Accpac - Guide - Manual For OE Getting Started PDF

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SAGE ACCPAC
Sage Accpac ERP
Order Entry
Getting Started
Sage Accpac International, Inc. Confidential

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trademarksarethepropertyoftheirrespectiveowners.
SageAccpacInternational,Inc.
Publisher
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orotherwiseduplicatedonanymediumwithoutwrittenconsentofSageAccpacInternational,Inc.
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SoftwareLicenseAgreementenclosedinthesoftwarepackage.

OEGS54-TOC.doc, printed on 4/18/2006, at 5:59:32 PM. Last saved on 4/18/2006 5:59:00 PM.
Contents
Chapter 1: Introducing Order Entry

OrderEntryFeatures ........................................................... 11
AdaptTransactionProcessingtoYourNeeds.................................. 11
TailorOrderEntrytoYourBusiness .......................................... 13
TrackSalespersonCommissions ............................................. 16
PrintFormsAccordingtoYourRequirements ................................. 16
QuicklyReviewDataOnScreen ............................................. 17
ProduceComprehensiveManagementReports ................................ 17
UseMulticurrencyAccounting .............................................. 18
IntegratingwithOtherPrograms ................................................ 19
HowtoUseThisManual ....................................................... 110
TheUserGuide ............................................................... 111
WhereToNow? ............................................................... 111
Chapter 2: What You Need to Know Before Setting Up

Order Entry
ChoosingOrderEntryOptions .................................................. 22
CompanyInformation ...................................................... 22
ProcessingOptions ......................................................... 23
DocumentsTab ........................................................... 218
ChoosingG/LIntegrationOptions .............................................. 220
OptionsontheIntegrationTab.............................................. 221
OptionsontheTransactionsTabforSpecifyingtheDescription,Reference,
andCommentsforG/LTransactions ..................................... 226
Getting Started iii
Sage Software Confidential

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AddingOrderEntrySetupRecords ............................................. 228

ShipViaCodes ........................................................... 229
MiscellaneousCharges .................................................... 230
Templates ................................................................ 231
SalespersonCommissionRates ............................................. 234
EmailMessages .......................................................... 235
OptionalFields ........................................................... 237
EnteringOutstandingOrders .................................................. 238
EnteringSalesStatistics........................................................ 239
CustomizingtheStandardPrintedandEMailedBusinessForms .................. 239
WhereToNow? .............................................................. 240
Chapter 3: Setting Up Your Order Entry System

BeforeYouBegin .............................................................. 31
AccessRestrictionstoOrderEntry ........................................... 31
OverviewofOrderEntrySetup ................................................. 32
WhileYouWork ............................................................... 33
GuidepoststoOrderEntryInformation ...................................... 33
SettingUpanOrderEntrySystem ............................................... 35
Step1:GatherDatafromYourPresentOrderEntrySystem .................... 35
Step2:AddOrderEntryAccountstoYourChartofAccounts.................. 36
Step3:AddSecurityInformation............................................ 37
Step4:SelectOrderEntryOptions .......................................... 37
Step5:SelectGeneralLedgerIntegrationOptions............................ 317
Step6:AddSetupRecords ................................................ 324
Step7:EnterOutstandingOrders .......................................... 338
Step8:EnterSalesStatistics ................................................ 339
Step9:DesignandTestFormatsforPrintedandEMailedBusinessForms ..... 342
WhereToNow? .............................................................. 344
Appendix A: The Order Entry Setup Checklist
Index
iv Sage Accpac Order Entry

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Order Entry
Introducing
Chapter 1
Introducing Order Entry
ThischapterintroducesyoutoSageAccpacOrderEntry.Itdescribes
theimportantfeaturesoftheprogram,discusseshowOrderEntry
integrateswithotherprograms,andsuggestshowtousethe
manualstolearnaboutthesystem.
Order Entry Features

OrderEntryhandlesallyourorderentry,invoicing,andorder
trackingneeds,regardlessofthesizeandcomplexityofyour
business.
YoucanusetheOrderEntryprogramtoenteryourordersandsales
returns,andtoprintinvoices,credit/debitnotes,quotes,order
confirmations,pickingslips,andshippinglabels.Youcantrack
transactiondetailsandsalesinformationonthescreenandon
printedreports.
OrderEntryisfullyintegratedwithSageAccpacInventoryControl
andSageAccpacAccountsReceivable,soyoualwaysknowyour
inventorylevelsandthestatusofyourcustomeraccounts.
Adapt Transaction Processing to Your Needs

OrderEntryflexiblymatchesyourcompanysorderprocessing
needsbyprovidingthreeseparatetransactionentryformsfor
enteringorders,shipments,andinvoices.
Forexample,youcan:
Separateyourorderprocessing,shipping,andinvoicing
functions,andhandlethemindifferentdepartments.
Getting Started 11

Or
Enterorders,shipments,andbackordersontheOrderEntry
formandautomaticallycreateinvoicesforshippedquantities.
Or
DirectlyentershipmentsontheShipmentEntryformandprint
invoicesonthespot.
OrderEntrystransactionentryformsprovidealargerangeof
features:
Enteractive,future,andstandingorders.Usethesamestanding
ordertocreatenewordersfordifferentcustomers.
Enterquoteswithspecificexpirationdates.
Addnewcustomersontheflywhenyouenterorders,oradd
customerrecordslater.
Enterordersandinvoicesinthecustomerscurrency(ifyou
haveamulticurrencysystem).
Assignsalesproportionallyforuptofivesalespeople.
Specifywholeorfractionalquantitiesonorders,iffractional
quantitiesareusedinyourinventory.
Enterorderquantitiesusinganyunitofmeasuredefinedinyour
inventory,orpredefineadefaultorderunitofmeasure(stocking
orpricingunit).
EnterordersthatincludeKitsandBOMSthatwereearlier
createdinInventoryControl.
Displayallcomponentsforitemsbuiltfrommultiplelevelbills
ofmaterialorkitsinorderentry,shipmententry,invoiceentry,
andcredit/debitnoteentry.
Enterorderandinvoiceprepaymentsinanycurrency(ifyou
haveamulticurrencysystem).
12 Sage Accpac Order Entry

Order Entry
Introducing
Specifydiscountsforentireordersaswellasforeachorder
detail.
Enterinvoicediscounts.
Editpaymentschedulesandterms.
Processcreditcardtransactions.
Includecommentsandshippinginstructionswithorders.
Includeserialnumberswithorderdetails.(Numbersappearon
theInventoryControlSerialNumbersreport.)
Editpartiallyshippedorders.
Printorderconfirmations,invoices,creditnotes,anddebitnotes
asyouenterthem,orprintthemalllater.
Choosethecustomersdeliverymethod(whichcanbeanemail
address)orthecurrentprintdestinationwhenyouprintquotes,
orderconfirmations,invoices,andcredit/debitnotes.
Createstandardmessagestosendwithemailedquotes,order
confirmations,invoices,andcredit/debitnotes.
Placeordersonhold.
Recallinvoiceinformationwhenissuingcredit/debitnotes.
Printmessagesforcustomers,upto250characterslong,onorder
confirmations,pickingslips,andinvoices.
Tailor Order Entry to Your Business

Defineordertemplateswithstandardinformationtospeeddata
entry.
Setupanynumberofmiscellaneouschargesforfastinvoicingof
costs,otherthanforinventoryitems.
Defineanynumberofcodesforyourshippingmethods.
Getting Started 13

Defineanynumberofoptionalfieldsformiscellaneouscharges,
orders,shipments,invoices,andcredit/debitnotes.
Makeanoptionalfieldrequired(withoutspecifyingadefault
valueforthefield).
ProhibitthesaleofnonsellableitemsfromInventoryControl.
Controltheinventorylocationsfromwhichitemscanbeshipped
byidentifyinglocationsasphysicalorlogical.OrderEntry
allowsyoutoshipfromphysicallocationsonly.
Useinventorypricingfeatures,includingpricingbyweight,
pricingbymultipleunitsofmeasure,andpricingbasedon
currentcostplusaspecifiedpercentageoramount.
Authorizespecificindividualstooverridedefaultitempricesin
OrderEntry,andrestrictaccesstoothers.
Allow,warn,reject,orrequireapprovalwhenitempricesfall
belowaspecifiedcostormargin.
Defaulttheinventorylocationbasedonthecustomersshipto
location,sogoodsareshippedfromthenearestwarehouse.
(AccountsReceivableprovidesdefaultlocationsforboththe
customerrecordandtheshiptolocation.)
Automaticallydeterminetheappropriateinventoryitemby
usingthecustomeritemnumbersthatmatchyourinventory.
CustomeritemnumbersaresetupinInventoryControl.
Usethelowestpriceavailabletoacustomer,regardlessofthe
contractprice.(InventoryControlsContractPricingformallows
youtousethelowestprice.)
Keepsaleshistory,salesstatistics,andtransactionhistoryforas
longasyouwant.Accumulatesaleshistoryandstatisticsby
periodsyouspecify.

Order Entry
Introducing
Printinvoices,orderconfirmations,pickingslips,andshipping
labelsusingthestandardlayoutsthatcomewithOrderEntry,or
changethemtosuityourneeds.
Choosedeliverymethodsforquotes,orderconfirmations,credit
notes,andinvoices.
SetcustomerpaymenttermsinAccountsReceivable.
Specifywhethertoincludeorexcludetaxamountsin
discountbases.
Calculateduedatesanddiscountdatesfromtheinvoice
date,endofnextmonth,dayofnextmonth,anddaysfrom
dayofnextmonth.
Definemultiplepaymentschedules.Eachpaymentcanhave
auniqueduedateanddiscountdate.
Checkcustomerscreditratingsbasedon:
ThetotaloutstandingbalanceinAccountsReceivable.
Thetotaloutstandingbalanceincludingpending
transactionsinAccountsReceivableandOrderEntry.
Anoutstandingbalancethatsoverduebyasetnumberof
days.
Triggerawarningorerrorifacreditnotehaspreviouslybeen
postedforaninvoice.
Assignsecurityrightstoviewitemcostsduringorderentry.
Usecustomertypesonordersthatcorrespondtodiscount
pricinglevelsdefinedinInventoryControl.
Offercontractpricestoyourcustomers(byitemorbycategory).
Specifywhetheryouwanttaxescalculatedautomaticallyorbe
enteredmanually.
Getting Started 15

UsetheG/LIntegrationformtochoosetheinformationthatyou
wanttotransfertoGeneralLedgerinthedescription,reference,
andcommentfieldsofGeneralLedgertransactionsarisingfrom
OrderEntrytransactions.
AutomaticallyposttransactionsfromOrderEntrydirectlyto
AccountsReceivableandGeneralLedgeraccounts.
Track Salesperson Commissions

Storeuptofivecommissionratesforeachsalesperson,basedon
increasingsalesamounts.
Tracksalescommissionsfromeachinvoicebysalesperson.
Calculatecommissionsusinginventoryitemcategoryratesor
usingratesstoredwithsalespersonrecords.
Calculatecommissionsbasedonsalesamountsormargins.
Print Forms According to Your Requirements

Printorderconfirmations,invoices,pickingslips,credit/debit
notes,quotes,andshippinglabelsthatcomewithOrderEntryor
designyourownformsandlabels.
Choosewhethertoprintbackordereditemsoninvoices.
Printlabelsforarangeofordernumbersorarangeofinvoice
numbers.
Specifythenumberoflabelsforindividualordersandinvoices.
Limitprintingofshippinglabelstoselectordersandinvoices.
Printitemsonthepickingslipbypickingsequence,item
number,ororderlinenumber.
Reprintpickingslipsandshippinglabelsthathavealreadybeen
printed.

