiesofcreditnotesordebitnotesyou
printedbefore.

requiresit.

componentsinkitassembliesonthecredit/debitnote.

ofassembliesonthecredit/debitnote.
4. ClickPrint.

Importing Credit Note and Debit Note Information
Importing Credit Note and Debit Note Information

UsetheImportcommandontheFilemenuontheCredit/DebitNote
Entryformtoimportcreditnotes.
Formoreinformation,seeAppendixB,ImportingandExporting,
inthisguide.ReferalsototheSystemManagerUserGuide.
Youcanimportthesamecreditnotesanddebitnotesanynumberof
times.Theoriginalinformationisretaineduntilyoudeleteit.
Youcannotimportmulticurrencycreditnotesanddebitnotesintoa

singlecurrencyOrderEntrysystem.Edittheimportfiletoremove
themulticurrencyfieldbeforeimporting.
Credit/Debit Notes
Processing
User Guide 519

Chapter 6
Periodic Processing
DayEndProcessing ............................................................ 62
CreatingGeneralLedgerBatchesandPostingA/RBatchesinAccountsReceivable ... 63
PrintingPeriodicReports ....................................................... 65
ClearingHistory ............................................................... 67

Processing
Periodic
User Guide 6i

Chapter 6
Periodic Processing
Thischaptercontainsinstructionsfortheperiodictasksyouperform
aspartofprocessingyourtransactionsandkeepingyourorderentry
systemuptodate.
Thefollowingtopicsarediscussed:
DayEndProcessing.
Creatinggeneralledgerentries.
Printingperiodicreports.
Clearinghistory.
At each period end, you should:
Createanynewsalesordersyouwishtoprocessintheperiod
usingtheOrderEntryform.
Postothertransactionsthatapplytotheperiodusingthe
ShipmentEntry,InvoiceEntry,andCredit/DebitNoteEntry
forms.
PrinttheOrderActionandAgedOrdersreportstoidentify
ordersthatrequireaction.
PrinttheG/LTransactionsreport,andthencreategeneralledger
transactions(ifyoudonotusetheoptiontocreategeneralledger
Processing
Periodic
transactionsduringPostingorDayEndProcessing).
ProcessthebatchesinSageAccpacGeneralLedger,ifyouuseit,
orpostthemmanuallytoyourothergeneralledger.
Clearthetransactions,postingjournals,andstatisticsthatyouno
longerneed,usingtheClearHistoryform.
User Guide 61

Day End Processing
Press F1 for Forspecificinformationaboutafieldinaform,presstheF1key,

Help
thenclicktheFieldListbuttonontheHelpthatappears.
ForinstructionsonhowtouseHelp,pressF1againwhenHelpis
displayed.
Day End Processing

WhenyoupostOrderEntrytransactions,theprogramimmediately:
UpdatesitemquantitiesinInventoryControl.
Updatesitemcostsforpostedshipments,ifyouspecifiedtocost
itemsduringpostingontheI/COptionsform.
AddsprepaymentstoAccountsReceivablereceiptbatches.
MaycreateG/Ltransactionsifyouareshippinggoodsandyou
createG/Ltransactionsduringposting.
MaypostbatchesinAccountsReceivableifyoucostinventory
duringpostingandyoudonotusetheCreateBatchicontopost
A/Rbatches.
YoumustrunDayEndProcessingintheInventoryControlprogram
tocompletelyupdateyourOrderEntry,InventoryControl,and
AccountsReceivabledata.
DayEndProcessingperformsthefollowingtasks:
Activatesandpostsfutureordersthathavereachedtheirorder
date,andupdatesquantitiesonsalesorders.
Removesquoteswithexpirationdatesuptoandincludingthe
sessiondatefordayendprocessing.
Calculatestheunitcostforeachitemonashipment,usingthe
itemscostingmethod,ifyouchosetheInventoryControloption
tocostitemsduringdayendprocessing.

Creating General Ledger Batches and Posting A/R Batches in Accounts Receivable
CreatesabatchofGeneralLedgerjournalentriesforposted
shipments,ifyouchosetheOrderEntryoptiontocreategeneral
ledgerentriesduringdayendprocessing.
UpdatescostinginformationforLIFOandFIFOcosteditemsin
InventoryControl.
UpdatesInventoryControlwiththecostsofitemsreturned.
UpdatesstatisticsandhistoryinbothOrderEntryandInventory
Control.
Updatessalescommissions,ifyouselectedtheoptiontoTrack
Commissions.
CreatesandpostsabatchofAccountsReceivablesummary
invoicesandcreditnotesfrompostedOrderEntrytransactionsif
youdonotcostinventoryduringpostingandyoudonotusethe
CreateBatchiconinOrderEntrytopostA/RBatches.
CreatestheinvoiceandcreditnotepostingjournalsinOrder
Entryforthenewdayendsequencenumber.
ForinstructionsforrunningDayEndProcessinginInventory
Control,seeChapter7,DayEndandPeriodicProcessing,inthe
InventoryControlUserGuide.
Creating General Ledger Batches and Posting A/R

Batches in Accounts Receivable
UsetheCreateBatchiconto:
Processing

Periodic
Produceabatchofgeneralledgertransactions(orappendtoan
existinggeneralledgerbatch)fromtheshipmenttransactions
thatyoupostedinOrderEntry.
Postabatchofaccountsreceivabletransactionscreatedfrom
invoices,creditnotes,anddebitnotetransactionsthatyou
postedinOrderEntry.
User Guide 63

Creating General Ledger Batches and Posting A/R Batches in Accounts Receivable
Youcanusethisicononlyifyoudonotusetheoptiontocreatethe
generalledgerbatchduringpostingordayendprocessing,anddo
notusetheoptiontoposttheaccountsreceivableinvoicebatch
duringpostingordayendprocessing.
If you do not use Sage Accpac General Ledger,orifyourSage

AccpacGeneralLedgersystemisatanotherlocation,OrderEntry
appendsitsgeneralledgertransactionstoafilecalledoegltran.csv,
whichcanbeimportedbyaSageAccpacGeneralLedgeratanother
siteortransferredtoanothergeneralledgerthatyouuse.Thefileis
inaCommaSeparatedValues(CSV)format,andiscreatedinthe
samedirectoryasyourcompanydatabase.
NotethatallgeneralledgertransactionsareplacedinthesameCSV
file,andthateachtimeOrderEntrycreatestransactionsitasks
whethertoaddtothefileorreplaceit.
Always append YoushouldalwaysappendtotheCSVfile.Ifyouoverwriteit,you

willdestroyalltransactionsthatarealreadyinthefile.
Before you start SelecttheOnRequestUsingCreateBatchIconandotheroptions

ontheIntegrationtaboftheO/EG/LIntegrationform.
RunDayEndProcessingtoupdatethecompanysOrderEntry
data.
PrinttheG/LTransactionsreport,andthenfileitwithyouraudit
trailreports.(YoumustprintthereportbeforeusingCreateG/L
Batch.SeeChapter7,Reports,forinformationaboutprinting
theG/LTransactionsreport.)
To create the general ledger batch:
1. FromthePeriodicProcessingfolder,chooseCreateBatch.

Printing Periodic Reports
2. SelectCreateG/LBatchifyouarecreatingabatchoftransactions
forthegeneralledger.
3. Typethedayendnumberassignedtothelastdayendrunfor
whichyouwanttocreatethegeneralledgerbatch,oracceptthe
displayednumber.
Whenyoucreatethegeneralledgerbatch,thelastdayend
numberprocessedisenteredintheG/LTransactionsGenerated
ThroughDayEndNumberfieldontheIntegrationtabofOrder
EntrysG/LIntegrationform.
4. SelectPostA/RBatchtopostallinvoices,creditnotes,anddebit
notesintheAccountsReceivableprogram.
YoucanalsousePostBatchesintheAccountsReceivable
programtopostthetransactionscreatedbyOrderEntry.
5. Tocreatethebatch,clickProcess.
Amessageappearstellingyouwhenprocessinghasfinished.
6. ClickClosetoclosethemessagebox.
After using IfyoudonotuseSageAccpacGeneralLedgerorifyourSage

AccpacGeneralLedgerisinadifferentdatabasefromOrder
Entry,importtheoegltran.csvfileintoyourgeneralledger,then
deletethefilefromOrderEntry.
PostthebatchinSageAccpacGeneralLedger,ifyouuseit.

Processing
Periodic
ThissectiondescribestheOrderEntryreportsyoushouldprint
periodicallytoreportOrderEntryinformation.
User Guide 65

YouchoosethefollowingiconsfromtheO/EReportsfoldertoprint
periodicreports:

Transaction List Transactionlistsreportthedetailsofpostedorders,invoices,and
creditnotes.
Order Action TheOrderActionreportshowsthestatusofoutstandingorders

(ordersthathavenotyetbeenfullyinvoiced).
Aged Orders TheAgedOrdersreportlistsoutstandingordersbyorderdate.
G/L Transactions TheG/LTransactionsreportliststhegeneralledgertransactions

createdfromallshipmentspostedinOrderEntrysincethelasttime
youcreatedthegeneralledgerbatch.
Sales History TheSalesHistoryreportshowsordersales,returns,costs,and

marginfigures.
Sales Statistics TheSalesStatisticsreportshowsaccumulatedorderentrystatistics

forthecurrentperiodandforpriorperiodsthathavenotbeen
cleared.
Salesperson TheSalespersonCommissionreportshowsallcommissiondata
Commissions
accumulatedsincethedatawaslastcleared.
SeeChapter7,Reports,forfurtherinformationaboutthese
reports.

Clearing History
Clearing History
UsetheClearHistoryformtoselectivelyclear(delete)datayouno
longerwanttokeepinyourOrderEntrysystem.Therearefivetypes
ofdatayoucanclearusingthisform:
Transactionhistory(alltheinformationfromcompletedorders,
invoices,andcreditnotes).
Saleshistory(itemandcustomersalesbyperiod).
Salesstatistics(totalsandhighandlowamountsbyperiod).
Salespersoncommissions(commissionsaccumulatedsincethe
lasttimedatawascleared).
Printedpostingjournals(transactionsfrominvoices,credit/debit
notes,andshipmentswhichwillbepostedbyAccounts
Receivabletogeneralledgeraccounts,listedbydayend
number).
Youcanclearoneormoretypesofdataatthesametime.
Clearing
determines the Note: Salespersoncommissionfiguresareaccumulatedfor
salesperson eachsalespersonuntiltheyaresetbacktozerobytheClear
commission period Historyform.
Inotherwords,attheendofeachcommissionperiod,youmust
performthefollowingtasks:
1. RunDayEndProcessingtoupdateallcommissions.
2. PrinttheSalespersonCommissionreport.
Processing
Periodic
3. Clearsalespersoncommissiondatasoyoucanbegin
accumulatingdataonceagain.
Ifyouuseincreasingcommissionratesforincreasingsalesamounts
ineachperiod,makesureyouprintandclearsalesperson
commissionspromptlyatperiodend(orthecommissioncalculations
willnotbecorrect).
User Guide 67

Clearing History
Before you start Postalloutstandingorders,invoices,andcreditnotesthatcould

affectrecordsyouwanttoclear.
Printallinvoicesandcreditnotes.
RunDayEndProcessinginInventoryControltoupdate
transactionsandstatisticsthatcouldaffectrecordsyouwantto
clear.
Printreportsofthedatayouwanttoclear.Forexample:
Before clearing Printtheorder,invoice,andcreditnotelistsforthe

transaction history
transactionsyouplantoclear.
Whenyouprintthereports,sortbytransactionnumber,and
specifytransactionswithdatesuptoandincludingthedate
throughwhichyouareclearing.NotethatOrderEntrydoes
notusethetransactiondatetodeterminewhichtransactions
arecleared;itusesthedateonwhichyouranDayEnd
Processingaftercompletingthetransaction.
Before clearing PrinttheSalesHistoryreport.

sales history
Entertheyearandperioduptowhichyouareclearingin
theTofield,andthenselecttherangeofcustomernumbers
oritemnumbersforwhichyouwillclearstatistics.
Before clearing PrinttheSalesStatisticsreport.

statistics
Entertheyearandperioduptowhichyouareclearingin
theTofield.
Before clearing PrinttheSalespersonCommissionsreport.

salesperson
commissions Onceyouclearsalespersoncommissiondata,OrderEntry
startscalculatingcommissionsforthenewcommission
period.
Before clearing Foreachpostingjournalyouwanttoclear,printacopy.

posting journals
Makesureyouselecttherangeofdayendnumbersyou
plantoclear.IfyouusetheCreateG/LBatchicontocreate
thegeneralledgerbatch,printtheG/LTransactionsreport

Clearing History
forthejournals.NotethatyoumustprinttheG/L
TransactionsreportbeforeyouusetheCreateG/LBatchicon.
To clear history:
1. ChooseClearHistoryfromtheO/EPeriodicProcessingfolder.
WhenyouselectalltheoptionsontheClearHistoryform,it
lookslikethis:

2. Toclearorders,invoices,andcreditnotes,selecttheTransaction
Historyoption,thenenterthedatethroughwhichtocleardata.
OrderEntryclearstheorders,invoices,andcreditnotesthat
werecompleteduptoandincludingthedateyouspecify.
3. Toclearsaleshistory,selecttheSalesHistoryoptionthen:
a. Selecttheyearandperiodthroughwhichtocleardata.
b. SelectcustomernumbersoritemnumbersintheSelectBy
Processing
fieldthenentertherangeofnumbers.
Periodic
OrderEntryclearshistoryforthepreviousperiodsinthe
specifiedyear,andforallperiodsinpreviousyears.
4. Toclearsalesstatistics,selecttheSalesStatisticsoptionandthen
entertheyearandperiodthroughwhichtoclearstatistics.
User Guide 69

Clearing History
OrderEntryclearsstatisticsforthepreviousperiodsinthe
specifiedyear,andforallperiodsinpreviousyears.
5. Toclearsalespersoncommissionsafterprintingthecommission
reportattheendofthecommissionperiod,selecttheSales
personCommissionsoption,andthenentertherangeof
salespeopleforwhomyouwanttoclearthedata.
OrderEntryclearsalldatafortherangeofsalespeopleyou
specify.
6. Toclearpostingjournals,selectthePrintedPostingJournals
option,then:
a. Selectthetypeofpostingjournalyouwanttoclear.
b. IntheThroughDayEndNumberfield,enterthedayend
numberthroughwhichyouwanttoclear.
ClearHistoryclearsthepostingdataforalltransactionswitha
dayendnumberuptotheoneyouspecified,providedthatyou
printedthejournal.
7. Whenready,clickProcesstoclearthespecifiedinformation.
8. Repeattheabovestepsforotherrangesofrecordsfromwhich
youwishtoclearhistory.
Whenfinished,clickClosetoclosetheform.