Order Entry
Introducing
Quickly Review Data On-Screen

Viewshipmentandinvoicenumbersonorderentryforms,order
andinvoicenumbersonshipments,andshipmentnumberson
invoices.
Drilldownandaroundtorelateddocumentsduringtransaction
entryforexamplefromcreditnotestoinvoices,toshipments,
andtoorders.
DisplayanduseoptionalfieldsforrecordlookupinallOrder
EntryFinders.
Lookupcustomeractivitybyprimarysalesperson.
Lookupinvoicesbyitemnumber.
Lookupordersbycustomerandorderstatus.
Reviewcurrentinvoiceandcreditnotedetails.
IdentifyorderssubmittedontheInternet.
Lookupsaleshistorybycustomeroritemnumber(backtothe
datetowhichyoulastclearedhistory).
Lookupsalesstatisticsforpastperiods(backtothedateto
whichyoulastclearedstatistics).
Printreportstoaprinter,tothescreen,toafile,toanemail.
Produce Comprehensive Management Reports

OrderEntryprovidesflexiblesortingandselectionoptionsonafull
rangeoforderandhistoryreports,transactionlists,andposting
journals,including:
Order/Shipment/Invoice/Credit Note/Debit Note Lists.

Providesdetailedorsummarylistingsofcurrentorders,
shipments,invoices,creditnotes,anddebitnotes.
Getting Started 17

G/L Transaction List. Providesalistingofgeneralledgerentries

createdforshipmentsyouhavepostedinOrderEntry.
Posting Journals. Listsdetailsofeachinvoice,shipment,and

credit/debitnoteenteredfortherangeofdayendsequencesyou
select.
Order Action Report. Reportsthecurrentstatusofyourorders,

sortedandselectedaccordingtoyourchoices.
Aged Orders Report. Providesalistofallincompleteorders

andtheirrelativeagesinthesystem,withinthedateandorder
rangeyouspecify.
Invoice Action Report. Checkswhetherordershavebeen

partiallyorfullyinvoicedtoensuretheyareinvoicedinatimely
manner.
Salesperson Commissions. Liststhecommissionsearnedby

eachsalespersonsincethereportinformationwaslastcleared.
Sales History. Providesasummaryordetailedhistoryof

customer,item,orsalespersonsalesactivity,selectedbyranges
ofsalesperiod,customer,anditemnumbers.
Summary Statistics. Reportskeyperiodstatistics.
Use Multicurrency Accounting

IfyouhaveamulticurrencyAccountsReceivablesystem,yourOrder
Entrysystemwillautomaticallyhandleallyourcustomers
currencies.
AmulticurrencyOrderEntrysystemallowsyoutoenter,post,and
reporttransactionsinallthecurrenciesyouuseinyourbusiness.
Youcanalsotransfermulticurrencytransactionsfromother
programstoOrderEntry.

Order Entry
Introducing
Integrating with Other Programs
UseOrderEntryto:
Enterordersandinvoicesinthecustomerscurrencies.
Calculatetaxreportingamountsinacurrencythatisdifferent
fromthecustomerorfromyourcurrency.
Applyprepaymentstoordersandinvoicesinanycurrency.
Printreportsinyourfunctionalcurrency(thehomecurrencyofa
givensetofdata)andsourcecurrencies(thecurrenciesinwhich
transactionsareentered).
Displayexchangeratesautomaticallyduringtransactionentry,
thenacceptorchangethedisplayedrates,asneeded.
Integrating with Other Programs

OrderEntryrequiresSageAccpacAccountsReceivableandSage
AccpacInventoryControltohandleyourcustomerandinventory
records.YoucanalsotransferOrderEntrydatatoandfrom
spreadsheetanddatabaseprogramsusingtheimportandexport
facilities.
Accounts Receivable. Youcanautomaticallycreateabatchof

invoiceandcreditnotetransactionsinAccountsReceivable
whenyouusetheDayEndProcessingforminInventory
Control.YoucanalsoverifyAccountsReceivablecustomerand
creditinformationwhenyouprocessordersandinvoicesin
OrderEntry,andyoucandrilldowntoO/Einvoices,shipments,
andorderswhenreviewingcustomerinvoicesinAccounts
Receivable.
Inventory Control. InventoryControlmanagestheitemsthat

youselectforOrderEntrytransactionsandprovidesOrder
Entrywithitemdescriptions,pricingandcostinginformation,
alternate(substitute)itemnumbers,alternativecustomeritem
numbersandbarcodes,BOMandkitcomponents,price
Getting Started 19

How to Use This Manual
overriderules,andGeneralLedgersalesaccountsandreturns
accounts.
ProcessingordersandinvoicesinOrderEntryupdatesitem
costs,quantitiesonhand,quantitiesonsalesorder,statistics,
transactionhistory,andserialnumbersinInventoryControl
itemrecords.
How to Use This Manual

ThisGettingStartedmanualexplainshowtosetupOrderEntry.
ToinstallSageAccpacERPandsetupyourprinter,followthe
instructionsintheSystemManagerAdministratorGuide.
InadditiontoChapter1,theOrderEntryGettingStartedmanual
containsthefollowingchapters:
Chapter 2, What You Need to Know Before Setting Up Order Entry,

tellsyouhowtocreateanorderentrysystemthattakesfull
advantageoftheprogramsfeaturesandmeetsyourcompanys
currentandfutureneeds.
Chapter 3, Setting Up Your Order Entry System, guidesyouthrough

settingupOrderEntrytomeettheuniqueneedsofyourcompany,
andtransferringyourcurrentorderentryinformationtothenew
system.
Appendix A, The Order Entry Setup Checklist, describesthesetup

checklistandexplainshowtoprintit.
The Index containsanalphabeticallistingoftopicsinthismanual,

withcorrespondingpagenumberreferences.

Order Entry
Introducing
The User Guide
The User Guide

TheOrderEntrypackagecontainsthisGettingStartedmanualand
theUserGuide.
TheOrderEntryUserGuidecontainsanoverviewofOrderEntry
processing,anddetailsdailyandperiodicprocessingand
maintenanceprocedures.ItalsodiscussesOrderEntryreports.
TheappendixesintheOrderEntryUserGuideprovideadditional
informationabouttheonlineHelp.Theyalsocontaininstructionsfor
importingandexportingOrderEntrydata,andprovidemore
technicalinformationforusers.
TurntotheOrderEntryUserGuideonceyouhavefinishedsettingup
yourOrderEntrysystemfollowingtheinstructionsinthisGetting
Startedmanual.
Where To Now?
IfyouhavejustpurchasedOrderEntry,installtheprogramonyour
computer.RefertotheinstallationinstructionsintheSystemManager
AdministratorGuide.
IfOrderEntryisalreadyinstalledonyoursystem,wesuggestyou
readChapter2,WhatYouNeedtoKnowBeforeSettingUpOrder
Entry,inthismanual,andtrytheexercisesintheSageAccpac
WorkbookbeforeyoubeginusingOrderEntrywithyourowndata.
WhenyouarereadytocreateyourownOrderEntrysystem,follow
theinstructionsinChapter3,SettingUpYourOrderEntrySystem,
inthismanual.
Getting Started 111

Chapter 2
What You Need to Know Before
Up Order Entry
Before Setting
Setting Up Order Entry
ChoosingOrderEntryOptions .................................................. 22
CompanyInformation ...................................................... 22
ProcessingOptions ......................................................... 23
FunctionalCurrencyandRateType ...................................... 24
CalculatingBackordersAutomatically .................................... 24
KeepingTransactionHistoryforLookups,Drilldown,andReporting ........ 25
AllowingOrdersforCustomerswithNoRecordinAccountsReceivable ..... 26
DefaultingtheQuantityCommitted ...................................... 27
CalculatingTaxReportingAmountsAutomatically ........................ 27
SpecifyingaDefaultOrderUnitofMeasure ............................... 28
SpecifyingaDefaultOrderWeightUnitofMeasure ........................ 28
UsingaDefaultTemplate ................................................ 29
SettingaDefaultNumberofDaysfortheExpirationofQuotes .............. 29
SettingaDefaultforCreatingInvoices .................................... 29
WarnIfApplyingAdditionalCreditNotestoInvoices .................... 210
ChoosingWhethertoPostA/RBatchesAutomaticallyor
UsingtheCreateBatchIcon ......................................... 210
KeepingSalesHistory .................................................. 211
KeepingSalesStatistics ................................................. 212
PeriodsforAccumulatingSalesHistoryandSalesStatistics ................ 213
CalculatingSalesCommissions ......................................... 214
SettingUpOrderEntryandInventoryControltoCalculateCommissions ... 215
PerformingCreditChecks .............................................. 217
DocumentsTab ........................................................... 218
DocumentNumbering ................................................. 218
AgingofOrders ....................................................... 219
Getting Started 2i

ChoosingG/LIntegrationOptions .............................................. 220

OptionsontheIntegrationTab ............................................. 221
ChoosingWhentoCreateG/LTransactions .............................. 221
PrintingGeneralLedgerTransactions ................................... 222
ChoosingHowandWheretoCreateG/LTransactions .................... 223
ChoosingConsolidationOptionsforGeneralLedgerTransactions ......... 224
OptionsontheTransactionsTabforSpecifyingtheDescription,Reference,
andCommentsforG/LTransactions .................................... 226
ChoosingOriginalO/ETransactionInformationfortheG/LEntries ........ 227
AddingOrderEntrySetupRecords ............................................. 228
ShipViaCodes ........................................................... 229
MiscellaneousCharges .................................................... 230
Templates ................................................................ 231
OrderTypes .......................................................... 231
CustomerType ....................................................... 232
TaxGroup ............................................................ 232
OptionalEntries ....................................................... 233
SalespersonCommissionRates ............................................. 234
EmailMessages .......................................................... 235
OptionalFields ........................................................... 237
EnteringOutstandingOrders .................................................. 238
EnteringSalesStatistics........................................................ 239
CustomizingtheStandardPrintedandEMailedBusinessForms .................. 239
WhereToNow? .............................................................. 240

2ii Sage Accpac Order Entry

Chapter 2
What You Need to Know Before
Up Order Entry
Before Setting
Setting Up Order Entry
Thischapterexplainstheoptionsyoucanselectandthedatayou
needtoaddduringsetupofyourOrderEntrysystem.
Read this chapter ReadthischapterbeforesettingupOrderEntryorconvertingdata

before setting up
fromACCPACPlusoranothersoftwarepackage.Thechapterwill
or converting
Order Entry data helpyoucreateasystemthattakesfulladvantageofOrderEntrys
featuresandmeetsyourcompanyscurrentandfutureneeds.
Afterreadingthischapter,followtheinstructionsinChapter3,
SettingupyourOrderEntrySystem.Forinformationabout
runningOrderEntrytoprocesstransactions,refertotheOrderEntry
UserGuide.
Before you begin BeforeyoucanbeginOrderEntrysetup,youmust:
1. InstallSageAccpacSystemManager,GeneralLedger(ifyou
plantouseit),AccountsReceivable,InventoryControl,and
OrderEntry.
2. Createasystemdatabaseandacompanydatabase.
3. ChoosecompanywideoptionsinCommonServices.
4. ActivateG/LSubledgerServices,BankServices,TaxServices,
AccountsReceivable,InventoryControl,andOrderEntry.
5. AddthefollowinginformationtootherSageAccpacprograms:
Bank,tax,andcurrencyrecordsinCommonServices.
Customer,shiptolocation,paymentterms,andsalesperson
recordsinAccountsReceivable.
Getting Started 21

Choosing Order Entry Options
Item,pricelist,location,accountset,unitsofmeasure,and
categoryrecordsinInventoryControl.

OnceyouhaveactivatedOrderEntry,yourfirsttaskistousethe
O/EOptionsformtospecifywhichprocessingoptionsyouwantto
use.
YourchoicesdeterminehowyourOrderEntrysystemoperatesand
thetypesofdatathatitstoresanddisplays.Youcanalsousethe
OptionsformaftersettingupOrderEntrytoreviewyourentriesand
tochangemostofthem,ifnecessary.
Thissectionexplainsthepurposesandeffectsofthechoicesyou
makeontheOptionsform,presentingtopicsintheorderthey
appearontheform.Theoptionsarebrieflymentionedagainin
sectionsthatdiscussrecordsandoperationsthatareaffectedbythe
optionsyouchoose.
Company Information
ThefirsttaboftheO/EOptionsformdisplayscompanyandcontact
informationforyourorderentrydepartment.
Mostoftheaddressandcontactinformationforyourcompanyis
maintainedusingtheCompanyProfileforminCommonServices.
However,youcanstorethenameofanorderentrycontactpersonor
position,andenterthetelephoneandfaxnumbersyouuseinyour
OrderEntrydepartment,ontheCompanytabontheOptionsform.
Thistabalsodisplaysthenameandaddressenteredforthecompany
inCommonServices.Tochangethecompanynameandaddress,use
theCompanyProfileforminCommonServices.

Processing Options
UsetheProcessingtabontheOptionsformtochoosewhetheryour
Up Order Entry
Before Setting
OrderEntrysystemdoesthefollowing:(Inmanycases,youare
choosingadefaultsettingwhichcanbechangedduringdataentry.)
Calculatesbackorderquantitiesautomatically.
Savestransactioninformationforreporting.
Letsyouentertransactionsforcustomersforwhomyouhave
notyetaddedarecordinAccountsReceivable.
Defaultsthequantitycommittedwhenenteringquantity
ordered.
Calculatestaxreportingamountsautomatically.
Usesstockingunitorpricingunitasthedefaultorderunitof
measure.
Usestheitemweightunitofmeasureorthepricingweightunit
asthedefaultorderweightunitofmeasure.
Usesadefaulttemplatefororderentrytoprovidestandard
orderdefaults.
Createsinvoicesbydefault.
Warnsorreturnsanerrorifyouapplyacreditnotetoaninvoice
thathasalreadybeencreditedonce.
LetsyoupostA/RbatchesduringO/Etransactionposting/day
endprocessing(dependingonwhenyoucostinventory)oron
requestusingtheCreateBatchicon.
Accumulatessaleshistoryandsalesstatisticsbycalendaryearor
byfiscalyear.
Allowseditingofstatistics.
Trackscommissionsonsalesormargins.
Getting Started 23

Performscreditlimitchecks.
YoualsousetheProcessingtabtospecifyadefaultnumberofdays
beforequotesexpire.
Functional Currency and Rate Type
Functional currency TheProcessingtabalsodisplaysthefunctional(home)currencyin

whichthecompanybooksarekept.Youselectthefunctional
currencyontheCompanyProfileforminCommonServiceswhen
youfirstsetupyourSageAccpacsystem.Youcannotchangethe
functionalcurrencyonceyouhaveselectedit.
Multicurrency Inaddition,theProcessingtabindicateswhetheryourOrderEntry
setting from A/R
systemismulticurrencyorsinglecurrency.Thesettingdependson
yourselectioninAccountsReceivable.IfAccountsReceivableis
multicurrency,OrderEntryismulticurrencyalso.IfAccounts
Receivableissinglecurrency,OrderEntryissinglecurrency.You
cannotchangeeitherofthesefields.
Rate type IftheMulticurrencyoptionisturnedon,thecompanysdefaultrate

typeforconvertingsourcecurrencyamountstofunctionalcurrency
equivalentsisdisplayed.Youcanselectadifferentratetypetouse
forOrderEntry(itcandifferfromtheratetypeusedinAccounts
Receivable).
Calculating Backorders Automatically
OrderEntrycanautomaticallycalculateabackorderthe
differencebetweenthequantityorderedandthequantityshipped
whenyouenteranitemonanorderorinvoice.Theresultingfigure
isdisplayedintheQuantityBackorderedfieldintheOrderEntry,
ShipmentEntry,andInvoiceEntryforms.
Anyamountorderedbutnotshippedisconsideredtobea
backorder,whetheryouhavethestockreadytosend,orareoutofit
andwaitingfornewstocktoarrive.

Selecting the Tohavetheprogramautomaticallycalculateanddisplaythe

Calculate
backorderquantitywhenyouenteranitemonanorder,selectthe
Backorder
Quantities option CalculateBackorderQuantitiesoptionontheProcessingtabofthe
Up Order Entry
Before Setting
Optionsform.
Ifyoudonotselectthisoption,theprogramdisplayszeroesinthe
QuantityBackorderedfield,whetherornotthequantityorderedis
largerthanthequantityshipped.
Ineithercase,youcanchangetheentryintheBackorderedfield.The
optionmerelydetermineswhatappearsinitiallyinthefield.
Manually reducing WhenyoureduceamountsintheBackorderedfieldwithout

backordered
reducingtheamountordered,orcancelanorderthathasquantities
amounts
enteredintheBackorderedfield,theamountsarereportedaslost
salesontheSalesStatisticsreportwhentheentireorderiscomplete.
Ifyouareunabletoshipallitemsonanorder,youcanedittheitem
linestoreducethequantitiesorderedtomatchthequantities
shipped.
Reporting TheprogramreportsbackorderedentriesontheOrderList
backordered
(generatedfromtheTransactionListform).Youcanviewthevalue
items
ofordersthathavenotbeenfilledontheOrderActionandAged
Ordersreports.
IfyouusethePurchaseOrdersprogram,youcanalsogenerate
purchaseordersautomaticallyfrombackordereditemsonsales
orders.
Toreportbackordereditemsoninvoices,choosetheoption,Include
BackorderedItems,ontheInvoicesformintheFormsfolder.
Keeping Transaction History for Lookups, Drilldown, and Reporting
Selectthisoptionifyouwanttoprintcompletedorder,invoice,and
creditnoteinformationontheTransactionListanddrilldownto
OrderEntrytransactionsfromothermodules.
Getting Started 25

Drilldown
Note: Youmustselectthisoptionifyouwanttobeableto
drilldownfromtransactionsinGeneralLedger,Accounts
Receivable,andInventoryControltotheoriginatingentries
inOrderEntry.
Ifyoudonotselectthisoption,DayEndProcessingwillnotkeep
fullyshippedandinvoicedordersorprintedinvoicesandcredit
notes,soyouwillnotbeabletodrilldowntothemorprintthemon
transactionlists.
Turning the options Youcanturnthisoptiononoroffatanytime.Ifyouturnitoff,

on and off
OrderEntryimmediatelystopssavinginformation,althoughit
retainsthoserecordsalreadycollecteduntilyouclear(delete)them
usingtheClearHistoryform.
Ifyouturntheoptiononagain,therewillbeagapinthecollected
informationcorrespondingtotheperiodwhentheoptionwasnot
used.
Clearing historical Historicaldatacantakeupalargeamountofstoragespaceonyour

data
computer,soyoushouldclearthedatawhenyouarefinishedusing
it.Forexample,youmightdecidetocleardatathatismorethansix
oreightmonthsold,oryoumightkeepdataformorethanayear.
Seetheoptionsforkeepingsaleshistoryandsalesstatisticsfor
reportingpurposes.
Allowing Orders for Customers with No Record in Accounts Receivable
OrderEntryletsyouchoosewhetheryoucanpostorders,
shipments,andinvoicesforcustomersthathavenorecordin
AccountsReceivable.
IfyouselecttheoptionAllowNonexistentCustomers,youcanpost
ordersforcustomersforwhomyouhavenotsetuparecordin
AccountsReceivable.
Ifyoudonotselecttheoption,OrderEntrypreventsyoufrom
enteringanorder,ashipment,oraninvoiceforacustomerforwhom
norecordexistsinAccountsReceivable.

RegardlessofyourchoiceforOrderEntry,however,youwillnotbe
abletopostaninvoiceinAccountsReceivableuntilyouaddthe
customertoyourAccountsReceivablesystem.
Up Order Entry
Before Setting
WARNING! Whenyouaddanorderforanonexistent
customer,youmustspecifyataxgroup.Ifthetaxreporting
currencyforthetaxgroupthatyouwanttousediffersfrom
thecustomerscurrency,youmustcreatethecustomer
recordinAccountsReceivablebeforeyouentertheorder.
Defaulting the Quantity Committed
Choosethisoptiontoensurethatquantitiesenteredinordersare
automaticallycommittedifavailableininventory(thatis,enteredin
theQuantityCommittedfieldintheorder).
Byenteringcommittedquantitiesinorders,youensurethatitems
areavailablewhenyoucometoshipthem(unlessyouallow
negativeinventoryquantities).
Ifaquantityisalreadycommittedtoanorder,youcanshipanother
orderforthesameitemsonlyifthereisasufficientquantityin
inventoryinadditiontothecommittedquantity.
Calculating Tax Reporting Amounts Automatically
TheProcessingtabletsyouspecifyadefaultfortheCalculateTax
ReportingcheckboxontheTaxestabsfortheOrderEntryand
InvoiceEntryforms.Youcanchangethesettingwhenyouenter
transactions.
NotethattheCalculateTaxReportingcheckboxappearsonlyifatax
authorityforthetransactionhasataxreportingcurrencythatis
differentfromthesourceorfunctionalcurrency.(Yousetthetax
reportingcurrencyinTaxServices.)
SageAccpacERPcalculatestheamountinthetaxreportingcurrency
byapplyingtheexchangeratebetweenthesourcecurrencyandthe
taxreportingcurrency.Theprogramletsyoumanuallyenterthe
Getting Started 27

amountinthetaxreportingcurrencyifyouturnofftheoptionfor
automaticallycalculatingtaxreportingamounts.
Specifying a Default Order Unit of Measure
TheProcessingtabletsyouspecifytheorderunitofmeasurethat
appearsbydefaultonitemlinesintheOrderEntryform.
Youcanselecteitherthestockingunitforitemsorthepricingunit
foritemsasthedefaultunitofmeasure.
Thestockingunitofmeasureisspecifiedforeachiteminthe
ItemforminInventoryControl.
Pricingunitsofmeasure(youcanhaveoneormoreperitem)are
specifiedintheItemPricingforminInventoryControl.
Forexample,youmayuseeachasthestockingunitforanitem,
butdozenasthepricingunit.
Ifyoupriceanitembyweight,theprogramwillalwaysusethe
stockingunitofmeasureforanitem.
Specifying a Default Order Weight Unit of Measure
TheProcessingtabletsyouspecifytheweightunitofmeasurethatis
usedbydefaultforitemsthatarepricedbyweight.
Note: Thissettingappliesonlytoitemsthatarepricedby
weight.Ifyoupriceanitembyquantity,theprogramwill
alwaysusetheweightunitofmeasureintheitemrecord.
(PricingbyweightisonlyavailableinSageAccpac500ERP.)
Youcanselecteithertheweightunitofmeasurefromtheitem
record,ortheweightunitsofmeasurefromtheItemPricingformin
InventoryControl.