Chapter 7
Reports
StandardReportFeatures ....................................................... 71
PrintingReports................................................................ 72
AgedOrders ................................................................... 73
CreditNotesandDebitNotes ................................................... 75
EmailMessages ............................................................... 76
G/LIntegration ................................................................ 77
G/LTransactions ............................................................... 77
Invoices ....................................................................... 79
MiscellaneousCharges......................................................... 711
Options ...................................................................... 711
OptionalFields................................................................ 712
OrderAction.................................................................. 712
OrderConfirmations .......................................................... 713
PickingSlips .................................................................. 715
PostingJournals ............................................................... 717
Quotes ....................................................................... 718
SalesHistory .................................................................. 720
SalesStatistics................................................................. 721
SalespersonCommissions ...................................................... 722
SalespersonCommissionRates ................................................. 722
ShipViaCodes ............................................................... 723
ShippingLabels ............................................................... 724
Templates .................................................................... 725
TransactionList ............................................................... 725

Reports
User Guide 7i

Chapter 7
Reports
ThischapterdescribesthereportsyoucanprintfromSageAccpac
OrderEntry.Theinformationforeachreportincludesadescription
ofthereportspurposeandinstructionsonwhenandhowtoprint.
Forsomereports,thechapterdescribesoptionsyoucanselect,report
featuresorcontents,otherreportsyoucanprintfromthesame
reportform,andinformationthatappearsonreportsina
multicurrencyOrderEntrysystem.
Standard Report Features

AllOrderEntryreportsinclude:
Report contents Dateandtimethereportwasprinted(thesystemdate,notthe

oneyouenteredwhenyoustartedSageAccpacERP).
Reporttitle.
Companyname,asenteredinthecompanyprofile.
Pagenumber.
Selectioncriteriaforthereport,ifapplicable.
YoucanincludeoptionalfieldinformationwhenprintingPosting
Journalsreports,MiscellaneousChargesreports,andTransaction
Listreports.Optionalfieldinformationhasbeenremovedfromthe
Optionsreport,sincethisinformationislistedinanewreport,called
theOptionalFieldsreport.
Somereportssupportthesave/restoresettingsfeature,witha
Settingsmenuthatincludes:SaveSettingsasDefaults,andClear
SavedSettings.
Reports
User Guide 71

Printing Reports
Printing Reports
Report sizes and Allreportsfitonan8x11,orA4sizelaserprintedpage.Most
printer
reportsareprintedinlandscape(wide)orientation,butsomeuse
requirements
portrait(long)orientation.
Print destination Youcanprintreportstoaprinter,toafile,toyourscreen,ortoan

emailmessage.Thesystemupdatesthereportstatustoprintedafter
printingtoanyprintdestination.
Tospecifytheprintdestination,clickPrintDestinationfromtheFile
menuinthecompanydesktopandthenselectadestinationtowhich
youwantreportsprinted.

Paper.Setyourprintoptionstomatchyourprinter:
Report Paper Size. Selectthisoptionifyouusealaserprinter

andwanttoprinteachreportusingitspredefinedpapersize
(numberoflinesperpage).
Donotselectthisoptionifyouuseadotmatrixprinterorifyou
wanttoselectthepapersizebeforeprintingeachreport.
Report Orientation. Selectthisoptionifyouusealaserprinter

orothertypeofprinterthatcanprintinlandscapeandin
portrait.Thischoiceensuresthereportwillbeprintedinits
intendedorientation,evenifanotherorientationisspecifiedin
theWindowsControlPanel.

Aged Orders
Donotselectthisoptionifyouuseacontinuousfeedprinter.
Use A4 in Place of Letter. SelectthisoptionifyouuseA4paper

(Europeanpapersize)insteadoftheNorthAmericanlettersize.
Default Paper Size.Thissettingworkswithreportsthatare

availableinletterandlegalpaperwidths.
Clearing posting Somereportsmustbeprintedbeforeyoucanperformotherstepsin

journals
theprogram.Forexample,youmustprintacopyofeachposting
journal,usinganyprintdestination,beforeyoucanclearthedatafor
thejournalinClearHistory.
Security Thenumberofreporticonsavailableonthecompanydesktop
permissions and
dependsonthesecuritypermissionsyouhavebeengranted.For
report availability
informationaboutthesecuritypermissionsinOrderEntry,see
AppendixCinthisguide.
Further Forinformationaboutsettinguporselectingprinters,seetheSystem
information
ManagerUserGuide.
Aged Orders
Thisreportprovidesalistofallincompleteordersandtheirrelative
agesinthesystem.Thereportallowsyoutoquicklyspotandacton
ordersthathavebeenoutstandingforalongtime.
Youcanlistallorarangeofordersbyordernumber,customer
number,orcurrency,inamulticurrencysystem.Youcanselectthree
agingcategories.Afourthcolumnshowsordersthathavebeen
outstandingformorethanthenumberofdaysinthelastaging
category.
When to print Printthereportperiodicallytoidentifyordersthathavenotbeen

filled.
Reports
User Guide 73

Aged Orders
How to print ChooseAgedOrdersintheO/EReportsfolderandthenspecifythe

followinginformation:
Thedateasofwhichyouwantordersaged.
AllordersolderthantheAgedAsOfdatefallintooneofthe
agingperiods.OrdersthataremorerecentthantheAgedAsOf
date(anduptotheCutoffDate)appearintheCurrentcolumn.
Aged As Of Cutoff
Date Date
over 90 61 to 90 31 to 60 1 to 30 Current
days days days days Orders
Order dates before the Aged As Of date

TheCutoffDate(thedateofthemostrecentorderyouwant
listed).Thereportdoesnotlistorderswithadocumentdatelater
thanthisdate.Ifyoudonotwanttolistanycurrentorders,enter
thesamedateintheAgedAsOfandCutoffDatefields.
Thesortingorderforthereport:byordernumber,customer
number,orcurrencycode(inamulticurrencysystem).
Rangesofordernumbers,customernumbers,andcurrenciesto
includeonthereport.
Numberofdaysineachreportagingperiod.Thedefaultaging
periodsaredefinedintheO/EOptionsform.
Multicurrency Whethertoprintamountsinthecustomercurrencyorinthe
accounting
functionalcurrency.
Whatextrainformationtoinclude:invoiceinformation,contact
nameandphonenumber,orspaceforcomments.


OrderEntryscreditnotesanddebitnotesletyoushowcustomers
thedetailsofsalesreturnsandothercreditsanddebitspostedto
theiraccountsusingtheCredit/DebitNoteEntryform.
Keep Transaction Ifyoudonotkeeptransactionhistory,OrderEntrydeletes

History option
informationforprintedcreditnotesanddebitnoteswhenyourun
DayEndProcessinginInventoryControlsoyouwillnotbeable
toreprintcreditnotes.
How to print ChooseCredit/DebitNotesfromtheO/EFormsfoldertoprintallor

arangeofcreditnotesordebitnotes.
Youcanalsoprintanindividualcreditnoteordebitnote
immediatelyafterpostingacreditnoteordebitnote.(OrderEntry
askswhetheryouwanttoprintthecreditnoteordebitnotewhenit
displaysthePostingcompletedmessage.)
OrderEntryletsyouchooseadeliverymethodforthedebitnoteor
creditnote:
ChoosePrintDestinationtoprinttoyourusualprintdestination.
ChooseCustomertousethedeliverymethodspecifiedforthe
customerinAccountsReceivable.
IfthecustomersdeliverymethodisEmailorContactEmail,
theprogramsendsthecreditnoteordebitnotetotheemail
addressspecifiedinthecustomerrecord,ratherthantoaprinter.
YoucanspecifytheIDforthemessagethatyouwanttosend
withthecreditnoteordebitnote.
emailmessageforcreditnotesordebitnotes,clicktheZoom
buttonfortheMessageIDfield.
Options Youcanprinteithercreditnotesordebitnotesatonetime.
Reports
User Guide 75

E-mail Messages
Youcanselecttheoption,IncludeCredit[Debit]NotesAlready
Printed,toprintallcreditnotesordebitnotesintherange,or
cleartheoptiontoprintonlythoseyouhavenotalreadyprinted.
SelecttheCustomFormoptionifthereportform(xxxxxx.RPT)
doesnotusethereportselectioncriteriasentbythecredit/debit
noteprintprogram.(Donotselectthisoptionunlessyouknow
thatyourcustomizedcredit/debitnoteformrequiresit.)
Choosewhetheryouneedtoprintkitcomponents(ifanykitsare
listedontheorder).
Choosewhetheryouneedtoprintbillsofmaterialcomponents
(ifanyitemsareassembledfrombillsofmaterial).
OrderEntrycomeswithtwostandardcreditnoteforms:
OECRN01.RPTprintsacompletecreditnoteonalaserorinkjet
printer(includingheadings,lines,andboxes),andOECRN02.RPT
printscreditnoteinformationonly(forpreprintedstock).
Unit Price column

on printed forms Note: TheUnitPricecolumnprintedoncreditordebitnotes
may not match the iscalculatedbydividingtheextendedpricebythequantity
data entry screen. returnedwhetherpricingbyquantityorbyweight.When
pricingbyweight(andwhentheorderunitofmeasureis
notthepricingunitofmeasure),theprintedunitpricemay
notmatchtheunitpriceonthetransactionentryform.
SeeAppendixDinthisguideformoreinformationonusing
differentOrderEntryforms.
E-mail Messages
TheEmailMessagesreportliststhestandardemailmessagesyou
createdtosendwithemailedquotes,orderconfirmations,invoices,
creditnotes,anddebitnotes.
Thereportincludesthetypeoftransactionassociatedwiththe
message,themessageIDanddescription,andthemessagetext.

G/L Integration
When to print Printthisreportwheneveryouadd,modify,ordeleteemail

messages.
How to print ChooseEmailMessagesintheO/EReportsfolder,orchooseFile,

PrintfromtheEmailMessagessetupform,thenclickPrint.
G/L Integration
TheG/LIntegrationreportliststheselectedoptionsandother
informationyouenteredintheG/LIntegrationformtospecifyhow
yourOrderEntrysystemsendstransactionstoGeneralLedger.
When to print Printthereportbeforeandafterchangingoptions.
How to print DoubleclicktheG/LIntegrationiconintheO/EReportsfolder,or

chooseFile,PrintfromtheG/LIntegrationform.
Features Thereportdisplays:
Generalledgerintegrationoptions.
InformationtransferredfromsourcetransactionfieldstoG/L
transactionfields(fordescription,referenceandcomment
fields).
G/L Transactions
TheG/LTransactionsreportisalistofthegeneralledger
transactionscreatedfrompostedOrderEntryshipmenttransactions.
Youcanprintdetailedorsummaryversionsofthereport.
Thelevelofdetailfortransactionsonthedetailedreportdependson
yourchoicesontheIntegrationtaboftheOptionsform.Forexample,
ifyouchooseConsolidatebyAccountandFiscalPeriod,thereport
showsatotalforeachgeneralledgeraccountandfiscalperiod.If
youchooseDoNotConsolidate,thereportshowsfulldetailsfor
eachtransaction.
Reports
User Guide 77

G/L Transactions
Thesummaryreportlistsonetotalforeachaccountnumber.
When to print PrintthisreportbeforeorafterusingtheCreateG/LBatchesform,or

beforeyouclearprintedpostingjournalsusingtheClearHistory
form.Notethatonceyouclearprintedpostingjournals,youcanno
longerprintthosetransactionsontheG/LTransactionsreport.
How to print ChoosetheG/LTransactionsiconfromtheOEReportsfolder.
Then,makeyourselectionsinthefollowingfields:
Through Posting Sequence. Enterthepostingsequenceuptoand

includingthesequenceforwhichyouwanttolisttransactions.The
latestpostingsequencenumberisdisplayedbydefaultinthisfield.
Youcanenterearlierpostingsequencenumbersifyouwish.
Report Format. SelectDetailorSummary.
Sort By. Ifyouchoosethedetailedreportformat,specifytheorderin

whichtolistthetransactionsonthereport.Thechoicesareby
generalledgeraccountnumber,orbyyearandperiod.
Report Currency. Ifyouusemulticurrencyaccounting,specify

whethertoprintamountsineachcustomerscurrency(source)orin
thefunctionalcurrency.
Features Thedetailedreportincludesthefollowinginformation:
Thesourcecodeassignedduringpostingtoidentifydifferent
typesoftransactions.OrderEntrysourcecodesare:
OECO (O/EConsolidatedEntry)
OEIN (O/EInvoices)
OESH (O/EShipments)
TheinformationintheReferenceandDescriptioncolumns
dependsonyourchoicesontheOptionsform.Inthisexample,
thereferenceisthecustomernameandthedescriptionisthe
headerdescription.
Totalbysortingoption.