Total order weight

UOM comes from Note: Thetotalorder,shipment,invoice,orcredit/debitnote
Inventory Control weightsshownontheTotalstabofthetransactionentry
Up Order Entry
Before Setting
formsusetheDefaultWeightUnitOfMeasurespecifiedin
theInventoryControlOptionsform.
Using a Default Template
Dataentrytemplatesletyouspeedupandsimplifytheorderentry
processbyprovidingdefaultsettingsthatappearwhenyoustarta
neworderorcreditnote.
Youcanuseoneofthetemplatesyousetupasthedefaulttemplate
forallnewordersorcreditnotes.Thedefaulttemplateshould
containthesettingsyouusemostfrequentlyforordersandcredit
notes.Formoreinformationabouttemplates,seeTemplates,later
inthischapter.
Setting a Default Number of Days for the Expiration of Quotes
YouusetheDefaultQuoteExpirationDaystospecifythenumberof
daysthatyounormallyallowbeforequoteswillexpire.
Whenyouenteraquote,OrderEntrycalculatesanddisplaysthe
defaultexpirationdatebasedonthenumberofdaysyouenterinthis
field.WhenyourunDayEndProcessingontheexpirationdate,the
quoteisremovedfromthesystem,unlessyouhavechangedthe
ordertypefromQuotetoActive,Future,orStanding.
Setting a Default for Creating Invoices
ThissettingchangesthedefaultsettingfortheCreateInvoice
checkboxontheOrderEntryandShipmentEntryforms.Whenyou
selecttheCreateInvoicecheckbox,OrderEntrycreatesaninvoicefor
allitemsshippedontheOrderEntryorShipmentEntryform.
Generally,youwouldselectthissettingifyoualwaysinvoice
shipments,evenforpartiallyshippedorders,oryouwouldturnit
offifyouonlyinvoicecompletedorders.
Getting Started 29

Warn If Applying Additional Credit Notes to Invoices
Thissettingletsyoucontroltheapplicationofmultiplecreditnotes
toinvoices.YoucanchoosetohaveOrderEntrytowarnyouwhen
postingacreditnotetoapreviouslycreditedinvoice,displayan
errormessage,orignoreadditionalcreditnotes.
Ifyouchoosetodisplayanerrormessage,OrderEntrywillprevent
youfrompostingasecondcreditnotetoaninvoice.
Choosing Whether to Post A/R Batches Automatically or Using the

Create Batch Icon
ThissettingletsyouchoosewhentopostA/Rbatchesgenerated
fromOrderEntryInvoices,creditnotes,anddebitnotes:
DuringPostingorDayEndProcessing
OnRequestUsingCreateBatchIcon
During Posting or Day End Processing
ThischoicepostsAccountsReceivableinvoicebatchescreatedby
OrderEntrywhenyoupostinvoicesorwhenyourundayend
processinginInventoryControl(ifyouhaveit)dependingon
whenyoucosttransactionsinInventoryControl.
(TheInventoryControloptionforcostingtransactionsletsyoucost
inventoryitemsduringpostingorwhenyourunDayEnd
Processing.)
On Request Using the Create Batch Icon
ThischoiceletsyouchoosethetimetopostAccountsReceivable
invoicebatchescreatedbyOrderEntryusingtheCreateBatch
iconinOrderEntryorusingthePostBatchformintheAccounts
Receivablemodule.
Youcanchangeyourselectionanytime.Ifyouwereusingthe
CreateBatchformtocreateG/Ltransactions,printacopyofthe
latestG/LTransactionsreport,thencreateanyoutstanding
transactionsbeforechangingyourchoicefortheoption.

Note: Thesechoicescanhavealargeimpactonthespeedof
processingtransactionsinOrderEntryandonthenumberof
Up Order Entry
Before Setting
A/RbatchesthatOrderEntryproduces.
Ifyouchoosetopostbatchesduringpostingordayend
processing,andyoucostinventoryduringtransaction
posting,OrderEntrywillcreateandpostanA/Rbatch
foreachinvoiceitcreates.
Ifyouareprocessingalargevolumeoforders,you
shouldcostinventoryduringdayendprocessingoruse
theCreateBatchicontopostA/Rbatches.
Keeping Sales History
Tosavesalesinformation,selecttheKeepSalesHistoryoptionon
theProcessingtab.Youcanspecifywhethertosavesalesdataby
fiscalyearorcalendaryear,andyoucanselecttheperiodsforwhich
youkeepdata.
YoucanviewsalesdataintheSalesStatistics,SalesHistory,and
SalespersonInquiryforms,andreportsalesdataontheSalesHistory
report,sortedbycustomernumber,itemnumber,orprimary
salesperson.
Youcanexporttransactionandsaleshistorytootherdatabasesorto
spreadsheetsforfurtheranalysis.
Turning the option Youcanturntheoptiontokeephistoryonoroffatanytime.Ifyou

on and off
turnitoff,OrderEntryimmediatelystopssavinginformation,
althoughitretainsinformationalreadycollecteduntilyouclear
(delete)itusingtheClearHistoryform.
Ifyouturntheoptiononagain,therewillbeagapinthecollected
informationcorrespondingtotheperiodwhenyouwerenotsaving
history.
Getting Started 211

Clearing historical Historicaldatacantakeupalotofspaceonyourcomputer(or

data
server),soyoushouldclearthedatawhenyouarefinishedusingit.
Forexample,youmightdecidetocleardatathatismorethansix
monthsold,oryoumightkeepdataformorethanayear.
Keeping Sales Statistics
OrderEntrycanalsokeepsalesstatisticsfromyourpostedorders,
invoices,andcredit/debitnotes.Youcanreviewthestatisticsasfar
backastheoldestyearforwhichyoukeepthisinformationby
printingtheSalesStatisticsreport.
Keep Sales Tosavesalesstatisticsforreporting,selecttheKeepSalesStatistics

Statistics option
optionontheProcessingtaboftheOptionsform.OrderEntrykeeps
thefollowingstatistics:
Order totals. Numberoforders,totalsaleslost,andaverage

saleslost.
Invoices. Numberofinvoices,netquantitysold,netsales
amount,costofsales,marginpercent,netinvoiceamount,
averageamount,andlargestandsmallestinvoices,with
associatedcustomers.
Credit notes. Numberofcreditnotes,averageamount,and

largestandsmallestcreditnotes,withassociatedcustomers.
Debit notes. Numberofdebitnotes,averageamount,and

largestandsmallestdebitnotes,withassociatedcustomers.
Ifyoukeepstatistics,youmustalsodecide:
Whethertoalloweditingofstatistics.UsetheAllowEditOf
Statisticsoption.
Howyouwanttogroupstatistics.UsetheAccumulateByand
PeriodTypeoptions.
Ifyoudonotsavesalesstatistics,theSalesStatisticsreportshows
onlyzeroes.

Turning off sales YoucanturntheKeepSalesStatisticsoptiononoroffatanytime.If

statistics
youturnofftheoptionafteryouhaveusedit,OrderEntry
accumulation
immediatelystopssavingstatisticswhenyourundayend
Up Order Entry
Before Setting
processing,althoughitretainsthosealreadycollecteduntilyouclear
themusingtheClearHistoryform.Ifyouturnontheoptionagain,
therewillbeagapinthecollectedinformationcorrespondingtothe
periodwhentheoptionwasnotused.
Editing sales IfyouselecttheAllowEditOfStatisticsoption,youcan:

statistics
Enterorreviseyeartodateorpreviousyeardatafororders,
invoices,andcredit/debitnotes.(Youmightwanttodothisif
yousetupyourOrderEntrysystempartwaythroughafiscal
year.)
Editstatisticsfrompostedtransactions.Normally,youdonot
needtorevisestatisticsbecausetheyareupdatedautomatically
andaccuratelyeachtimeyourundayendprocessing.
YoucanturntheAllowEditOfStatisticsoptiononoroffatanytime.
Periods for Accumulating Sales History and Sales Statistics
Ifyoukeepsaleshistoryandstatistics,youmustdecidehowyou
wanttogroupthedata.OrderEntryletsyouaccumulatedata:
Byfiscalyearorbycalendaryear.
Usingalmostanyreportingperiod.
Fiscal year or UsetheAccumulateByoptiontospecifywhethertokeepdataby

calendar year
calendaryearorfiscalyear.Ifyouaccumulatehistoryorstatistics
bycalendaryear,thefirstperiodbeginswithJanuary1.Ifyoukeep
statisticsbyfiscalyear,thefirstperiodbeginsonthefirstdatein
yourcompanysfiscalyear.
Period length UsethePeriodTypeoptiontochoosetheperiodsbywhichsales

historyandsalesstatisticsaretotaledandreported.Youcandisplay
statisticaltotalsbysevendayperiods,weekly,biweekly,fourweek
periods,monthly,bimonthly(twomonthsatatime),quarterly,
semiannually,ortheperiodsinyourcompanysfiscalcalendar.
Getting Started 213

WeeklyperiodsrunfromSundaytoSaturday.Thismeansthatthe
firstandlastperiodsinayearwilllikelybeshortones(becauseyour
yearmaynotstartatthebeginningoftheweek).
Changing the YoucanchangethetypeofyearandperiodbywhichOrderEntry

method for history
reportssaleshistoryandsalesstatistics,butsuchchangescandistort
and statistics
thefiguresinpastperiods.
Forexample,supposethatyoubeginwithquarterlyreporting,
postingthesetotalsinthefirstthreequarters:
Periods 1 2 3 4
Totals 500 300 600 0
Ifyouthenswitchtomonthlyreporting,thetotalsfromthefirst
threequartersthenbecomethetotalsforthefirstthreemonths,
creatingincorrectfiguresforthefirstninemonthsoftheyear:
Periods 1 2 3 4 5 6 7 8 9 10 11 12
Totals 500 300 600 0 0 0 0 0 0 0 0 0
IfyouneedtochangethetypeofyearorperiodbywhichOrder
Entryreportssaleshistoryorstatistics,youwillfinditeasiertodoso
afteryearend.However,ifyoudochangethereportingperiod
duringtheyear,youcaneditthestatisticsfortheearlierperiodsin
theyeartocorrectdistortions.
Calculating Sales Commissions
OrderEntrycancalculatecommissionsearnedbysalespersonsusing
thedatafrominvoicesandcreditnotes.Youcanprintthis
informationontheSalespersonCommissionsreport.
Options for Ifyouchoosetocalculatesalescommissions,OrderEntryprovides

calculating
youwiththefollowingoptions:
commissions
Trackcommissionsbysalesormargin.(Youchoosethisoption
ontheO/EOptionsform.)
Ifyouchoosesales,OrderEntrycalculatescommissionsasa
percentageofthesalesamount.Ifyouchoosemargin,the

calculationisbasedonthemarginamount.Youmakethischoice
ontheOptionsforminOrderEntry.
Up Order Entry
Before Setting
UsetheratessetfortheitemcategoriesinInventoryControlor
usethecommissionratessetforthesalespeopleinOrderEntry.
Note: ThisisnotachoiceontheOptionsform.OrderEntry
usestheratespecifiedintheitemcategoryrecordin
InventoryControlunlesstherateis0.00inwhichcase,it
willusethesalespersonsratesdefinedinOrderEntry.
Setting Up Order Entry and Inventory Control to Calculate Commissions
Settings required Youmustsetupyoursystemasfollowstocalculatecommissionson

for commissions
salesofinventoryitems:
SelecttheTrackCommissionsoptionontheProcessingtabon
theO/EOptionsform.Youmustalsospecifythemethodfor
calculatingcommissions(SalesorMargin).
SelecttheCommissionsoptionontheSalespersonCommission
Ratesformforeachsalespersonthatispaidcommissions.
SelecttheAllowCommissionsoptionforeachitemcategorythat
iscommissionable(ontheCategoriesforminInventoryControl).
SeetheInventoryControlUserGuideforinstructionsforentering
commissionratesforcategories.
Assigncommissionpercentagestotheitemcategoriesin
InventoryControland/ortothesalesperson(ontheSalesperson
CommissionRatesform)inOrderEntry.
Each category EachitemcategoryinInventoryControlcanhaveonlyasingle

can have a single
commissionrate,buteachcategorycanhaveadifferentcommission
commission rate
rate.(Also,keepinmindthatyoucanchangethecategoryforany
itemwhenyouaddittoanorder.)
Getting Started 215

Each salesperson IfyouusethecommissionratestructureinOrderEntry,youcanuse

can have five
uptofiveratesforeachsalesperson,witheachrateapplyingtoa
commission rates
differentrangeofsalesamounts(suchastothefirst$5,000,the
next$5,000,andsoon).
Calculating the OrderEntrycalculatescommissionamountsoninvoicesandcredit

commission
notesduringDayEndProcessing,andaddsthemtothe
commissionsalreadyaccumulatedforsalespeople.
Tocalculatethecommission,OrderEntrychecks:
Thatthesalespersonearnscommissions.
Thattheitemiscommissionable.
Whethertheitemscategoryhasarate.Ifnot,OrderEntryuses
thesalespersonsrates.
Whetherthecommissionispaidonthesalesamountorthe
margin.
Commissionsareearnedoninvoicedsalesamountsoronmargin
amounts.Ifcommissionsarecalculatedonmarginamounts,the
programusescostfiguresinInventoryControltodeterminethe
commissionearned.
Commission periods OrderEntryaccumulatescommissioninformationuntilyouclear

salespersoncommissionsusingtheClearHistoryform.Thelast
reportyouprintbeforeclearingdata,theSalespersonCommission
report,containsthecommissionamountsdueforeachsalesperson
fortheperiod.Thecommissionperiodisthelengthoftimebetween
clearingcommissions.
Turning off YoucanturntheTrackCommissionsoptiononoroffatanytime.If

commission
youturnofftheoptionafteryouhaveusedit,OrderEntry
tracking
immediatelystopscalculatingsalescommissions,althoughitretains
thosealreadycollecteduntilyouclearthemusingtheClearHistory
form.

Ifyouturnontheoptionagain,therewillbeagapinthecollected
informationcorrespondingtotheperiodwhentheoptionwasnot
used.
Up Order Entry
Before Setting
Performing Credit Checks
Eachtimeyouenteranorderforacustomer,OrderEntrychecks
customercreditlimitstoseeiftheneworderwillputthecustomer
overtheircreditlimit.
IfyouchoosethecreditcheckoptioninthecustomerrecordinAccounts
Receivable,OrderEntrywillalwayscheckwhetherthecurrentposted
balanceinAccountsReceivableexceedsthecustomerscreditlimit.
ThesettingsontheProcessingtabalsoletyouperformmorecredit
checkingbasedon:
Aspecificamountoverduebymorethanaparticularnumberof
days(alsospecifiedinthecustomerrecordinAccounts
Receivable).
Pending(unposted)transactionsinAccountsReceivable
includedwiththepostedA/Rbalance.
PendingtransactionsinOrderEntryincludedwiththeposted
A/Rbalance.
PendingtransactionsinotherapplicationsthatworkwithSage
Accpacapplications(ifsupportedbytheapplications).
Ifthecustomerispartofanationalaccount,OrderEntrywillalso
checknationalaccountbalancesforcreditchecks,butitwillnot
checkpendingbalancesforthenationalaccount.Ifyousettheoption
intheA/Rnationalaccountrecordtocheckforanagedbalancethat
exceedsaparticularamount,OrderEntrywillalsocheckforanaged
overduebalance.
Note: Checksthatincludependingtransactionstakemore
timethanchecksthatdonot.Youcanturnthesechecksoff
toimproveprocessingspeed.
Getting Started 217

Documents Tab
TheDocumentstaboftheOrderEntryOptionsformletsyouspecify
documentnumbersfortransactionsandsetstandardagingperiods
forreporting.
TheDocumentstabalsodisplaysthedayendnumberthatwillbe
assignedwhenyounextrunDayEndProcessinginInventory
Control.
Document Numbering
Eachorder,invoice,creditnote,debitnote,shipment,andquotein
OrderEntrymusthaveauniquenumber.Youcanspecifynumbers
whenyouentertransactions,oryoucanusethenumbersgenerated
automaticallybytheprogram.
Match current YoucanchangethedefaultentriesontheDocumentstabiftheydo

numbering
notmatchyourcurrentorderentrysystem.
Forexample,youcanspecifyformatsforeachofthefollowing
numbers:
ORD1457 (3characterprefixwith4digitnumberforanorder)
I-357 (2characterprefixwith3digitnumberforaninvoice)
CN0009392 (2characterprefixwith7digitnumberforacredit
note)
QUOTE010 (5characterprefixwitha3digitnumberforaquote)
Youdonothavetousethenumberassignedbytheprogram;butif
youuseautomaticnumbering,yourauditingproceduresare
simplifiedbecauseyoucannotaccidentallyskipanynumbers.
DefinetheformatsofdocumentnumbersassignedbyOrderEntry
byspecifyingthelengthofthenumber,theprefixyouwanttouse,
andthenumberofthenextdocumentontheDocumentstabonthe
Optionsform.

Up Order Entry
Before Setting

Max. document Documentnumberscanbeamaximumof22characterslong,
number lengths
(includingthealphanumericprefixofupto6characters).
ThelengthincludesthetotallengthofthePrefixplusthelengthof
theNextNumber.Thenextnumberincreasesby1eachtimeyou
postanewdocument.
Numbersassignedtoeachtypeofdocumentcangoashighasall9s.
Theyarethenautomaticallyresettozero.
Ifyouwanttochangethenextnumbertoassignalowernumber,
youmustchangetheprefixaswell.Youcannothavetwodocuments
withthesamedocumentnumberandprefixinOrderEntry.
Entering your own

document Note:Ifyouenteryourowndocumentnumberswhenyou
numbers with addtransactionsinOrderEntry,theprogramdoesnot
transactions updatethenextnumberontheOptionsform,evenifyou
usethesamenumberastheprogramwouldhaveassigned.
Aging of Orders
OrderEntrysuppliesdefaultagingperiodsforgroupingoutstanding
ordersontheAgedOrdersreport.
Ordersareagedintofourperiods,acurrent(notdue)periodand
threeagingperiods.Forexample,youcansettheagingperiods
to7,14,and21daystoseehowmanyordersarefilledwithinone,
two,three,ormoreweeksofthecurrentperiod.
Changing the Tochangethedefaultagingsettings,typeoverthenumbersonthe

default settings
DocumentstaboftheOptionsform.
Getting Started 219

Choosing G/L Integration Options
WhenyouarereadytoprinttheAgedOrdersreport,youcanchange
theperiodswithoutchangingthedefaultsettings.Theprogram
comparestheAgedAsOfdateonthereporttotheorderdate,to
determinetheagingcategorytowhichtheorderbelongs.

OrderEntryproducesgeneralledgertransactionsfromallposted
shipments,returns,andcreditnotesfordamageditems.
IfyouuseSageAccpacGeneralLedger,OrderEntrycreatesnew
GeneralLedgerbatchesorappends(adds)toexistingbatcheseither
duringpostingorwhenyourundayendprocessingoratalater
timethatyouchoose.OrderEntrycanalsopostnewlycreatedG/L
batchestoupdatetheGeneralLedgerimmediately.
IfyourSageAccpacGeneralLedgersystemisatanotherlocation,
OrderEntrycreatesbatchesyoucanimportintoyourgeneralledger,
orprint,andthenentermanuallyintoyourgeneralledger.
Order Entry creates

only a few G/L Note: TheonlyGeneralLedgerentriesthatarecreatedby
transactions OrderEntryarefortransactionspostedinShipmentEntry
directly (orinInvoiceEntryifthequantityorthecostischanged).
OrderEntryhandlesthecredittoInventoryControl,butmost
GeneralLedgertransactionsarecreatedintheAccountsReceivable
programwhenyoupostinvoices,creditnotes,ordebitnotes.
AccountsReceivablecreatestherevenue,A/R,andCostofGoods
Soldtransactions(soyourcostsandrevenuearerecognizedatthe
sametime).
Reporting general YoucanprinttheG/LTransactionsreport,alistingofthegeneral

ledger data
ledgertransactionscreatedbyOrderEntry,whetherornotyoupost
batchesinGeneralLedger.
FormoreinformationabouttheG/LTransactionsreport,see
Chapter7,Reports,intheUserGuide.