Invoices
Invoices
Aninvoiceisadetailedbillforitemspurchasedandshippedby
OrderEntry.

History option
informationforprintedinvoiceswhenyourunDayEndProcessing
inInventoryControlsoyouwillnotbeabletoreprintinvoices.
How to print ChooseInvoicesfromtheO/EFormsfoldertoselectallorarangeof

invoices.Youcanalsoprintindividualinvoicesimmediatelyafter
postingthem.(OrderEntryaskswhetheryouwanttoprintthe
invoicewhenitdisplaysthePostingcompletedmessage.)
OrderEntryletsyouchooseadeliverymethodforinvoiceprinting:
theprogramsendstheinvoicetotheemailaddressspecified
inthecustomerrecord,ratherthantoaprinter.Youcanspecify
theIDforthemessagethatyouwanttosendwiththeinvoice.
MessageIDfield.
Options Youcanselecttheoption,IncludeInvoicesAlreadyPrinted,to
printallinvoicesintherange,orleavetheoptioncleartoprint
onlythoseinvoicesthathavenotbeenprinted.
Youcanalsoindicatewhetheryouneedshippinglabels.
Choosewhetheryouwanttoincludebackorderedquantitieson
theinvoice.
SelecttheCustomFormoptioniftheinvoiceform(xxxxxx.RPT)
doesnotusethereportselectioncriteriasentbythisorder
Reports
User Guide 79

Invoices
confirmationprintform.(Donotselectthisoptionunlessyou
knowthatyourcustomizedinvoiceformrequiresit.)
listedontheinvoice).
Features OrderEntrycomeswithfive8x11invoicereportforms:
OEINV01.RPTprintsacompleteinvoiceform(including
headingsandlines)onalaserorinkjetprinter.Thisformuses
datapipefields.
OEINV02.RPTprintsonlytheinvoiceinformationon
preprintedstock.Thisformusesdatapipefields.
OEINV03.RPTprintsacompleteinvoiceform(including
headingsandlines)onanInternetform.
OEINV04.RPTprintsanondatapipeinvoiceform(including
headingsandlines)onalaserorinkjetprinter.
OEINV5.RPTprintsanondatapipeinvoiceformon
preprintedstock.
Unit Price column

on printed invoices Note: TheUnitPricecolumnprintedoninvoicesis
may not match the calculatedbydividingtheextendedpricebythequantity
data entry screen. shippedwhetherpricingbyquantityorbyweight.When

Miscellaneous Charges
Miscellaneouschargesarethechargesaddedtoinvoicesandcredit
notesforcostsotherthanforitemspurchasedandreturned.For
example,miscellaneouschargescanbesetupforpostage,shipping,
handling,andrestocking.
YoucanincludeoptionalfieldsinformationinMiscellaneous
Chargesrepots.
When to print Printthereportwheneveryouchangemiscellaneouscharges

information.
How to print ChooseMiscellaneousChargesintheO/EReportsfolder,orchoose

File,PrintfromtheMiscellaneousChargesform,thenselect:
Theorderinwhichyouwantthereportprinted(by
miscellaneouschargeorbycurrency,ifyouhavea
multicurrencysystem).
Therangeofmiscellaneouschargecodes.
Therangeofcurrencycodes,ifyouuseamulticurrencyledger.
Options
Thisreportdocumentstheinformationandoptionsyouentered
whenyousetupyourOrderEntrysystem,orwhenyouchangedthe
informationusingtheOptionsform.
When to print Printandfilethereportwheneveryouchangecompanyoptionsfor

theorderentrysystem.
How to print ChooseOptionsintheO/EReportsfolder,orchooseFile,Printfrom

theOptionsformandthenclickPrint.
Reports
User Guide 711

Optional Fields
Optional Fields
ThisreportdisplaysalltheoptionalfieldsyouassignedtoOrder
Entry,withtheirnames,descriptions,values,andwhethertheycan
beautoinserted.
When to print Printandfilethereportwheneveryouchangeoptionalfieldsforthe

orderentrysystem.
How to print ChooseOptionalFieldsintheO/EReportsfolder,orchooseFile,

PrintfromtheOptionalFieldsformandthenclickPrint.
Order Action
Thisreportlistscurrentorders.TheOrderActionreportoptions
allowyoutoproduceawidevarietyofreports.
When to print Whenyouneedtoreviewactiveorderstoseewhathasbeendone

withthem,orneedstobedone.
How to print ChooseOrderActionintheO/EReportsfolderandthenspecifythe

followinginformation:
Whethertoprintadetailreportorasummaryreport.
Thesortingorderforthereport:byordernumber,customer
number,orprimarysalespersonnumber.
Rangesofordernumbers,customernumbers,orprimary
salespersonnumberstoincludeonthereport.Therangeof
expectedshipdates(fororders)toincludeonthereport.
Therangeofexpectedshipdates(fororders)toincludeonthe
report.
Whethertoincludeallorders,ordersentereddirectly,ororders
enteredviatheInternet.

Order Confirmations
Thetypesoforderstoinclude:allorders,ordersnevershipped,
orderspartiallyshipped,ordersneverorpartiallyshipped,or
ordersonhold.
Theprintstatusoforderstoinclude:allstatuses,posted(nothing
printed),confirmationprinted,orpickingslipprinted.
Ifyoushipgoodsfromanorderandprintthepickingslipafter
postingfromtheOrderEntryform,onlytheshipmentwillhave
theprintstatussettoPickingSlipPrinted,nottheorder.
Theitemstatusoforderstoinclude:completedwithno
shipments,incomplete,someitemsavailableforshipment,all
itemsavailableforshipment,oritemsoutofstock.
Whethertoprintpricesandtotalorderamountsinthecustomer
currencyorinthefunctionalcurrency(fordetailreportsin
multicurrencyledgersonly).
Dynamic reports
Note: YoucanusetheOEORDACT.VBAmacrotogenerate
adynamicreport,choosingthefieldsyouwanttoappearon
thereportasneeded.SeeAppendixDinthisguideformore
information.
Order Confirmations
Beforecompletingandinvoicinganorder,youcanprintandsend
customersanorderconfirmationthatacknowledgesreceiptofthe
orderandconfirmsthecontents.
How to print ChooseOrderConfirmationsfromtheO/EFormsfoldertoprintall

orarangeorconfirmations.
Youcanalsoprintindividualorderconfirmationsimmediatelyafter
postingordersfromtheOrderEntryform.(OrderEntryasks
whetheryouwanttoprinttheorderconfirmationwhenitdisplays
thePostingcompletedmessage.)
Reports
User Guide 713

Order Confirmations
OrderEntryletsyouchooseadeliverymethodfortheorder
confirmations:
theprogramsendstheorderconfirmationtotheemailaddress
specifiedinthecustomerrecord,ratherthantoaprinter.You
canspecifytheIDforthemessagethatyouwanttosendwith
theorderconfirmation.
Options Youcanprintallorderconfirmationsintherangeyouselectedby
selectingtheoption,IncludeConfirmationsAlreadyPrinted,orlimit
printingtothosethathavenotbeenprintedbyclearingthisoption.
Youcanalsoindicatewhethershippinglabelsarerequiredforthe
order.
IfyouareprintingfromtheOrderConfirmationsform,youcan:
Selectarangeoforders.
Choosewhetheryouwanttoreprintconfirmations.
Choosewhetheryouneedshippinglabels.
SelecttheCustomFormoptioniftheorderconfirmation
(xxxxxx.RPT)doesnotusethereportselectioncriteriasentby
thisorderconfirmationprintform.(Donotselectthisoption
unlessyouknowthatyourcustomizedorderconfirmationform
requiresit.)
listedontheorder).

Picking Slips
Choosewhetheryouwanttoprintorderconfirmationsfor
ordersthatareonhold,orrestrictprintingtoordersthatcanbe
shipped.
Features SageAccpacOrderEntrycomeswithtwoorderconfirmationforms:
OECONF01.RPTprintsacompleteconfirmation(includinglinesand
borders)onalaserorinkjetprinter,andOECONF02.RPTprints
orderinformationonpreprintedstock.
OECONF03.RPT,anorderacknowledgementform,isalso
shippedwithSageAccpacOrderEntryandisusedby
iConnectSalesOrdersforInternetorders.
Unit Price column

on confirmatons Note: TheUnitPricecolumnprintedonorderconfirmatons
may not match the iscalculatedbydividingtheextendedpricebythequantity
data entry screen. orderedwhetherpricingbyquantityorbyweight.When
Picking Slips
Youcanprintpickingslipsthatyourwarehouseorshipping
departmentcanusetolocateorderitemsandchecktheavailability
ofinventory.Youcansortitemsonpickingslipsbypickingsequence
(usuallythelocationofgoodsinyourwarehouse),itemnumber,or
orderlinenumber.
Selectallorarangeofordersorshipmentsandlocationsforwhich
toprintpickingslips.Youcanlimitprintingtothosethathavenot
beenprinted,orprintallpickingslipsintherangeyouselected.
Reports
User Guide 715

Picking Slips
Dependingonwhetheryouareprintingpickingslipsforordersor
shipments,pickingslipswillshowthenumberofitemsthatare
currentlyonorder(theoriginalamountminusthequantityshipped)
orthenumberfortheparticularshipment.
How to print ChoosePickingSlipsfromtheO/EFormsfolder,andthen:
Selectthereportthatcorrespondstothepickingslipthatyou
wanttoprint.Thereportfilethatyouusedlastappearsby
default.
Choosewhetheryouareprintingpickingslipsforarangeof
postedordersorforpostedshipments.
Selectwhetheryouwantitemdetailslistedoneachpickingslip
bypickingsequence,itemnumber,ororder/shipmentline
number.
Specifytherangeoforders/shipmentsforwhichyouwant
pickingslipsprinted.
Specifytherangeoflocationsforwhichyouwantslipsprinted.
OrderEntryusesthedefaultlocationenteredintheorderor
shipmentheadertodeterminethelocationnotthelocations
enteredforindividualdetaillines.
Specifywhetheryouwanttoreprintpickingslipsthathave
alreadybeenprinted.
Ifyouhavealreadyshippedsomegoodsonanorderandwant
toprintanewpickingslip,selecttheordernumberandselect
theoption,IncludePickingSlipsAlreadyPrinted.
Choosewhetheryouwillneedtoprintshippinglabelsforthe
orders/shipmentsbeingpicked.
listedontheordersorshipments).

Posting Journals
Features OrderEntrycomeswithseveralpickingslipforms:
OEPICK01.RPTandOEPICK02.RPTaredatapipedreports,
whichmeansthattheyuseaprogramtoreadinformationfrom
theSageAccpacdateabaseandsortitforprinting.Datapiped
reportsarefaster,butnotaseasilycustomizableasODBCbased
reports.
OEPICK01.RPTprintsacompletepickingslip,including
linesandborders,onalaserorinkjetprinter,whereas
OEPICK02.RPTisdesignedforpreprintedforms,andprints
justthepickingnumberandorderinformation.
OEPickOrder1.rpt,OEPickOrder2.rpt,OEPickShipment1,and
OEPickShipment2areODBCbasedversionsofOEPICK01.RPT
andOEPICK02.RPTforprintinginformationfromordersor
shipments.TheyreaddatadirectlyfromtheSageAccpac
databaseusingstandarddatabaseaccessmethods.
Note: Bydefault,OrderEntryprintsthedatapipedversions
ofthepickingslip.SeeAppendixDinthisguidefor
informationonprintingtheODBCreports.
Posting Journals
TheShipment,Invoice,andCredit/DebitNotePostingJournalsare
partofyouraudittrail.Printthepostingjournalsattheendofeach
day,aspartofyourdayendprocedure.Youcancleartheposting
fileafterprintingthereport.
TheShipmentsPostingJournallistsallshipmentsfortherangeof
dayendnumbersyouspecify.TheInvoicePostingJournallistsall
invoicesissuedtocustomersfortherangeofdayendnumbersyou
specify.TheCredit/DebitNotePostingJournallistscreditnotes
issuedtocustomersforreturnedgoods,andothercredits.
Reports
User Guide 717

Quotes
Youcanincludesalessplits,taxinformation,andoptionalfieldsin
postingjournals.YoucanalsoincludeAccountsReceivableaudit
informationwithinvoiceinformationtohelpyoumatchpostingsin
OrderEntrytoAccountsReceivabletransactions.
Multicurrency Apostingjournalfromamulticurrencysystemliststhecustomers

currencycodeforeachinvoice,alongwiththeexchangerate,
exchangeratetype,andexchangeratedate.Thejournalprints
amountsinbothsourceandfunctionalcurrencies.
Thefinalpageofthereportincludestotalsforeachsourcecurrency,
andageneralledgersummaryinbothsourceandfunctional
currencies.
When to print Printregularly(dailyorweekly).Thisisthedetailedrecordofall

transactionsarisingfromparticularinvoices,credit/debitnotes,and
shipmentsthatwillbepostedtothegeneralledgerfromAccounts
Receivable.
How to print ChoosePostingJournalsintheO/EReportsfolder,andthen

selectShipments,Invoices,orCreditNotes.
Specifytherangeofdayendnumbersforwhichyouare
printingthereport.
Selecttheorderinwhichyouwantthetransactionstoappear.
Choosetoincludesalespersonsplits,taxinformation,A/Raudit
information(forinvoices),andoptionalfields.
Choosetoreprintpreviouslyprintedjournals
Forshipmentsandinvoices,choosewhethertoprintthejournal
onan8x11,A4,or8x14page.
Quotes
Aquoteisadetailedreportonitemsacustomerisinterestedin
purchasing.OrderEntryprovidesastandard8x11layoutthat
youcanuseasisorchangetosuityourneeds.

Quotes
Note: Quotesaredeletedautomaticallyaftertheirexpiry
date.
When to print Immediatelyafterpostingaquoteforacustomer,orbeforeDayEnd

Processingonthequotesexpirydate.
How to print ChooseQuotesintheO/EFormsfoldertoprintallorarangeof

quotes.Youcanalsoprintindividualquotesimmediatelyafter
postingthem.(OrderEntryaskswhetheryouwanttoprintthequote
whenitdisplaysthePostingcompletedmessage.)
Youcanprintallquotesfromtheordersintherangeyouselectedby
selectingtheoption,IncludeQuotesAlreadyPrinted,orlimit
printingtothosethathavenotbeenprintedbyclearingthisoption.
OrderEntryletsyouchooseadeliverymethodforquotes:
theprogramsendsthequotetotheemailaddressspecifiedin
thecustomerrecord,ratherthantoaprinter.Youcanspecifythe
IDforthemessagethatyouwanttosendwiththequote.
MessageIDfield.
Specifywhetheryouwanttoreprintquotesthathavealready
beenprinted.
SelectCustomFormonlyifyouhaveaspecialquoteformthat
doesnotusethereportselectioncriteriasentbythisprintform.
SelectPrintKitComponentItemstoprintallofthecomponents
inkitassembliesonthequoteform.
Reports
User Guide 719

Sales History
SelectPrintBillsofMaterialComponentItemstoprintallofthe
componentsinassembliesthataremanufacturedfrombillsof
assembliesonthequoteform.
Unit Price column

on printed quotes Note: TheUnitPricecolumnprintedonquotesiscalculated
may not match the bydividingtheextendedpricebythequantityordered
data entry screen. whetherpricingbyquantityorbyweight.Whenpricingby
weight(andwhentheorderunitofmeasureisnotthe
pricingunitofmeasure),theprintedunitpricemaynot
matchtheunitpriceonthetransactionentryform.
Sales History
Thisreportprovidesasummaryordetailedreportofsalestotalsby
customer,inventoryitem,orprimarysalesperson.Thereportcanbe
usedasasalesjournal,torecordsalesstaffperformancebyterritory
orlocation,andtoindicatethestrengthsandweaknessesin
companysales.Youcanclearthesaleshistory(usingtheClear
Historyform)afterprintingthereport.
Youmustselecttheoption,KeepSalesHistory,ontheOptionsform
tobeabletoprintthereport.
When to print AfterrunningDayEndProcessing,attheendofanaccountingcycle,

oranytimeyouwanttocheckonyoursalesperformance.
How to print ChooseSalesHistoryintheO/EReportsfolder,orchooseFile,Print

fromtheSalesHistoryform,then:
SelectDetailorSummaryforthetypeofreportyouwantto
print.(Thereisnosummaryreportwhenprintingbyprimary
salesperson.)
Specifytherangeofyearsandperiodsforwhichyouare
printingthereport.

Sales Statistics
Selecttheorderinwhichyouwantthesaleshistorytoappearon
thereport(bycustomernumber,itemnumber,orprimary
salesperson).
Choosetherangesofcustomernumbers,itemnumbers,and
primarysalespersonnumberstoincludeonthereport.
Multicurrency Ifyouusemulticurrencyaccounting,youcanalsochoosethe
accounting
rangeofcurrencycodes,andyoucanspecifywhethertoprint
amountsincustomercurrencyorfunctionalcurrency.
Sales Statistics
Thisreportlistsorderentrystatisticsaccumulatedsinceyoulast
clearedthesalesstatisticsdatafortheperiodyouspecify.Thereport
canhelpyouunderstandandanalyzethelevelofprocessinginyour
OrderEntrysystem.NotethatyoumustchoosetheKeepSales
StatisticsoptionontheOptionsformtoprintthisreport.
When to print Whenyouwanttocheckonthevolumeoforders,invoices,and

creditnotesyouprocessedduringaperiod.
How to print ChooseSalesStatisticsintheO/EReportsfolder,orchooseFile,Print

fromtheSalesStatisticsform,then:
Specifytherangeofyearsandperiodsforwhichtoprintthe
report.
Ifyouusemulticurrencyaccounting,specifywhethertoprint

amountsincustomercurrencyorfunctionalcurrency,clickthe
rangeofcurrencycodestoinclude,andselectwhetherto
consolidatestatisticsfortherangeofcurrenciesyouspecify.
Reports
User Guide 721

Salesperson Commissions
Salesperson Commissions
Thisreportliststhesalescommissionearningsforeachsalesperson
sinceyoulastclearedtheircommissiondata.
YoumustselectTrackCommissionsontheOptionsformtobeable
toprintthisreport.
Printadetailreportorasummaryreport.Thesummaryreport
printsthesalespersoncodeandsalespersonname,subtotalsof
categorysalesandsalespersonsales,totalsales,costofgoodssold
andgrossmarginsubtotalsandtotals,andthetotalcommission
earned.Thedetailreportincludesalloftheabove,aswellasan
itemizedlistofeachinvoiceandcreditnote.
Afterprinting,youcanclearthesalespersoncommissiondatato
startanewcommissionperiod.
TheSalespersonCommissionsreportisprintedinfunctional(home)

currency.
When to print AfterrunningDayEndProcessing,oranytimeyouwanttoreview

commissiondata.
How to print ChooseSalespersonCommissionsintheO/EReportsfolder,and

thenselectwhethertoprintadetailorsummaryreportandspecify
thedateorfiscalperiodrangeforthereport,andtherangeof
salespersoncodesthatyouwanttoinclude.
Salesperson Commission Rates

Salespersoncommissionratesaretheratesusedtocalculate
commissionspaidtosalespersonsfortheirsales.Youadd
salespersonsintheAccountsReceivableprogram,butyouusethe
SalespersonCommissionRatesformtospecifycommissionrates.
Note: Theprogramusessalespersoncommissionratesonly
iftheitemscategorycommissionrateis0(zero)percent.

Ship-Via Codes
Foreachsalesperson,specifythenumberofcommissionrates,a
commissionpercentageforeachcommissionrate,andtherangeof
salesamountstowhicheachrateapplies.Forexample,asalesperson
mightbepaid2percentcommissiononthefirst$10,000.00ofsales,
andthen5percentonsalesover$10,000.00.
OrderEntryallowsyoutocalculatecommissionsoneitherthesales
amountorthemargin.Yousetthecommissiontrackingmethodon
theProcessingOptionstabontheOptionsform.
When to print Printandfilethereportwheneveryouchangethesalesperson

commissionrates.
How to print ChooseSalespersonCommissionRatesintheO/EReportsfolder,or

chooseFile,PrintfromtheSalespersonCommissionRatesform,then
selectarangeofsalespersoncodesforthereport.
Features Foreachsalespersonintherangeofsalespersoncodesyouspecify,
thereportliststhesalespersonsname,theircommissionrates,and
therangeforsalesforwhicheachrateisineffect.
Ship-Via Codes
Shipviacodesareusedduringorderentrytoidentifytheshipping
methodsorcarriersyouusetodelivergoodstocustomers(for
example,courier,airmail,parcelpost).Thisreportliststheshipvia
codesthataredefinedinOrderEntry.
When to print Printthereportwheneveryouchangeshipviainformation.
How to print ChooseShipViaCodesintheO/EReportsfolder,orchooseFile,

PrintontheShipViaCodesform,thenspecifytherangeofshipvia
codes,andclickPrint.
Reports
User Guide 723

Shipping Labels
Shipping Labels
Shippinglabelsareattachedtoshipmentssentfromthewarehouse
orshippingdepartment.Thenumberoflabelsprintedforeach
order,shipment,orinvoiceisthenumberspecifiedontheTotalstab
ontheOrder,Shipment,orInvoiceEntryform.
UsetheShippingLabelsiconintheO/EFormsfoldertoprintlabels
thathavenotbeenprinted,orprintallwithinarangeoflabelsfor
ordersorinvoices.Youcanlimitprintingtolabelsthathavenotbeen
printed,orprintallshippinglabelsintherangeyouselected.
Printlabelsforallorders,invoices,orshipments,oronlyfororders,
invoices,orshipmentsthatyoumarkedasrequiringshippinglabels
whenyouprintedorderconfirmations,pickingslips,orinvoices.
When to print Printlabelswhenassemblingordersforshipping.
How to print ChooseShippingLabelsfromtheO/EFormsfolder.Whenthe

ShippingLabelsformappears:
Choosethetypeoflabelthatyouwanttouse.
Choosewhethertoprintlabelsforarangeofinvoices,arangeof
orders,orarangeofshipments.
Specifytherangeofinvoices,orders,orshipments.
Clickwhetheryouwanttoreprintpreviouslyprintedlabels.
Clickwhetheryouwanttoprintlabelsforallinvoices,orders,or
shipmentsoronlyprintlabelsonlyforthoseinvoices,orders,or
shipmentsthatyoumarkedasrequiringlabels.
ClickPrint.
Features OrderEntrycomeswithtwolabels:oneworkswith11/2x4sheet
labelsforalaserprinter(reportfileOELABEL.RPT),andtheother
workswith1x3tractorfeedlabels(reportfile
OELABELD.RPT).

Templates
Templates
Youcanspeedupandsimplifyorderentrybysettinguptemplates.
Templatesprovidedefaultinformationandsettingswhenyouadda
neworder,shipment,invoiceorcredit/debitnote.
When to print Printthereportwheneveryouaddorchangeordertemplates.
How to print ChooseTemplatesintheO/EReportsfolder,orchooseFile,Print

fromtheTemplatesform,andthenspecifytherangeoftemplate
codes,andclickPrint.
Transaction List
Theorder,shipment,invoice,credit/debitnotelistsallowyouto
printdetailedorsummarylistingsofallcurrentOrderEntry
transactions.Youcansorttransactionreportsbytransactionnumber
orcustomernumber,andyoucanspecifyarangeoftransaction
numbers,customernumbers,andcurrencycodes(ifyouhavea
multicurrencysystem)toincludeinthereport.
Youcanprintgeneralorderinformation,itemdetails,addresses,tax
reportinginformation,salespeople,prepayments(excepton
shipmentsandcredit/debitnotes),andoptionalfieldsonTransaction
Listreports.
Order selection Ifyouareprintingorders,youcanselectactiveorders,futureorders,

standingorders,orquotes,andyoucanincludeordersthathave
beenentereddirectlyorthroughtheInternet.
Youcanalsoincludeordersforwhichaconfirmationhasbeen
printed,ordersforwhichapickingsliphasbeenprinted,orders
nevershipped,orderspartiallyshipped,completedorders,and
ordersonhold.
When to print Printthesereportsforfullorpartialinformationoncurrentorpast

transactions(ifyoukeeptransactionhistory).
Reports
User Guide 725

Transaction List

History option
transactioninformationwhenyourunDayEndProcessingin
InventoryControl.Ifyoudokeephistory,usetheClearHistory
formtodeletetransactioninformation.
DayEndProcessingdeletesorderinformationwhenordersare
completedanddeletesinvoiceandcreditnoteinformationafteryou
haveprintedinvoicesandcreditnotes.
How to print ChooseTransactionListintheO/EReportsfolder,then:
Selectthetypeoftransactionyouwanttoprint(orders,invoices,
credit/debitnotes,andshipments).
Selectthetypeofreport(detailorsummary).
Selectsortorder(bytransactionnumberorcustomernumber).
Selecttherangeoftransactionnumbers,customernumbers,
transactiondates,andcurrencies(ifyouhaveamulticurrency
system).
Selecttheinformationyouwanttoincludeinthereport.
Orders Ifyouareprintingorders,selectthetype,status,andsource
(EnteredorInternet)oftheordersyouareprinting.
Ifprepaymentshavebeenenteredforanorder,theprepayment
informationwillappearbesidethesalespersonsummary.
IfanyKitsorBOMswereincludedintheorder,theKitorBOM
numberandcomponentitemsaredisplayedonthereport.
Thereportalsoincludessummarytotalsforeachsourcecurrency
andgrandtotalsfororders,shipments,invoices,orcredit/debit
notes.