Options on the Integration Tab

YouusetheIntegrationtabontheG/LIntegrationformto:
Up Order Entry
Before Setting
Specifywhentocreategeneralledgertransactions.
ChoosewhethertocreatenewbatchesforG/Ltransactions(and
optionallypostthem)ortoaddthemtoexistingG/Lbatches.
Choosewhetherandhowyouwanttoconsolidatetransactions.
TheIntegrationtabalsodisplaysthedayendnumberuptowhich
youhavegeneratedgeneralledgertransactions.(Thisisfordisplay
purposesonly.)
Choosing When to Create G/L Transactions
OrderEntrygivesyouthefollowingchoicesforcontrollingwhen
youwanttocreatebatchesofG/Ltransactionsfromshipments,
returns,andcreditnotetransactions:
Generatethemmanuallywheneveryouchoose,usingtheCreate
Batchform.
TocreateaG/LbatchoraddtransactionstoanexistingG/L
batchortransactionfileonlywhenyouareready,usetheOn
RequestUsingCreateBatchIconoption.Whenyouarereadyto
creategeneralledgertransactions,youthenusetheCreateBatch
form.
Selectthisoptionifyouwanttobeabletoconsolidategeneral
ledgertransactiondetailsandprintOrderEntrysG/L
Transactionsreport.
Generategeneralledgertransactionsautomaticallywhenyou
posttransactionsorrundayendprocessing.
Tocreateabatchoraddtoanexistingbatchortransactionfile
whenyoupostOrderEntrytransactionsorrundayend
processing,usetheDuringPostingorDayEndProcessing
option.
Getting Started 221

Tofurtherautomateyoursystem,youcanhaveOrderEntry
automaticallyposttheG/LbatchintheGeneralLedgermodule.
(SeetheAddToAnExistingBatchoption.)
Actual creation of
G/L transactions Note: Ifyoucreatetransactionsautomatically,transactions
determined in I/C aregeneratedwhenInventoryControlperformsinventory
costing.Inotherwords,theInventoryControloptionfor
CostingItemsDuringTransactionPostingorDuringDay
EndProcessingdeterminesexactlywhenOrderEntrywill
creategeneralledgertransactions.
Note,also,thatthisisanotherreasonthattheI/Ccostingduring
postingchoicecanslowdowntransactionprocessinginOrder
Entry.Youshouldchangeyoursettingsifyouwanttospeedup
OrderEntryprocessing.
Printing General Ledger Transactions
TheG/LTransactionsreportisalistingofthegeneralledger
transactionscreatedbyOrderEntrythatyoumightwanttoprintas
partofyouraudittrail.
IfyouselectedtheOnRequestUsingCreateBatchIconoption,
youcanprinttheG/LTransactionsreportfromOrderEntryafter
yourundayendprocessing,butbeforeyoucreateoradd
transactionstogeneralledgerbatches.Youcanprintthisreport
whetherornotyouuseSageAccpacGeneralLedgerwiththe
samedatabaseasOrderEntry.
IfyouselectedtheDuringPostingorDayEndProcessingoption
forcreatingthegeneralledgerbatch,youcannotprinttheG/L
TransactionsreportfromOrderEntry.Ifyouneedthis
informationforyourauditcontrol,youcanprintthegeneral
ledgerbatchfromSageAccpacGeneralLedger.Ifyoudonotuse
SageAccpacGeneralLedger,youmaybeabletoprintitfrom
yournonSageAccpacgeneralledgersystem.

Sage Accpac IfyouwanttoavoidmakingaccidentalchangestoSageAccpac

General Ledger
GeneralLedgerbatchescreatedbyOrderEntry,selectNoEditfor
theEditImportedEntriesoptionintheGeneralLedgersOptions
Up Order Entry
Before Setting
form(onthePostingtab).
FormoreinformationabouttheG/LTransactionsreport,see
Chapter7,Reports,intheUserGuide.
Choosing How and Where to Create G/L Transactions

General Ledger OrderEntryletsyouchoosewhethertoaddnewgeneralledger
batches
transactionstonewbatchesorcreatenewbatchesandoptionally
postthemautomaticallytothegeneralledger.
Specifically,youcanchooseto:
AddgeneralledgertransactionstoanexistingSageAccpac
GeneralLedgerbatch.
CreateanewGeneralLedgerbatcheachtimeyougenerateG/L
transactions.
CreateanewGeneralLedgerbatcheachtimeyougenerateG/L
transactions,andautomaticallypostthebatchintheGeneral
Ledgerprogram.
To create only one TohaveonlyoneGeneralLedgerbatchtowhichalltransactionsare

batch
appended,turnontheAppendG/LTransactionsToExistingBatch
option.OrderEntrymustusethesamedatabaseasSageAccpac
GeneralLedger.
If you dont use IfyoudonotuseSageAccpacGeneralLedgerorifyourSage

Sage Accpac G/L
AccpacGeneralLedgersystemisatanotherlocation,OrderEntry
appendsitsgeneralledgertransactionstoafileinyourcompanys
datadirectorycalledoegltran.csv,whichcanbeimportedbyaremote
siteSageAccpacGeneralLedger,ortransferredtoanothergeneral
ledgerthatyouuse.ThefileisinaCommaSeparatedValues(CSV)
format.
Getting Started 223

Choosing Consolidation Options for General Ledger Transactions
Consolidationoptionsletyoucombinetransactiondetailsingeneral
ledgertransactionsorleavethemunconsolidatedtoincludeallthe
detailspostedtoeachgeneralledgeraccount.
Consolidationreducestheamountofinformationinthegeneral
ledgerbatchandresultsinashorterG/LTransactionsListing.
However,consolidationalso:
RemovestransactionspecificinformationfromtheReference
andDescriptionfieldsforeachtransaction.
Removesoptionalfieldinformationfromtransactions.
BlocksdrilldownfromG/Ltransactionstotheoriginatingentries
inOrderEntry(unlessconsolidatingbyaccountonly).
Four consolidation OrderEntryprovidesfourchoicesforconsolidatinggeneralledger

options
entriesarisingfromOrderEntrytransactions:
DoNotConsolidate.
ConsolidateTransactionDetailsbyAccount.
ConsolidatebyAccountandFiscalPeriod.
ConsolidatebyAccount,FiscalPeriod,andSource.
Theconsolidationchoicesperformthefollowingfunctions:
Do Not Consolidate. AllthedetailspostedinOrderEntrywill

beincludedintheGeneralLedgertransactionbatch.
Choosethisoptionifyouuseoptionalfieldsandpassoptional
fieldinformationfromOrderEntrytransactiondetailstothe
GeneralLedgertransactiondetails.
TheDoNotConsolidateoptionprovidescompleteinformation
inyourgeneralledgertransactionbatch.

AlthoughthischoicewillresultinalongerG/LTransactions
reportandalargergeneralledgerbatch,youcanalso
consolidatetransactiondetailsduringpostinginSageAccpac
Up Order Entry
Before Setting
GeneralLedger.
Consolidate Transaction Details by Account. Allthedetails

withinatransactionwiththesamegeneralledgeraccount
numberarecombinedintoonedetail.
Choosethisoptionifyoudonotuseoptionalfields,butstill
wanttoassociategeneralledgertransactionswithoriginating
documents(fordrilldownortomaintainamanualaudittrail).
Consolidate by Account and Fiscal Period. Allthedetailswith

thesamegeneralledgeraccountnumberandfiscalperiodare
combinedintoonedetail.
Note: Thisoptiononlyconsolidatesdetailsfromdifferent
transactionsifyoucreatetransactionbatchesusingtheG/L
Batchform.
Consolidate by Account, Fiscal Period, and Source. Allthe

detailswiththesamegeneralledgeraccountnumber,fiscal
period,andsourcecodearecombinedintoonedetail.
Note: Thisoptiononlyconsolidatesdetailsfromdifferent
Batchform.
Partial consol. IfyoucreatebatchesofG/Ltransactionsduringpostingordayend

during posting or
processing,theprogramcanonlyconsolidatethedetailswithin
day-end
processing transactions;itcannotconsolidatethedetailsfromdifferent
transactions.
Full consolidation IfyouusetheOnRequestUsingCreateBatchIconoption,youcan

with Create Batch
consolidatetransactiondetailsfromalltransactionsforeachgeneral
ledgeraccountifyouchooseConsolidatebyAccountandFiscal
PeriodorConsolidatebyAccount,FiscalPeriod,andSource.
Getting Started 225

Options on the Transactions Tab for Specifying the Description,

Reference, and Comments for G/L Transactions
TheTransactionstabontheG/LIntegrationformletsyouspecifythe
typeofinformationtouseforthetransactiondescription,detail
reference,detaildescription,anddetailcommentfieldsinthe
generalledgertransactionscreatedbyOrderEntryfromshipment
andinvoicetransactions.
Order Entry creates

OrderEntrycreatestransactionsfromshipmentstocreditInventory
ControlanddebittheShipmentClearingaccount.WhenAccounts
ReceivablepoststheinvoicesfromO/E,itcreatestransactionsthat:
DebitReceivablesControlandCostofGoodsSold.
CreditRevenue,TaxLiability,andShipmentClearing.
DebitorcreditCostVarianceifusingastandardcostingmethod.
Forexample,allG/LtransactionsgeneratedbyOrderEntryfrom
shipmentscouldincludetheshipmentnumber,ordernumber,
customernumber,andcustomernameintheG/Lentrydescription
field.
YouassigntheG/LtransactionfieldsforinvoicespostedbyA/Rin
AccountsReceivablesG/LIntegrationform.
FormoreinformationontransactionscreatedbyOrderEntry,see
Chapter2oftheOrderEntryUserGuide.
Warning! Ifyouconsolidategeneralledgertransaction
details,onlytheinformationfortheG/LEntryDescription
fieldispassedtoGeneralLedger.Thedetailreference,
description,andcommentfieldsarelostinconsolidation.

Choosing Original O/E Transaction Information for the G/L Entries
TheTransactionstabletsyouchoosetheinformationfromthe
Up Order Entry
Before Setting
originalOrderEntrytransactionsthatyouwanttoappearineach
G/Ltransactionfield.
ForeachtypeofOrderEntrytransaction,theformliststheG/LEntry
Description,G/LDetailDescription,G/LDetailReference,andG/L
DetailCommentsfields,andletsyouchoosetheinformationthat
youwantforeachG/LfieldfromalistoftheO/Efieldsinthe
originaltransaction.
Youcanassignoneormorepiecesofinformation(segments)toeach
G/Ltransactionfield,providedthatthecombinedlengthofthe
segmentsandseparatorsdoesnotexceed60characters.Fields
exceedingthislimitwillbetruncatedwhenyoupostthegeneral
ledgertransactions.
TheinformationyoucanselectdependsonthetypeofO/E
transactionforwhichyouareassigninginformationandwhetherthe
informationisfortheG/Ltransactionheaderorthedetails.This
ensuresthattheinformationpassedtoGeneralLedgerisrelevantfor
eachtypeoftransaction.
Forexample:
Youcanassigntheitemnumberandlocationinformationtothe
G/LDetailReferencefieldinanentryarisingfromashipment
detail.
YoucanassignthePOnumber,shipmentnumber,invoice
number,customernumber,anditemnumbertothecomment
fieldinanentryarisingfromaninvoice.
Whenyoucreategeneralledgertransactions,ifnodataexistsinthe
sourcetransactionfield,thefieldwillbeblankinthegeneralledger
transaction.Forexample,ifyouassignedtheoriginaltransaction
descriptiontotheG/LEntryDescriptionfield,butthereisno
descriptionforaparticularentry,thefieldwillbeblankinthe
G/Ltransaction.
Getting Started 227

Adding Order Entry Setup Records
Unconsolidated Ifyoudonotconsolidategeneralledgertransactions,informationfor
transactions
alltheG/LfieldsispassedtoGeneralLedger.
Consolidated Ifyouconsolidategeneralledgertransactions,onlytheinformation
transactions
fortheG/LEntryDescriptionfieldispassedtoGeneralLedger.The
detailreference,description,andcommentarelostinconsolidation.
Whenyouconsolidategeneralledgertransactions,thereferencefor
eachtransactionremainsblankandthedescriptionforeach
transactionischangedtoConsol.byO/Eondate.(Notethatwhen
thereisonlyoneofaparticulartransactiontype,thereferenceand
descriptionforthetransactionarewhateveryouselectedontheO/E
Integrationform.)
Whenyouconsolidategeneralledgertransactionsbyaccount
numberandfiscalperiod,thesourcecodeafterconsolidationis
O/ECO.
Changing your YoucanchangeanyofyourchoicesintheG/LIntegrationformat

choices for G/L
anytime.However,youshouldbeawarethatanychangesyou
integration
makewillapplyonlytogeneralledgertransactionscreatedafterthe
change,andwillnotaffectexistinggeneralledgerbatches.
Important! IfyouwanttochangefromusingtheCreateBatch
formtoproduceyourgeneralledgertransactionstocreating
themduringpostingordayendprocessing,besuretorun
CreateBatchtoprocessanyoutstandingtransactionsfirst,to
avoidaccidentallyomittingtransactionsfromyourgeneral
ledgerbatches.