OEUG-A.doc, printed on 5/18/2006, at 12:07:41 PM. Last saved on 5/18/2006 12:07:00 PM.
Messages
Appendix A
Errors, Warnings and Confirmations
UsingOnlineMessageHelp .................................................... A1
User Guide Ai


Messages
Appendix A
Error Messages
TherearethreetypesofmessagesthatappearinSageAccpacERP:
errors,warnings,andconfirmations.
Inmostcases,thedescriptionsforthesemessagesstartwitha
messagecategorysuchasSystemerrororIncorrectprocedureor
Invalidinput,followedbyasentencethatdescribestheproblem
morespecifically.
Error Errormessagesidentifyconditionsthatpreventtheprogramfrom
proceeding.Insomecases,themessageincludessuggestionsfor
action.
Warning Warningmessagesindicatethatyouareabouttoperforma
procedurethatcoulddamageyourdata.
Confirmation Aconfirmationmessageindicatesacompletedprocess.
Formoreinformation,seetheSystemManagerUserGuide,orclick
theonlineHelpbuttoninthemessagetolookupdetails.
Using Online Message Help

To look up an error message online:
1. ClicktheHelpbuttonifyoureceiveanerrormessagewhile
workinginSageAccpacERP.
User Guide A1
ACCPAC International, Inc. Confidential

Using Online Message Help
2. Lookforatopicwithsimilarwordstotheerrormessage.

3. Clicktheerrormessageyouwanttofindoutmoreabout.This
actionwilllinkyoutomoredetailedinformation:
A2 Sage Accpac Order Entry

OEUG-B.doc, printed on 5/18/2006, at 1:04:21 PM. Last saved on 5/18/2006 1:04:00 PM.
Appendix B
Importing and Exporting
Importing and
Exporting
ImportingandExportingDataTipsandReminders ............................ B1
ImportingRecords ......................................................... B1
ImportOptions ............................................................ B2
ErrorsDuringImporting ................................................... B3
ExportingfromRecordswithMultipleRecordTypes ......................... B4
SelectingExportRecords ................................................... B5
O/EImportandExportData.................................................... B5
MiscellaneousCharges ................................................. B6
OrdersandInvoices .................................................... B6
CreditNotes .......................................................... B6

User Guide Bi

Appendix B
Importing and Exporting
Importing and
Exporting
Thisappendixdescribestheorderentrydatayoucanimportand
export.
WiththeImportandExportcommandsyoucan:
ImportsetupinformationandrecordsfromanonSageAccpac
programorspreadsheet.
ImporttransactionsfromnonSageAccpacprogramsandremote
SageAccpacsubledgers.
Exportorderentrydatatoaspreadsheetforanalysis.
Further Forinformationaboutfileformats,templates,andthestepsyou
information
followtoimportandexportdata,seethechapter,Importingand
ExportingData,intheSystemManagerUserGuide.
Press F1 PressF1todisplayHelpscreenswhenusingtheImportorExport
for Help
commands.
Importing and Exporting Data Tips and Reminders
Importing Records
Use sample data Toseeexactlyhowtoformatrecordsforimporting,wesuggestthat
first
youfirstexportrecordsfromthesampledatathatcomeswithOrder
Entry,specifyingtheformatfromwhichyouplantoimport.
Back up your data ExperimentwiththeOrderEntrysampledata,thenbackupyour

accountingdatabeforeattemptingtoimportrecords.For
User Guide B1

instructions,seethechapter,CheckingDataIntegrityandMaking
Backups,intheSystemManagerUserGuide.
Incorrect Donotimportaccountingdatawithoutappropriateinternalcontrols
importing may
andverificationprocedures.
damage data
Import Options
Toselectimportoptions,choosetheImportcommandfromtheFile
menuofanOrderEntryform,selectafiletoimport,thenclickOK.
Animportformlikethefollowingappears(youcanchoosethe
Importoptiononlyifyouchoosetheoption,AllowEditOfStatistics,
ontheOptionsform):
Import form for

Sales Statistics

TheTypelistboxintheimportformletsyouimportspecifictypesof
records:
Excel2000
SingleCSVfile
CSVFile
Access
Excel5.0
B2 Sage Accpac Order Entry

ODBC
IfyouchoosetoimportaCSVfile,youcanchoosetheoption,Title
Importing and
Record,toincludecolumnheadings.
Exporting
Theimportformalsoletsyouimportrecordsinoneofthreeways:
Insert Only.Addsnewrecordswithoutchangingexisting
records.
Update Only. Updatesexistingrecords,butdoesnotaddnew

records.
Insert And Update. Addsnewrecordsandupdatesthose

currentlyinthedatabase.
Records that allow MostOrderEntryrecordsallowallthreeoptions,butthefollowing

insert only
typesofrecordsarelimitedtoInsertOnly:
Orders.
Credit/Debitnotes.
Salespersoncommissionrates.
Errors During Importing

Ifimportingstopsduetoerrors,OrderEntry:
Createsarestartrecord,whichmarksthepointwhereimporting
stopped.
Identifiestheerrorbytask,date,time,anduser(theperson
performingthetask).
Describesanyactionwhichmustbetaken.
Restart Forinformationonrestartinganimportoperationandonworking
records
withrestartrecords,seeChapter8,WorkingwithRestartRecords,
intheSystemManagerAdministratorGuide.
User Guide B3

Exporting from Records with Multiple Record Types

OrderEntryusesmorethanonedatabasetabletostoredataforthe
followingtypesofrecords:
Orders.
Creditnotes.
Miscellaneouscharges.
Ifyouareexportinganyoftheserecords,theExportformshowsa
listofthetablesthatyoucanexportfortherecord,onceyouhave
selected:
Theexportfiletype(forexample,Excel2000,SingleCSVFile,
andsoon)intheTypefield,and
Thefiletowhichtoexportthedata,intheFilefield.
Forexample,afterenteringtheTypeandFilefields,thefollowing
OrderExportformshowssevendatabasetables:Orders,Order
Details,OrderPaymentSchedules,OrderCommentsand
Instructions,OrderSerialNumbers,OrderOptionalFields,and
OrderDetailOptionalFields.
Export form for

orders
Tables Fields

O/E Import and Export Data
Clicktheplussignbesidethetablenametoviewthefieldsyoucan
chooseforexporting.
Importing and
Fieldsmarkedwithastarinitscheckboxarerequiredfieldsfor
Exporting
export.Youmustincludeallrequiredfieldsfromeachofthetables
listedtobeabletocompleteanexport.
Selecting Export Records

YoucanusetheSetCriteriaoptiontospecifyarangeofrecordsto
export.Forinformationonhowtousethispowerfulselectiontool,
seethesection,SettingUpCriteriaforSelectingRecords,in
Chapter4oftheSystemManagerUserGuide.
You cannot select YoucannotusetheSetCriteriaoptiontoselectrecordstoimport

records to import
fromanimportfile.Youmustimportallrecordscontainedinan
importfileatthesametime.

Thefollowinglistidentifiesrestrictionsandconditionsforimporting
andexportingOrderEntrydata:
Import-only records Youcanimportcreditnotes,butyoucannotexportthem.
Export-only records Youcanexportsaleshistoryrecords,butyoucannotimport

them.
Export-only fields Forpurposesofauditinganddatasecurity,somefieldscanbe

exportedbutnotimported.
Forexample,ifyouexportarecordintoaspreadsheet,editit,
andthenattempttoimportitbackintoSageAccpacOrder
Entry,theexportonlyfieldswillnotbeimported.
User Guide B5

Key fields SageAccpacuseskeyfieldstolookuprecords.Mosttypesof

recordshaveasinglekey,butsomehavemorethanonekey
field.
Forexample,OrderUniquifieristhekeyfieldfororders,while
Year,Period,andCurrencyarethekeyfieldsforsalesstatistics
records.
InSageAccpac,theFinderisactiveformostkeyfields.
Multicurrency Fieldsusedonlyinmulticurrencydatabasesappearinthe
fields
importandexportformsforsinglecurrencydatabasesandcan
beincludedinyourexportorimportfiles,butarenotused.
Toexportmiscellaneouscharges,youmustincludeatleastonefield
fromeachofthesetables:MiscellaneousChargesandMiscellaneous
ChargeTaxes.
Orders and Invoices
Toexportordersandinvoices,youmustincludeatleastonefield
fromeachofthefollowingtables(Orders,OrderDetails,Order
paymentschedules,Ordercomments/instructions,andOrderSerial
numbers).
Ifyouimportanorderthatputsacustomerovertheircreditlimit,
thatorderisputonhold.
Credit Notes
Youcanimportcreditnotesonlyfornonexistentinvoices;therefore,
youmustentercreditnotesforexistinginvoicesmanually.
Toimportcreditnoterecords,youmustincludeatleastonefield
fromeachofthefollowingtables:Creditnotes,CreditNotedetails,
CreditNoteSerialNumbers,andCreditnotecomments/instructions.

ForacompletelistofeditablefieldsrefertotheFORMS.WRIfile
(foundinthe\SageAccpac\Docs\OE54AENGfolder).
Importing and
Thisdocumentliststheinformationyoucanincludewhen
Exporting
developingformatstoprintorderconfirmations,quotes,picking
slips,shippinglabels,invoices,andcreditnotes.Foreachfield,the
listincludesthecodethatidentifiesthefield,themaximumnumber
ofcharactersinthefield,andadescriptionofthefield.
User Guide B7

OEUG-C.doc, printed on 5/18/2006, at 1:51:11 PM. Last saved on 5/18/2006 1:51:00 PM.
Appendix C
Order Entry Security
PermissionandRights ......................................................... C1
Security

User Guide Ci


Appendix C
Order Entry Security
ThisappendixdescribestheOrderEntrytaskstowhichyoucan
assignsecurity(passwordprotection).
Define SageAccpacusessecuritygroupstorestrictuseraccesstodata.
security
Security
groups and Tosetupsecurity,youassignuserstheirIDs,selectthetasksthat
assign to
membersofeachsecuritygroupcanperform,andthenassign
users
individualuserstothesecuritygroupsyoudefined.
Use NotethattorestrictaccesstoSageAccpacdata,youmustfirstturn
Database
onsecurityforthesystemdatabaseusingDatabaseSetup.
Setup to turn
on security
Forinformationonactivatingsecurityandsettingupsecurity
groups,refertotheSystemManagerAdministratorGuide.
Permission and Rights

WithSageAccpacsecurityenabled,membersofgroupswithout
securityassignmentshaveverylimitedaccesstoyoursystem.They
canviewonlycurrencyinformation(codes,ratetypes,currency
rates,currencytables,andconversionrates).
Print Destination
Note: Ifyouwantuserstobeabletochangetheprint
destination,permissiontochangetheprintdestinationmust
beassignedfromtheAdministrativeServicespermissions
listintheSecurityGroupsform.
O/E processing Toallowusersinasecuritygrouptoeditrecordsorperform

processingtasksinOrderEntry,youmustgrantthegroupaccessto
additionaltasksfromthefollowinglist.