Beforeyoucanprocessorders,invoices,andcreditnotesinOrder
Entry,youneedtosetuprecordsforshipviacodes,miscellaneous
charges,andsalespersoncommissionrates.Youcanalsodefine
templatestospeedupandsimplifyorderentry.

ChooseiconsfromtheO/ESetupfoldertosetup:
Shipviacodes.
Up Order Entry
Before Setting
Miscellaneouscharges.
Templates.
Salespersoncommissionrates.
Emailmessages.
Optionalfields.
Thissectionprovidesanoverviewoftherecordsyouneedwhen
settingupO/E.Detailedinstructionsforaddingtherecordsaregiven
inChapter3,SettingUpYourOrderEntrySystem.
You can also YoucanalsoimportsetuprecordsforOrderEntry.Fordetailed

import setup
information,seethechaptersonimportingandexportingdatainthe
records
OrderEntryUserGuideandtheSystemManagerUserGuide.
Ship-Via Codes
Shipviacodesidentifytheshippingmethodsorcarriersyouuseto
delivergoodstocustomers(forexample,courier,airfreight,parcel
post).
Whenyouprocessanorderforacustomer,OrderEntrydisplaysthe
shipviamethodthatyousetupasthedefaultforeachAccounts
ReceivablecustomerrecordorShipTolocationrecord.
Adding ship-via UsetheShipViaCodesformtoaddshipviarecordsforyour

codes
system.Foreachshippingmethod,enterthenameandaddressof
thecarrierandanypertinentcomments.
Youcanselecttheshipviacodeswhenyouenterdetailsfororders,
shipments,andinvoices.OrderEntrythendisplaystheshipvia
descriptionwiththedetailinformation.Ifyoudonotselectaship
Getting Started 229

viacode,youcanstilltypetheshippingmethodintheshipvia
descriptionfieldforadetail.
ShipviarecordsareprintedontheShipViaCodesreport.Youcan
editshipviarecordsasneeded.
Miscellaneous Charges
Miscellaneouschargesarethechargesaddedtoinvoicesand
credit/debitnotesforcostsotherthanforitemspurchasedand
returned.Forexample,miscellaneouschargescanincludepostage,
shipping,handling,andrestockingcharges.
Adding UsetheMiscellaneousChargesformtoaddmiscellaneouscharge
miscellaneous
recordsforyoursystem.Foreachmiscellaneouscharge,youcan
charges
entertheamountofthechargeandthegeneralledgerrevenue
accounttowhichtheamountisposted.
Theaccountcanbethesameasyoursalesrevenueaccount,oryou
canaddaseparateaccountforeachmiscellaneouschargeorgroup
ofcharges.Ifyouleavetheamountblank,youenteritseparatelyon
orders,invoices,andcreditnotes.
Multicurrency Ifyouusemulticurrencyaccounting,youneedtoassignacurrency
ledgers
tothecharge.Tosimplifydataentry,youcanusethesamecharge
codeforeachofthecurrencies.
Foreachmiscellaneouscharge,youalsoneedtospecifythetax
authoritiesthatlevytaxesonthecharge,andtheapplicabletax
classes.
To track costing
information for Note: Ifyouwanttotrackcostinginformationforcharges,
charges, add youneedtoaddthemasnonstockinventoryitemsin
them to I/C InventoryControlratherthanasmiscellaneouscharges
inOrderEntry.Formoreinformation,seeChapter2,What
YouNeedtoKnowBeforeSettingUpInventoryControl,in
theInventoryControlUserGuide.

Templates
Youcanspeedupandsimplifyorderentrybysettinguptemplates.
Up Order Entry
Before Setting
Templatesprovidedefaultsettingsthatappearwhenyouaddanew
orderorinvoice.
Adding templates UsetheTemplatesformtoaddtemplatesforyoursystem.Foreach

template,specifytheordertype(active,future,standing,quote),
customertype,andtaxgroup.Theotherinformationinatemplateis
optional.
Selecting a default Aftersettingupyourtemplates,selectoneasyourdefaulttemplate

template
ontheOptionsform.
Multicurrency Thecurrencyofthetaxgroupassignedtoatemplatedeterminesthe
ledgers
currencyofthetemplate.Whenyouenterorders,youmustusea
templatethatmatchesthecurrencyofyourcustomer.
Order Types
OrderEntryallowsfourtypesoforders:active,future,standing,and
quote.
Active. Anactiveorderisanorderthatyouexpecttofillinanormal
periodoftime.Anactiveordermayalsocontainitemsonbackorder,
orbeonhold.Iftheorderisnotonhold,youcanpostandprintan
invoiceforshippedgoods.
Future. Afutureorderisfilledonthefuturedateyouspecify.When
yourunDayEndProcessingonthatdate,theorderisautomatically
activatedandposted.
Standing. Astandingorderisastandardorderthatisfilled
regularlyforthesamecustomer,orfordifferentcustomers.
Youcancreateanactiveorder,futureorder,orquotefroma
standingorderbycallingupthestandingorder,settingittoActive,
makingrequiredchanges(suchastothecustomernumberoritem
quantities),andthenpostingtheorder.
Getting Started 231

Theoriginalstandingorderisretainedinthesystem,unchanged
(andwiththeoriginalordernumber),regardlessofhowmany
ordersyouissuefromit.
Currency for Standingorderscanbeinanycurrency.OrderEntryreplacesthetax

standing
group(and,therefore,thecurrency)whenyouassigntheordertoa
orders
customer.
Quote. Anorderwithanexpirationdate.WhenyourunDayEnd
Processingontheexpirationdate,thequoteisremovedfromthe
system.Ifacustomeracceptsaquotebeforetheexpirationdate,you
canchangetheordertypetoActivetosaveyoufromreenteringthe
orderdetails.
Quotesdonotaffectquantitiesonsalesorderuntilyoumakethem
active.
Customer Type
ThecustomertypeisthediscountlevelforacustomerBase
indicatesthecustomerisnoteligibleforpricediscounts.
ThecustomertypeisstoredinthecustomerrecordinAccounts
Receivable.InventoryControlcanvarypricesaccordingtothe
customertypeoronthebasisofordervolumeororderweight.
Tax Group
Thetaxgroupdeterminesthetaxauthoritiestowhichthecustomer
issubject.Taxauthoritieshaveaspecificreportingcurrency,but
SageAccpacsupportstaxamountsinthecustomerandfunctional
currenciesaswellasinthetaxreportingcurrency.
Youcanchangethecustomertaxclassesandtaxregistration
numbersforacompleteorder,changeitemtaxclassesforindividual
detaillines,andthetaxgrouponpostedorderstoanothertaxgroup.
YoucanalsochangetheTaxIncludedstatusfordetaillineswhen
enteringorders.
TaxgroupsandtaxclassesaredefinedinTaxServices.

Customersareassignedtotaxgroups(andassignedataxclassfor
eachauthorityintheirtaxgroup)inAccountsReceivable,and
inventoryitemsareassignedtaxclassesinInventoryControl.
Up Order Entry
Before Setting
Optional Entries
Inatemplate,youcanchoosewhethertoenteradefaultFOBpoint,
inventorylocation,description,reference,comment,shipviacode,
pricelist,territory,andterms.Youcanchangeanyoftheseentries
forindividualorders.
Note: Customerrecordscanalsoincludedefaultinventory
locations,pricelists,shipviamethods,FOBpoints,
territories,customertypes,andtaxgroupsthatwilloverride
defaultinformationinthetemplate.
FOB point AnFOB(freeonboard)pointisthelocationatwhichthecustomer

beginspayingfreightchargesontheorder.Theorderisshippedas
farastheFOBpointatnocosttothecustomer.
Location Locationidentifiesthewarehouseorotherplacefromwhich
inventoryitemsareusuallyshippedtofilltheorder.Locationcodes
aredefinedinInventoryControl.
Description, Theinformationyoutypeinthesefieldsappliestotheentireorder.
reference, and
Youcanprintthisinformationonorderconfirmations,pickingslips,
comment
andinvoices.
Price list Pricelistsallowyoutovaryyourbasicitemprices.Forexample,you

cansetuppriceliststhatcalculatesaleprices,givevolume
discounts,orassigndifferentregionalpricesforitems.Pricelist
codesaredefinedinInventoryControl.
TemplatesareprintedontheTemplatesreport.Youcanedit
templatesasneeded.
Getting Started 233

Salesperson Commission Rates

Salespersoncommissionratesaretheratesusedtocalculate
commissionspaidtosalespersonsfortheirsalesorders.Foran
overviewofcommissionsinOrderEntry,seeCalculating
Commissions,earlierinthischapter.
Requirements for NotethatOrderEntrywillnotusethesalespersoncommissionrates

calculating
inOrderEntryunlessyou:
commissions
SelecttheTrackCommissionsoptionintheOrderEntryOptions
formtoprintcommissiondata,andspecifywhetheryouwantto
trackcommissionsbysaleorbymargin.
Turnoncommissionsforthesalespersonbyselectingthe
CommissionsboxintheSalespersonCommissionRatesform.
Turnoncommissionsfortheitemcategoriesbyselectingthe
AllowCommissionsoption(ontheCategoriesforminInventory
Control).
Assignacommissionpercentageofzero(0.00)totheitem
categoriesinInventoryControlsotheratesontheOrderEntry
SalespersonCommissionRatesformwillbeusedinstead.
Definetheratesforeachrangeofsalesormarginamount.You
candefineuptofiverateswithSageAccpac200ERPorSage
Accpac500ERP.
Adding sales UsetheSalespersonCommissionRatesformtospecifycommission

commission rates
rates.
Foreachsalesperson,youcanspecifyuptofivecommissionrates,
togetherwiththerangeofsalesamountstowhicheachrateapplies.
Forexample,asalespersonmightbepaid2%commissiononthe
first$10,000ofsalesperperiod,andthen5%onsalesover$10,000.
Youcanedittheseratesatanytime,butthenewrateswillaffect
onlyfuturecommissions.Youcanprintthesalescommissionrates
withtheSalespersonCommissionRatesreport.