User Guide C1

Order Entry Folder and Icon Rights Permission Required

O/E ACCPAC Plus Utilities Folder
O/E ACCPAC Plus Conversion and Process Setup Maintenance
O/E ACCPAC Plus Tax Conversion
O/E Setup Folder
Options, Templates, Miscellaneous View Common Inquiry
Charges, Ship-Via Codes, E-mail
Messages, G/L Integration
Options, Templates, Miscellaneous View, Add, Setup Maintenance
Charges, Ship-Via Codes, E-mail Edit, Delete
Messages, G/L Integration
Salesperson Commission Rates Salesperson Maintenance (A/R)
Optional Fields View, Add, Transaction Optional Fields
Edit, Delete
O/E Transactions Folder
Order Entry View Transaction Inquiry
View, Add, Order Entry or
Edit, Del., Post Order/Shipment/Invoice Entry
Shipment Entry View Transaction Inquiry
View, Add, Shipment Entry or
Invoice Entry View Transaction Inquiry
View, Add, Invoice Entry or
Credit/Debit Note Entry View, Add, Credit/Debit Entry
Edit, Del., Post
Copy Orders View, Add, Order/Shipment/Invoice Entry
Edit, Del., Post
Order/Shipment/Invoice/Credit Note/ Edit Customer Hold Removal
Debit Note Entry additional rights for Edit Unit Price Override
viewing/editing particular fields
Edit Price Check Approval
View, Edit View Credit Card Information
View Item Cost Inquiry
View, Add, Transaction Optional Fields
Edit, Delete
Statistics and Inquiries Folder
Current Orders Inquiry View Transaction Inquiry, Order Entry, or
Order/Shipment/Invoice Entry
Sales History View Transaction History or Day End
Processing (I/C)
Sales Statistics View Transaction History or Day End
Processing (I/C)
Salesperson Inquiry View Transaction History or Day End (I/C)
C2 Sage Accpac Order Entry

Order Entry Folder and Icon Rights Permission Required

Periodic Processing Folder
Clear History Delete Clear History
Create Batch Create Day End Processing (I/C)
O/E Forms Folder
Order Confirmations Print Order Confirmation Printing
Quotes Print Quote Printing
Picking Slips Print Picking Slip Printing
Shipping Labels Print Shipping Label Printing
Invoices Print Invoice Printing
Credit/Debit Notes Print Credit/Debit Note Printing
Security
O/E Reports Folder
Transaction List, Order Action, Aged Print Transaction Inquiry or Day End
Orders, Posting Journals, Sales Processing (I/C)
History, Salesperson Commissions,
Sales Statistics, and G/L Transactions
O/E Options, Templates, Misc. Print Common Inquiry or Setup
Charges, Ship-Via Codes, E-mail Maintenance
Messages, Optional Fields, and
G/L Integration
Salesperson Commission Rates Print A/R Salesperson Maintenance
Thefollowingpermissionsworkincombinationwithexistingrights
toadd,edit,delete,orpostrecords:
Permission Works with these Permissions Icons

Import Setup Maintenance Templates, Misc. Chrgs,
Ship-Via Codes, E-mail
Messages,
Order/Shipment/Invoice Entry Order Entry, Shipment
Entry, Invoice Entry
Order Entry or Shipment Entry Order Entry
Shipment Entry or Order Entry Shipment Entry
Invoice Entry or Order/Shipment Entry Invoice Entry
Export Setup Maintenance Templates, Misc. Chrgs,
Ship-Via Codes, E-mail
Messages
Order/Shipment/Invoice Entry Order Entry, Shipment
Order Entry, Shipment Entry, Invoice Entry Order Entry
Order Entry, Shipment Entry, Invoice Entry Shipment Entry
Order Entry, Shipment Entry, Invoice Entry Invoice Entry
User Guide C3

OEUG-C.doc, printed on 5/23/2006, at 8:57:32 AM. Last saved on 5/23/2006 8:57:00 AM.
Permission Works with these Permissions Icons

Customer Hold Order Entry, Shipment Entry, Invoice Entry Order Entry
Removal
Credit Approval Order/Shipment/Invoice Entry Order Entry, Shipment
Order Entry Order Entry
Shipment Entry Shipment Entry
Invoice Entry Invoice Entry
Credit/Debit Note Entry Credit/Debit Note Entry
Price Check Approval Order/Shipment/Invoice Entry Order Entry, Shipment
Unit Price Override Order/Shipment/Invoice Entry Order Entry, Shipment
Item Cost Inquiry Order/Shipment/Invoice Entry Order Entry, Shipment
View Credit Card Order/Shipment/Invoice Entry Order Entry, Inv. Entry
Information Order Entry Prepayment entry in in
Order Entry
Invoice Entry Prepayment entry in in
Invoice Entry
Receipt Entry (A/R) Order/Shipment/Invoice Entry Order Entry, Inv. Entry
Order Entry Prepayment entry in in
Order Entry
Invoice Entry Prepayment entry in in
Invoice Entry

C4 Sage Accpac Order Entry

OEUG-D.doc, printed on 5/18/2006, at 1:55:00 PM. Last saved on 5/18/2006 1:54:00 PM.
Appendix D
Technical Information
CreatingMacrosforOrderEntry................................................ D1
VisualBasicSampleMacro ................................................. D1
MultiuserConsiderations ...................................................... D3
GlobalLocking ............................................................ D4
MultiuserDataProtection .................................................. D5
UpdatingCustomizedPickingSlipsForms ...................................... D5
AdditionalFieldsinthePickingSlipsDatapipe ............................... D6
AdditionalFieldsforOrders ............................................ D6
AdditionalFieldsforShipments ......................................... D7
Information
SelectingandPrintingOptionalFieldsandComments/Instructions............. D8
Technical
ParametersinOERPT.INI............................................... D8
DetailLNTYPECodes ................................................. D10

User Guide Di


Appendix D
Technical Information
Thisappendixprovidesinformationformacrodevelopersandfor
administratorsofmultiuserenvironments.
Creating Macros for Order Entry

Theeasiestwaytowriteamacroistorecordonefirst,performing
thetasksthatyouwantthemacrotoperform.Theneditthemacro,
addingthespecialfeaturesyouneed.
Whenyourecordthemacro,settheRecordModetoRecordAllFields.
Information
Technical
Bydoingthis,youcanseetheformatforeachfieldorreport
parameter.
Forinformationonhowtorecordmacrosandwritethecodetoadd
specialfeaturesreviewthechapters,UsingMacrosandWriting
VisualBasicMacros,intheSystemManagerUserGuide.
Visual Basic Sample Macro

OrderEntryisshippedwithasampleVisualBasicmacrothatyou
canusetoproduceadynamicOrderActionreportinMicrosoft
Excel.
To run the Order Action macro from the Macro menu:
1. FromtheMacromenu,clickRun.TheRunMacrodialogboxwill
appear.
2. ChooseVBAMacrofromtheFilesOfTypelist.
3. ChooseOEORDACT.AVB.
User Guide D1

Creating Macros for Order Entry
Report Type tab

on the O/E Order
Action macro form

4. Todefinethereportcontent,chooseoptionsfromthedropdown
listsontheReportTypetab.
5. ClicktheSelectionCriteriatab.
Selection criteria
tab on the O/E
Order Action
macro form

6. Chooseoptionsfromoneormoredropdownliststodefinethe
orderbywhichyouwanttoviewdata.Eachoptionyouchoose
appearsasacolumnheadingintheExcelspreadsheet.
7. ClickOKtostarttheOrderActionReportmacro.
D2 Sage Accpac Order Entry

Multiuser Considerations
To add an icon for the Order Action macro to your company

desktop:
1. Select(highlight)theOrderEntryfolder.
2. FromtheObjectmenuonthecompanydesktop,chooseNew,
thenMacro.
3. Typeatitleforthemacro,suchasOrderAction.
4. ClickNext.
5. ClickEnterorBrowsetoselectthefolderandthemacro(for
examplec:\ProgramFiles\ACCPAC\Macros\Oeordact.avb).
6. ClickFinish.
Themacroiconwillappearonthedesktop.
Information
Technical
BecauseSageAccpachasthecapacitytorunonlocalareanetworks,
theremaybetimeswhenmorethanoneuserneedstousethesame
OrderEntrydatabase.
OrderEntryusestworecordaccesstypestoprotectdataina
multiuserenvironment:
Global Locking. Whileyourunagloballylockedprocess,no

otherprocesscanberuninOrderEntry.
Multiuser Data Protection (Passive Concurrency). Youcanrun

anyoftheseprocesseswhileothersareusingthem,butOrder
Entryprotectsdatabypreventingmorethanoneuserfrom
makingchangestothesamerecordatthesametime.
AllformsinOrderEntryusemultiuserdataprotection,unlessthey
arelistedintheGlobalLockingsection.
User Guide D3

Global Locking
ThefollowingprocesseslockoutallotherusersfromOrderEntry
untilprocessingisfinished:
Options
ClearHistory
G/LIntegration
ACCPACPlusO/EConversion
ACCPACPlusO/ETaxConversion
IfotherusersareworkinginOrderEntryorifyouhaveotherOrder
Entryformsopenwhileyouattempttorunanyoftheseprocessesor
savechangesintheOptionsform,youwillseeamessagesimilarto
thefollowing:

OnceallotherOrderEntryformsareclosedandyoubegin
processing,otheruserswillnotbeabletoopenOrderEntryforms
untiltheprocessingiscomplete.
TheoneexceptionistheOptionsform,whichallowsyoutosave
changestothefollowingfieldswhileothersareworkinginOrder
Entry:
CompanyTab(allfields).
ProcessingTab(DefaultTemplateCode).
DocumentsTab(allfields).

Updating Customized Picking Slips Forms
Youwillnotbeabletosavechangestoanyoftheotheroptionsin
theOptionsformuntilallotherusershaveleftOrderEntryforthe
companyandallotherOrderEntryformsareclosed.
Multiuser Data Protection

Apartfromtherestrictionslistedinthepreviouscategory[global
locks],allotherprocessesandfunctionsinOrderEntryusepassive
concurrency.
Passiveconcurrencyprotectsdataintegrityinamultiuser
environmentbylettingyousavechangestoarecordonlyifthe
recordhasnotchangedsinceitwasread.
Toallowefficientdataentry,OrderEntrydoesnotlockrecordsin
advance.Rather,itpreventstwoworkstationsfromsavingchanges
tothesamerecordatthesametime.Iftwousersareeditingthesame
Information
entry,forexample,thefirstonetoclicktheSavebuttonsucceedsin
Technical
updatingthefile.Theseconduserreceivesanerrormessagewhen
attemptingtosave,andwillhavetoredotheirworkinthatentry.
Foramoredetailedexampleofhowpassiveconcurrencyworks,see
MultiuserDataProtectioninChapter3oftheSystemManager
AdministratorGuide.

SageAccpacusesdatapipesprogramstoextractandorganizedata
thatwillincreasetheefficiencyofcertainreports.
Forexample,OrderEntrycomeswithsixpickingslipsforms:two
usedatapipes(OEPICK01.rptandOEPICK02.rpt)andfourreaddata
directlyfromtheSageAccpacdatabase(OEPickOrder1.rpt,
OEPickOrder2.rpt,OEPickShipment1,andOEPickShipment2).
ThissectiondiscusseschangestothedatapipesforOEPICK01.rpt
andOEPICK02.rpt,anddiscussestheadditionalfieldsthatprovide
informationforprintingpickingslips.Italsoexplainshowtoupdate
User Guide D5

existing,customizedformstoworkwiththenewdatapipe,andhow
tousetheadditionalfields.
Additional Fields in the Picking Slips Datapipe

Thedatapipeforprintingpickingslipsallowsyoutoextract
additionalfieldsfromthefollowingdatabasetables:
ARRTA.TEXTDESC Headertermsdescription(bothshipments
andorders).
KPCOD.PRICELIST Headerpricelistdescription(both
shipmentsandorders).
ICPCOD.PRICELIST Linepricelistdescription(bothshipments
andorders).ThedatapipecallsOEPICK.DTLPLDESC.
ARCUSO OptionalfieldsforAccountsReceivablecustomers.
Additional Fields for Orders
OEORDD.COMPLETE Linecompletestatus,forbothheaderand
detail.ThedatapipecallsOEPICK.DLTCOMPLET.
OEORDD.ORIGQTY Lineoriginalorderquantity.Thedatapipe
callsOEPICK.DTLORIGQTY.
OEORDD.QTYSHPTODT Linequantityshippedtodate.The
datapipecallsOEPICK.DTLQTYSTD.
OEORDD.QTYCOMMIT Linequantitycommitted.
OEORDD.INVDISC Invoicediscountamount.Thedatapipe
callsOEPICK.DTLDISCAMT.
OEORDD.TERRITORY Territory.
OEORDH.TAXGROUP Headertaxgroupdescription.
OEORDH.CUSTDISC Headercustomerdiscountlevel.

OEORDH.SALESPER 2,3,4,5 Fivesalespersonsandfivesales

splits.
OEORDH.SALESPCT 1,2,3,4,5 Fivesalespersonsandfivesales

splits.
OEORDD.UNITCONV Unitconversion.
OEORDH.TEXEMPT1-5 Taxexemption.
OEORDH.AUDTUSER Audituser.
OEORDHO Optionalfieldsforheaders.
OEORDDO Optionalfieldsfordetails.
Additional Fields for Shipments
OESHID.COMPLETE Linecompletestatus,forbothheaderand
Information
Technical
detail.ThedatapipecallsOEPICK.DLTCOMPLET.
OESHID.ORDQTYORD Lineoriginalorderquantity.The
datapipecallsOEPICK.DTLORIGQTY.
OESHID.ORDQTYSTD Linequantityshippedtodate.The
datapipecallsOEPICK.DTLQTYSTD.
OESHID.QTYCOMMIT Linequantitycommitted.
OESHID.SHIDISC Invoicediscountamount.Thedatapipecalls
OEPICK.DTLDISCAMT.
OESHID.TERRITORY Territory.
OESHIH.TAXGROUP Headertaxgroupdescription.
OESHIH.CUSTDISC Headercustomerdiscountlevel.
OESHIH.SALESPER 2,3,4,5 Fivesalespersonsandfivesales

splits.
OESHIH.SALESALT 1,2,3,4,5 Fivesalespersonsandfivesales

splits.
User Guide D7

OESHIH.UNITCONV Unitconversion.
OESHIH.TEXEMPT1-5 Taxexemption.
OESHIH.AUDTUSER Audituser.
OESHIHO Optionalfieldsforitems.
OESHIDO Optionalfieldsfordetails.
Youselecttheoptionalfieldtablesthatyouwanttoprintbysetting
thedatapipequeryparametersto1inOERPT.INI(infolder
\SageAccpac\OE54A).Alloptionalfieldsareinitiallyturnedoffin
OERPT.INI.
YoucanthenaddtheoptionalfieldstoanewCrystalreportdetail
section,whichmusthaveasuppressionformulabasedonlinetype
(seethesection,DetailLNTYPECodes).
Turn on fields in ThedatapipedreportsthatshipwithOrderEntry5.4donotinclude

OERPT.INI
detailsectionsforprintingoptionalfields.
Add detail sections Ifyouhaveexistingpickingslipsandwanttoaddthesefields,you

to existing forms
willhavetoadddetailsectionstoyourexistingreports,aswellas
turnontheoptionaltableparameters.
Selecting and Printing Optional Fields and Comments/Instructions

Thepickingslipsdatapipeidentifiesthevarioustypesofdetailsthat
itprintsbyparametersinOERPT.INIandbydifferentLNTYPE
codes.(LNTYPEisafieldinthedatapiperecordprovidedtothe
Crystalreport.)
Parameters in OERPT.INI
ThedatapipedreportsthatshipwithOrderEntry5.4donotinclude
detailsectionsforprintingoptionalfields.Youcanprintpicking
slipsoptionalfieldsandoptionalfieldsforthepickingslipsdetails
byaddingsimilardetailsections.

Thefirststeptoprintingoptionalfieldsistochangetheoptional
fieldsparametersto1(true),sothattheoptionalfieldswillbe
processedbythedatapipe.
To change the datapipe query for printing picking slips:
1. Open\SageAccpac\OE54A\OERPT.INIusingnotepad.
2. TurnoffWordwrap(chooseEdit,Wordwrap)sotheparameter
numbersappearproperlyundertheparameters.
3. SearchforOEPICK.DLL.
4. Editthefollowingparameters(parameternumberingiszero
based(thatis,numberingstartsatzero,notat1):
Parameter12:
1toprintcomments/instructions
Information
0toskipcomments/instructions
Technical
Parameter9:
1toprintvendororcustomeroptionalfields
0toskipvendororcustomeroptionalfields
Parameter10:
1toprintOEheaderoptionalfields(eitherorderor
shipment)
0toskipOEheaderoptionalfields(eitherorderor
shipment)
Parameter11:
1toprintICitemoptionalfields
0toskipICitemoptionalfields
Parameter12:
1toprintOEorderorOEshipmentdetailoptionalfields
0toskipOEorderorOEshipmentdetailoptionalfields
User Guide D9

Detail LNTYPE Codes
Eachdetailtypeassociatedwithorderentryisidentifiedbya
particularlinetypecode.ThestandardCrystalReportformsshipped
withOEuseasuppressionformulatoselectthetypeofdetail
appearingineachdetailsection.
Forexample,thesuppressionformulaLNTYPE<>1printsorder
entryheaderoptionalfields,butyoucouldrefinetheformulato
printonlyasingleoptionalfield.
Theorderentrydatapipeprovidessixdifferentdetaillinetypes:
1AccountsReceivablecustomeroptionalfields.
2Orderentryheaderoptionalfields.
3Normalorderentrydetails.
4InventoryControlitemoptionalfields.
5Orderentrydetailoptionalfields.
6Comments/instructions.

OEUG-Inx.doc, printed on 5/18/2006, at 5:12:02 PM. Last saved on 5/18/2006 5:10:00 PM.
Index
A Category,orderfield,226,416
Changingoptions,33
A/Rbatchprocessing Changingorders,219
specifyingwhentopost,37 ChaptersintheUserGuide,11
AccountsReceivable ClearHistorywindow,using,67
integratingwithOrderEntry,280 Clearingcompletedorders,69
postingA/Rbatches,63 Clearinghistory,67
AccumulateByoption,changing,38,39 creditnotes,279
Activeorder invoices,279
processingoverview,216 orders,279
Additionalcreditnotes overview,279
processingoption,37 postingjournals,280
AgedOrdersreport,73 saleshistory,279
Agingperiods,specifying,310 salesstatistics,279
AllowEditOfStatisticsoption,changing,39 salespersoncommissions,279
AllowNonexistentCustomers, transactionhistory,279
changing,35 Clearingpostingjournals,610
Clearingsaleshistory,69
Comments,orderfield,236
Index
Comments/Instructions(foritem)
B
order/invoicefield,226,417
CommissionByoption,changing,39
BatchesforAccountsReceivable,272
Companyoptions,changing,34
Completed,orderfield,227,418
Completedorders,clearing,69
C Completedstatus(detail),252
CompletesOrderoption(detail),441
CalcTax,orderoption,211 Componentsbutton,orderform,214
CalculateBackorderQuantitiesoption Confirmationmessages,A1
changing,34 Confirmations,order
Calculatetaxreportingamounts printingoverview,243
automatically ConsolidateG/LBatchesoption
processingoptions,36 changingtheselection,314
Cashcustomers,onetime,46 ContentsoftheUserGuide,11
User Guide Index1

CopyOrdersform,246,434 Creditnotes(continued)
CostingUnitOfMeasure itemsreturnedtoinventory,264,267
orderfield,226,416 journalentry,275
CreateG/LTransactionsByoption posting,267,53
changingtheselection,312 priceadjustment,265,268
CreateG/LTransactionsoption printing,268,52,516,75
changingtheselection,311 printingpostingjournals,515
CreateInvoice processingoverview,262
orderoption,211 salescommissions,268
Ordertotalsfield,237 verifyingtotals,266,513
Creatinggeneralledgerbatches Credit/DebitNoteEntrywindow,using,53
usingtheCreateG/LBatchicon,63,64 Currencyrates,editing,234
Creditchecks CurrentOrdersInquiryform,
orderentry,28 overview,276
overview,39 using,437
CreditChecksoption,defined,39 Customform
Creditlimitexceeded,239 forprintingacredit.debitnote,518
Creditnoteicons,52 forprintinganinvoice,470,471
CreditNoteListreport,printing,725 forprintinganorderconfirmation,461,
Creditnotenumber,changing,310 463
Creditnoteprocessing forprintingaquote,457,459
applytopreviouslycreditedinvoice,37 Customercreditchecks,28
usingtemplates,215 descriptionofsettings,39
Creditnotes CustomerItemNumberfield,228,418
creditnotenumber,263 CustomerNumberfield,28
damageditems,268 CustomerPONumberfield,210
dayendprocessing,267 CustomerTypefield,213
DayEndProcessing,269
discount,266
editingdetailinformation,57 D
editingexchangerates,511
editingtaxinformation,59 Damageditems,journalentry,275
effectonsales,262 Damageditems(creditnotes),265
entering,262,53 Data,clearing,67
enteringcustomerinformation,54 Datapipes,D5
enteringinvoiceinformation,54 parametersinOERPT.INI,D8
exchangegainorloss,262 DayEndProcessing
fiscalyearandperiod,264 afterrunning,271
importing,B6 beforerunning,271
importinginformation,519 overview,269
invoicenumbers,262 tasksperformed,270
itemsdamaged,265 timetocomplete,270
Index2 Sage Accpac Order Entry

Dayendprocessingorposting Deliverymethod
selectingtheCreateG/LTransactions foremailinganinvoice,469,471
option,312 foremailinganorderconfirmation,
Debitnoteicons,52 461,463
Debitnotes foremailingaquote,457,458
dayendprocessing,267 forprintingacredit.debitnote,518
debitnotenumber,263 forquotes,orderconfirmations,picking
discount,266 slips,invoices,
editingdetailinformation,57 242,259
editingexchangerates,511 Description,orderfield,212
editingtaxinformation,59 Description(ofitemdetail),orderfield,221
entering,262 Discount%field,213,225,416
enteringcustomerinformation,54 DiscountAmount
enteringinvoiceinformation,54 invoicefield,213
fiscalyearandperiod,264 orderfield,225,416
importinginformation,519 DiscountDatefield,213
invoicenumbers,262 DiscountExtendedAmountfield,226,416
itemsremovedfrominventory,264, DiscountMiscellaneousChargesfield,236
267 DistributeTaxesbutton,orderform,214
posting,267 Documentnumbering,changing,310
priceadjustment,265 DueDatefield,213
printing,268,52,516,75
processingoverview,262
verifyingtotals,513 E
verifyingtotals,266
Defaultorderunitofmeasure EditG/LIntegrationoptions,310,
processingoptions,36 See:G/LIntegration
Index
DefaultorderweightUOMforitems EditingOptionalFields,327
processingoptions,36 Editingorders,219
DefaultQuoteExpirationDays Emailmessages
specifyingoption,37 adding/editing,325
usedinaquote,210 addingontheflywhileprinting,469
Defaultratetype,changing,34 Emailingcreditnotes,269
DefaultTemplateCodeoption EmailingInvoices,260
selecting,37 Emailingorderconfirmations,243
Defaultingquantitycommitted Emailingquotes,455
processingoptions,35 Errormessages,lookinguponline,A1
Deletebutton,orderform,214 Estimatedweight(total)
Deletingoptionalfields,328 foranorder,238
Deletingorders,245 shipments,250
Exchangerates,editing,234
Expectedshipdatefield,212,221,412
User Guide Index3

Exporting H
invoices,B6
miscellaneouscharges,B6 History,clearing,67
orders,B6 Historybutton,orderform,214
specifyingarangeusingtheSetCriteria History,sales,clearing,69
option,B5
ExtendedPricefield,225,416
ExtendedWeightfield,224,415
I
Iconsformaintainingsetuprecords,32
F Importing
creditnotes,519,B6
FOBpoint,orderfield,213 debitnotes,519
Forms importoptions,B2
creditnotes,75 invoices,B6
debitnotes,75 miscellaneouscharges,B6
invoices,79 orders,472,B6
orderconfirmations,713 practicingwithsampledata,B1
pickingslips,715 ImportingandExporting.AppendixB
quotes,718 IncludeBackorderedItems
FromMultipleOrdersfield,440 forprintinganinvoice,470,471
FromMultipleQuotesfield,48 IncludeConfirmationsAlreadyPrinted
FromMultipleShipments,255,445 forprintinganorderconfirmation,463
Functionalcurrency,selecting,34 IncludeCredit/DebitNotesAlreadyPrinted
Futureorder,processingoverview,217 forprintingacredit/debitnote,518
IncludeInvoicesAlreadyPrinted
forprintinganinvoice,471
G Includependingtransactionsincredit
checks,39
G/LIntegrationoptions IncludeQuotesAlradyPrinted
afterchangingselections,315 forprintingaquote,459
changing,310 InventoryControl
G/LIntegrationreport,77 integratingwithOrderEntry,281
G/Ltransactions InvoiceDatefield,237
createbyaddingtoexistingornew InvoiceEntry,prepayments,429,449
batch,312 InvoiceListreport,printing,725
G/LTransactionsreport,77 Invoicenumber,changing,310
GeneralLedger InvoiceNumberfield,237
creatingG/Lbatches,63 Invoicenumbers,
integratingwithOrderEntry,281 creditnotesanddebitnotes,262
Invoicepostingjournals,printing,453

Invoicerate,editing,234 Journalentries(continued)
Invoicetotals,verifying,236,250,256 ARINsourcecode,274
Invoices createdinAccountsReceivable,273
adding,444 creditnote,275
authorizingcredit,433 damageditem,275
DayEndProcessing,269 invoice,274
deliverymethod,242,259 prepayment,275
documentdates,258 priceadjustment,276
enteringprepayments,429,449 returneditem,275
importingandexporting,B6 shipments,274
journalentry,274
posting,258
printing,241,468,79 K
printingpostingjournals,453
printingshippinglabels,466 KeepSalesHistoryoption,changing,38
reprinting,241 KeepTransactionHistoryoption,changing,
RequireShippingLabelsoption,244, 35
260 Kit/BOMfield,221
verifyingtotals,236,250,256,441,
451
Invoicing
L
partial,255
prepayments,257
Labels,printing,724
process,254
LessOrderDiscountfield,236
Item/Taxbutton,onorderform,214
LineNumberfield,220
Itemdetails,processingoverview,220
Locationfield,210,221,412
ItemNumberfield,220
Lostsales,249,253
Index
ItemweightUOMonorders
settingthedefault,36
Itemsdamaged(creditnotes),265
Itemsremovedfrominventory M
debitnotes,264
Itemsreturnedtoinventory Macros
creditnotes,264 orderactionreport(sample),D1
Items/Taxesform,usingtoenterdetails,220 technicalinformationfor,D1toD3
Maintainingoptionalfieldrecords,327
MaintainingOrderEntry
J addingemailmessages,325
addingmiscellaneouscharges,318
addingsalespersoncommissionrates,
Journalentries
323
ARCAsourcecode,275
addingshipviacodes,320
ARCRsourcecode,275
User Guide Index5

MaintainingOrderEntry(continued) N
addingtemplates,315
deletingmiscellaneouscharges,320 Nonexistentcustomerrecord,46,48
editingemailmessages,326 NonstockClearingAccountfield,228,418
editingmiscellaneouscharges,319 NumberofLabels
editingsalespersoncommissionrates, fororderconfirmations,shipments,and
324 invoices,244,260
editingshipviacodes,321
editingtemplates,317
Maintainingsetuprecords,32
O
ManufacturersItemNumberfield,220,
228,418
O/Eoptions,changing,33
MessageID
oegltran.csvfile
foremailingacredit/debitnote,518
createdforG/Ltransactions,64
foremailingaquote,457,458
OnHold,orderoption,211
foremailinganinvoice,469,471
Onetimecustomers,46
foremailinganorderconfirmation,
Onholdcustomer,28
461,463
Onlinehelp,messages,A1
forprintingacredit.debitnote,518
Optionalfields
Messages
deleting,328
confirmation,A1
editing,327
error,A1
inAccountsReceivableinvoices,233
warning,A1
maintaining,327
MiscellaneousChargefield,220
orderfield,228,418
Miscellaneouschargedetails
OptionalFieldsreport,712
processingoverview,229
Options
Miscellaneouscharges
applytopreviouslycreditedinvoice,37
adding,318
changing,33
deleting,320
creditchecks,39
editing,319
defaultorderqtytoquantitycommitted,
importingandexporting,B6
35
printing,711
defaultorderunitofmeasure,36
Multipleorders,usinginasingleshipment,
defaultorderweightUOMforitems,36
26
defaultsettingforcalculatingtax
Multiplequotes,usinginasingleorder,26,
reportingamountsautomatically,
218
36
Multipleshipments,invoicingatonetime,
postA/Rbatches,37
26
Optionsform,using,33
Multiuserinformation,D3
Optionsreport,711
globallocking,D34
OrderActionreport,712
multiuserdataprotection,D3

Orderconfirmations Ordertotals(continued)
deliverymethod,242,259 ShipmentNumberfield,237
printstatus,243 verifying,236
printing,459,713 OrderTypefield,210
printingoverview,241 Ordertypes
reprinting,241 active,216
RequireShippingLabelsoption,244 future,217
OrderDatefield,210 processingoverview,216
Orderdetails,processingoverview,219 quotes,218
Orderentry standing,218
defaultcalculatetaxreportingamounts OrderUnitOfMeasurefield,222,412
setting,36 OrderWeightUnitOfMeasurefield,222,
defaultorderunitofmeasure,36 413
defaultorderUOMforitems,36 Orders
defaultquantitycommitted,35 adding,47
prepayments,429,449 changing,219
OrderEntry CopyOrdersform,246,434
forms,278 deleting,245
integrationwithotherprograms,280 editingcustomertaxinformation,423
journalentries,273 editingexchangerates,427
manuals,11,12 editingitemtaxinformation,422
reports,276 editingpaymentschedules,448
transactionbatches,272 editingpaymentterms,447
usingtheform,45 enteringprepayments,429,449
OrderListreport,printing,725 importing,472
Ordernumberchanging,310 importingandexporting,B6
OrderNumberfield,28 nonexistentcustomerrecords,46,48
Index
Orderprocessing,usingtemplates,215 onetimecustomers,46
Orderrateediting,234 printingconfirmations,459
Ordertemplates,printing,725 printinginvoices,468
Ordertotals printingpickingslips,464
Commentsfield,236 printingshippinglabels,466
CreateInvoicefield,237 processing,45
DiscountMiscellaneousChargesfield, verifyingtotals,236,432
236 viewing,437
entryfields,236 Orders,clearingcompleted,69
InvoiceDatefield,237 OriginalOrderfield,227,417
InvoiceNumberfield,237 Overridetheunitprice,security,223
LessOrderDiscountfield,236 Overrideunitprice,414
NumberofLabelsfield,237
ShipDatefield,237
User Guide Index7

P Postingquotesororderswithoptionalfields,
241
Papersize,forreports,72 Prepaymentbutton,orderform,215
Partialshipments,249 Prepayments
Passiveconcurrency,D3 entering,429,449
Paymentterms,editing,258 journalentry,275
Pendingtransactionsincreditchecks,39 Priceadjustment,journalentry,276
PeriodTypeoption,changing,38,39 Priceadjustment(creditnotes),265
Periodicprocessing Priceadjustment(debitnotes),265
clearhistory,67 PriceApprovalfield,223,414
instructions,61 Priceby(quantityorweight)field,222,413
Pickingslips PriceListfield,213,221,412
deliverymethod,242,259 PricingUnitofMeasurefield,223,413
forms,D5 PrintBOMComponentItems
printstatus,243 forprintingacredit.debitnote,518
printing,464,715,D6 forprintingaquote,457,459
printingoverview,241 forprintinganinvoice,470,472
reprinting,241 forprintinganorderconfirmation,462,
RequireShippingLabelsoption,244 464
Pickingslipsdatapipe PrintKitComponentItems
additionalfieldsforshipments,D7 forprintingacredit.debitnote,518
additionalfieldsfromdatabasetables, forprintingaquote,457,459
D6 forprintinganinvoice,470,472
additionalfieldsfromorders,D6 forprintinganorderconfirmation,461,
paramaters,D8 464
PostA/RBatches,processingoptions,37 PrintOnHoldOrders
Postbutton,orderform,214 forprintinganorderconfirmation,462,
Posting 464
approvingcredit,240 Printerrequirements,reports,72
credit/debitnotes,267 Printers,selecting&settingup
DayEndProcessing,241,269 See:SystemManagerUserGuide,73
invoices,258 Printing
overcreditlimit,239 AgedOrdersreport,73
processingoverview,239 creditnotetransactions,725
whatitdoesnotdo,240 credit/debitnotes,268,52,75
PostingA/RbatchesusingtheCreateBatch destination,72
icon,63 G/LIntegrationreport,77
Postingjournals,clearing,610 invoicepostingjournals,453
Postingordayendprocessing invoicetransactions,725
selectingtheCreateG/LTransactions invoices,468,79
option,312 miscellaneouscharges,711
OptionalFieldsreport,712

Printing(continued) Q
Optionsreport,711
OrderActionreport,712 QuantityBackorderedfield,224,415
orderconfirmations,459,713 Quantitycommitted
ordertemplates,725 defaultingtoorderquantity,35
ordertransactions,725 QuantityCommittedfield,227,417
papersize,72 QuantityOrderedfield,221,412
pickingslips,464,715,D6 QuantityShippedfield,224,415,440
printerrequirements,72 Quote,processingoverview,218
SalesStatisticsreport,721 QuoteExpirationDatefield,210
SalespersonCommissionRates,722 Quotes
SalespersonCommissionreport,722 deliverymethod,242,259
selectingprinter printingoverview,241
See:SystemManagerUserGuide,73 printing,718
shipmenttransactions,725 reusing,48
shippinglabels,466,724 verifyingtotals,236
shipviacodes,723
specifyingtheprintdestination,72
transactions,725
R
Seealso:Reports,71
Processingdayend
Ratetype,changingdefault,34
timetocomplete,270
Receipts,entering,429,449
Processingoptions
Referencefield,212
AccumulateBy,38,39
Reports,276
AgeOrders,310
AgedOrders,73
AllowEditOfStatistics,39
CreditNoteList,725
AllowNonexistentCustomers,35
creditnotes,75
Index
CalculateBackorderQuantities,34
debitnotes,75
changing,34
G/LIntegrationreport,77
CommissionBy,39
G/LTransactions,77
Creditchecks,39
InvoiceList,725
DefaultQuoteExpirationDays,37
invoices,79
DefaultRateType,34
MiscellaneousCharges,711
DefaultTemplateCode,37
OptionalFields,712
KeepSalesHistory,38
Options,711
KeepSalesStatistics,38
OrderAction,712
KeepTransactionHistory,35
orderconfirmations,713
PeriodType,38,39
OrderList,725
TrackCommissions,39
orderprocessingforms,278
Processingreports
papersize,277,72
G/LTransactions,77
periodend,65
User Guide Index9

Reports(continued) Salestax
pickingslips,715 calculating,230
printerrequirements,72 editing,230
printing,277 Salespersoncommissionrates
salesanalysis,278 adding,323
SalesStatistics,721 editing,324
SalespersonCommission,722 SalespersonCommissionRatesreport
Salespersoncommissionrates,722 printing,722
setup,277 SalespersonCommissionreport
ShipmentList,725 printing,722
shippinglabels,724 SalespersonInquiryform,using,475
ShipViaCodes,723 Salespersonstatistics,viewing,475
Templates,725 Samplereports.SeeReports
TransactionList,725 Security,AppendixC
RequireShippingLabels SerialNumbers,order/invoicefield,226,
forprintinganinvoice,469,471 417
forprintinganorderconfirmation,463 ShipAllbutton,orderform,214
forprintinganorderconfirmation ShipDatefield,237
quote,461 ShipViafield,212,227,417
Returns ShipmentListreport,printing,725
entering,53 ShipmentNumberfield,237
journalentry,275 Shipments
adding,439
partial,249
S printingshippinglabels,466
Shippinglabels
Saleshistory PrintOnlyLabelsMarkedasRequired
clearing,69 option,244,260
details,476,477 printing,466,724
options printingforinvoices,260
AccumulateBy,38 printingfororderconfirmations,
PeriodType,38 shipments,andinvoices,244
printing,720 printingoverview,260
SalesHistoryDetailwindow,476,477 ShipToLocationfield,212
using,476 Shipviacodes
viewing,476 adding,320
Salessplits,entering,233 editing,321
Salesstatisticsandsaleshistory ShipViaCodes,printing,723
viewing,473 Standingorder,processingoverview,218
Salesstatisticsform,using,474
SalesStatisticsreport,721

Statisticsoptions Transactionsoverview,22
AccumulateBy,39 Type(detail)field,220
AllowEditOfStatistics,39
KeepSalesStatistics,38
PeriodType,39 U
UnitCostfield,226,416
T Unitofmeasureonorders
TaxGroupfield,213 UnitPricefield,223,413
Taxreportingamounts UnitPriceOverride,414
calculatingautomatically,36 UnitWeightfield,224,415
TaxReportingCalculationonordersand Updatingsetupinformation
invoices,settingthedefault,36 formsused,32
Tax,sales UserGuide
calculating,230 chapters,11
customertaxclass,231 UsingtheUserGuide,11
editing,230
itemtaxclass,232
itemtaxincluded/excluded,232 V
Technicalinformation.AppendixD
TemplateCodefield,29 Viewing
Templates currentorders,437
adding,315 saleshistory,476
creditnoteprocessing,215 salesstatistics,474
editing,317 salesstatisticsandsaleshistory,473
howtouse,215 salespersonstatistics,475
Index
orderprocessing,215
printing,725
Termsfield,213
W
Totals,verifyingordersandinvoices,236
TrackCommissionsoption,changing,39
Warningmessages,A1
TrackingNumberfield,212,227,417
WeightUOMforitemsonorders
TransactionListreport,printing,725
Transactionreports,GeneralLedger,77

Transactions

clearinghistory,24
DayEndProcessing,23
KeepTransactionHistoryoption,24
posting,23
postingjournals,24
transactionlists,24
User Guide Index11

Accpac - Guide - Manual For OE User Guide PDF

Transféré par

Informations du document

Titre original

Copyright

Formats disponibles

Partager ce document

Partager ou intégrer le document

Options de partage

Avez-vous trouvé ce document utile ?

Ce contenu est-il inapproprié ?

Droits d'auteur :

Formats disponibles

Accpac - Guide - Manual For OE User Guide PDF

Transféré par

Droits d'auteur :

Formats disponibles

.

Sage Accpac ERP

Sage Accpac International, Inc. Confidential

Sage Accpac International, Inc. Confidential

Chapter 1: Introducing the User Guide

Chapter 2: What You Need to Know Before Using

User Guide iii

Sage Software Confidential

PrintingQuotes,OrderConfirmations,PickingSlips,andInvoices ............. 241

iv Sage Accpac Order Entry

Sage Software Confidential

PrintingReports ........................................................... 277

Chapter 3: Maintaining Setup Information

Sage Software Confidential

AfterChangingMiscellaneousChargeRecords .............................. 320

Chapter 4: Processing Orders, Shipments, and Invoices

vi Sage Accpac Order Entry

Sage Software Confidential

AuthorizingCredit ........................................................ 433

User Guide vii

Sage Software Confidential

Chapter 5: Processing Credit Notes and Debit Notes

Chapter 6: Periodic Processing

viii Sage Accpac Order Entry

Sage Software Confidential

Appendix A: Error Messages

Appendix B: Importing and Exporting

Appendix C: Order Entry Security

Sage Software Confidential

Appendix D: Technical Information

x Sage Accpac Order Entry

Sage Software Confidential

How to Use This Guide

Chapter 2, What You Need to Know Before Using Order Entry,

Chapter 3, Maintaining Setup Information,describesthetasks

Chapter 4, Processing Orders, Shipments, and Invoices,describes

Chapter 5, Processing Credit Notes and Debit Notes,describesthe

Chapter 6, Periodic Processing, describesthetasksthatarepartof

Sage Software Confidential

The Getting Started Manual

Appendix A, Error Messages,describesthemessagesyoumay

Appendix B, Importing and Exporting,describestheorderentrydata

Appendix C, Order Entry Security,listsanddescribestheOrder

Appendix D, Technical Information,providesinformationformacro

The Getting Started Manual

12 Sage Accpac Order Entry

Sage Software Confidential

Sage Software Confidential

Sage Software Confidential

PostingOrders ............................................................ 239

2ii Sage Accpac Order Entry

Sage Software Confidential

BatchesCreatedinAccountsReceivable ......................................... 272

User Guide 2iii

Sage Software Confidential

Sage Software Confidential

Overview of Order Entry Processing

Overview of Order Entry Processing

In Accounts Receivable, create transaction batches for your general ledger

Post G/L batches in Sage Accpac G/L or in another general ledger

Update Order As needed:

22 Sage Accpac Order Entry

Sage Software Confidential