Printing/clearing IfyouuseOrderEntrytotrackcommissions,youmustfollowthese
commission data
stepsattheendofeachcommissionperiod:
Up Order Entry
Before Setting
1. RunDayEndtoupdatethecommissioninformation.
2. PrinttheSalespersonCommissionReport.
3. ClearthedatausingtheClearHistoryform.
Inotherwords,yousetthecommissionperiodbythelengthof
timebetweenreportclearings.
OrderEntryaccumulatesasinglesetofcommissiondataforeach
salesperson.Notethat:
YoumustprinttheSalespersonCommissionsreportbeforeyou
canclearthedata.
Clearingsalespersoncommissiondatasetsallnumbersforthe
salespersonbacktozero.Norecordiskeptofthedataafteritis
cleared.
E-mail Messages
TheEmailMessagesformletsyoucreatemessagestosendwith
emailedorderconfirmations,quotes,invoices,debitnotes,and
creditnotes.Theformalsoletsyouinsertvariablesfromyour
companydatabasesothattheemailedmessageswillinclude
customerorcompanyspecificinformation.
Message ID code Youidentifyeachemailmessagewithaunique16character

identifies the
MessageIDcode.Whenyouprintorderconfirmations,quotes,
e-mail message
invoices,debitnotes,orcreditnotesandyouselectCustomerasthe
DeliveryMethod,youcanselecttheMessageIDforthemessageyou
wanttosend.Customerswhouseanemailaddressasthedelivery
methodwillreceivethemessage.
Getting Started 235

Tailor messages for OrderEntryletsyouusevariableinformationfromyourcompany

customers
databasewithemailedmessages.Forexample,amessagesentwith
emailedorderconfirmationsmightrefertotheparticularorder
numbers,orderamounts,andexpectedshipdates.
Tosubstitutevariableinformationfromyourdatabaseinthe
emailedmessages,youincludethevariablenameprecededbya
dollarsign(forexample,$EXPECTED_SHIP_DATE)intheSubject
fieldandmessagebody.
Thefollowingtableliststhefieldnamesyoucanusewithemailed
messagestosendwithquotes,orderconfirmations,invoices,debit
notes,andcreditnotes:
Order Debit Notes &

Field Name Quotes Confirmations Invoices Credit Notes
$CUSTOMER_NUMBER 9 9 9 9
$CUSTOMER_NAME 9 9 9 9
$CUSTOMER_CONTACT 9 9 9 9
$COMPANY_NAME 9 9 9 9
$COMPANY_CONTACT 9 9 9 9
$COMPANY_PHONE 9 9 9 9
$COMPANY_FAX 9 9 9 9
$ORDER_NUMBER 9 9 9
$INVOICE_NUMBER 9 9
$ORDER_DATE 9 9 9
$EXPIRATION_DATE 9
$ORDER_AMOUNT 9 9
$ORDER_DESCRIPTION 9 9
$ORDER_REFERENCE 9 9
$INVOICE_DATE 9 9
$INVOICE_AMOUNT 9
$PO_NUMBER 9 9 9 9
$EXPECTED_SHIP_DATE 9 9
$ACTUAL_SHIP_DATE 9
$SHIP_VIA_DESCRIPTION 9 9 9
$SHIP_VIA 9 9 9
$DESCRIPTION 9 9

Order Debit Notes &

Field Name Quotes Confirmations Invoices Credit Notes
$REFERENCE 9 9
Up Order Entry
Before Setting
$CREDIT_NOTE_NUMBER 9
$CREDIT_NOTE_DATE 9
$CREDIT_NOTE_AMOUNT 9
$ACTUAL_RETURN_DATE 9

Optional Fields
YoucaninstallSageAccpacTransactionAnalysisandOptionalField
Creatortocustomizeyouraccountingsystem.Thisprogramallows
youtoaddanunlimitednumberoffieldstoaccountingrecords,
transactions,andtransactiondetails.Youcanalsochoosewhether
transactionfieldsflowthroughtoothersubledgersortothegeneral
ledger.
Whentheoptionalfieldslicensehasbeeninstalled,optionalfields
checkboxesandcolumnswillappearintransactionformsregardless
ofwhetheranyoptionalfieldshavebeenassignedtoOrderEntry.
Added in Common OptionalfieldsareaddedinCommonServicesandthenassignedto

Service, and then
OrderEntryusingtheOrderEntryOptionalFieldsform.
assigned to O/E
forms
Youcanthenaddthemtotransactionsasrequired.
BecauseoptionalfieldsarecreatedinCommonServices,thesame
optionalfieldscanbeusedinallSageAccpacERPmodules.
IfthesameoptionalfieldsareusedinGeneralLedger,Accounts
Receivable,andOrderEntry,youcanspecifyintheO/EOptional
Fieldssetupformthatoptionalfieldinformationshouldbepassed
fromOrderEntrytoAccountsPayableandGeneralLedger.
Optionalfieldscanappearautomaticallyinrecordsandtransactions
ifyousettheAutoInsertoptionontheO/EOptionalFieldsSetup
formtoYes.
Getting Started 237

Entering Outstanding Orders
FordetailedinstructionsaboutassigningoptionalfieldstoOrder
Entry,seeChapter3,SettingUpYourOrderEntrySystem.Youcan
assignoptionalfieldstomiscellaneouscharges,orders,orderdetails,
shipments,shipmentdetails,invoices,invoicedetails,credit/debitnotes,
andcredit/debitnotedetails.
Entering Outstanding Orders

AfteryouaddtheOrderEntrysetuprecords,youshouldenterall
outstandingordersintothenewsystemsoyoucantrackthem
effectively.
Ifyoucurrentlyhaveacomputerizedorderentrysystem,youmay
beabletouseOrderEntrysimportfacilitiestotransferrecords
directlyintoOrderEntry.
IfyouaretransferringordersfromanotherSageAccpacOrderEntry
database,youcanexportthemfromtheotherdatabase,editthemin
aspreadsheetorotherprogramtochangecodes,amounts,andother
information,andthenimportthemintothenewOrderEntrysystem
youaresettingup.
Fordetailedinformationonimportingandexporting,seethe
appendix,ImportingandExporting,intheOrderEntryUserGuide,
andthechapter,ImportingandExportingData,intheSystem
ManagerUserGuide.
Afterimporting,youshouldprinttheTransactionListsfororders
andinvoicestoverifytheimportedrecords.
You can also enter Alternatively,youcanenteroutstandingordersdirectlyinOrder

orders individually
Entry.
Forinstructionsonenteringorders,seeChapter4,Processing
Orders,shipments,andInvoices,intheUserGuide.

Entering Sales Statistics
Entering Sales Statistics

OrderEntrymaintainssalesstatisticsforthecurrentyearandforall
Up Order Entry
Before Setting
thepreviousyearsforwhichyouretaindata.
Entering current- Ifyousetuppartwaythroughafiscalyear,youneedtoentersales

year sales statistics
statisticsfrompreviousperiodsofthecurrentyearifyouwantto
viewthesestatisticsonlineorprintreportsthatincludethem.See
Step7:EnterSalesStatistics,inChapter3ofthismanualfor
instructionsonaddingstatistics.
Entering previous- Youcanalsoenteranysalesstatisticsfrompreviousyearsthatyou

year sales statistics
wanttoviewonlineorforwhichyouwanttoprintreports.
Onceyouaresetup,OrderEntryautomaticallyupdatesstatistical
informationeachtimeyourundayendprocessing.
Customizing the Standard Printed and E-Mailed

Business Forms
SageAccpacOrderEntryincludesbusinessformsthatyoumaybe
abletouseasisor,withsomechanges,toprintonyourcurrent
formsforquotes,orderconfirmations,pickingslips,shippinglabels,
invoices,andcredit/debitnotes.
Theprogramalsoincludesstandardemailmessagesfororder
confirmations,quotes,invoices,andcredit/debitnotesthatyoucan
useasisoradapttoyourownrequirements.
You choose the NotethattheAccountsReceivablecustomerrecordletsyouchoose

delivery method in
mailoremailasthestandarddeliverymethodforeachcustomer.
Accounts
Receivable Youcanthenchoosetousethecustomersdeliverymethodorthe
currentprintdestinationwhenyousendoutquotesororder
confirmations,invoices,orcreditanddebitnotes.
Getting Started 239

Where To Now?
See Chapter 3 for Foralistofthenamesofthestandardreportfilesincluded,andfor

more information
informationonhowtoadaptthefilestoyouruse,seeStep8:
DesignandTestFormatsforPrintedandEMailedBusinessForms,
neartheendofChapter3.
Ifpossible,youshoulddesigntheformatsyouwanttouseandtest
themwiththesampledatabeforeyoubeginenteringtransactionsin
yournewOrderEntrysystem.
Where To Now?
IfyouaresettingupanewOrderEntrysystem,followthestepsin
Chapter3,SettingUpYourOrderEntrySystem.
YoumayalsowanttopracticeprocessingOrderEntrytransactions,
usingthelessonsforOrderEntryintheSageAccpacWorkbook,
availablefromtheHelpmenuontheSageAccpacDesktop.

Chapter 3
Setting Up Your Order Entry System
BeforeYouBegin ............................................................... 31
AccessRestrictionstoOrderEntry ........................................... 31
OverviewofOrderEntrySetup .................................................. 32
Order Entry
Setting Up
WhileYouWork ............................................................... 33
GuidepoststoOrderEntryInformation ....................................... 33
UsingFinders .......................................................... 33
UsingHelp ............................................................. 34
FindingAdditionalInformation .......................................... 34
FindingMulticurrencyInformation ....................................... 34
ProtectingYourWork ................................................... 34
SettingUpanOrderEntrySystem ............................................... 35
Step1:GatherDatafromYourPresentOrderEntrySystem .................... 35
Step2:AddOrderEntryAccountstoYourChartofAccounts .................. 36
Step3:AddSecurityInformation ............................................ 37
Step4:SelectOrderEntryOptions ........................................... 37
ChangeOrderEntryOptions ...........................................316
Step5:SelectGeneralLedgerIntegrationOptions ............................317
Step6:AddSetupRecords .................................................324
AddShipViaCodes ...................................................324
AddMiscellaneousCharges ............................................326
AddTemplates ........................................................328
AddSalespersonCommissionRates .....................................330
AddEmailMessages ..................................................332
AssignOptionalFields .................................................334
ModifySetupRecords ..................................................338
Step7:EnterOutstandingOrders ...........................................338
Step8:EnterSalesStatistics ................................................339
Step9:DesignandTestFormatsforPrintedandEMailedBusinessForms ..... 342
WhereToNow? ...............................................................344
Getting Started 3i


Chapter 3
Setting Up Your Order Entry System
Thischaptercontainsinstructionsfordefiningandcreatinganorder
entrysystemsuitedtoyourbusiness.Italsodescribeshowto
transferyourexistingorderentryrecordstoSageAccpacOrder
Entryafteryouhavesetupthesystem.
Order Entry
Setting Up
Foracompleteunderstandingoftheoptionsyouencounterasyou
setupthesystem,readChapter2,WhatyouNeedtoKnowBefore
SettingUpOrderEntry,inthismanual.
Converting from IfyouareconvertingfromtheSageAccpacPlusversionofOrder

Sage Accpac Plus
Entry,firstreadtheinstructionsintheConvertingfromSageAccpac
to Sage Accpac
ERP PlusAccountingmanualbeforefollowingthestepsinthischapter.
Before You Begin

Install and set up Beforetakingthestepsinthischapter,youmustinstallSageAccpac
the Sage Accpac
SystemManagerandBankandTaxservices,createsystemand
system first
companydatabases,andchoosesomecompanywideoptionsin
CommonServices.FollowtheinstructionsintheSystemManager
AdministratorGuide(ortheSystemManagerSetupGuideifyouare
usingtheDiscoveryEdition).
Access Restrictions to Order Entry

IfyouarerunningOrderEntryonanetwork,yoursystem
administratordefinesapasswordandsecurityprofileforeach
personwhousesSageAccpac.
Yourpasswordandsecurityprofiledeterminewhichiconsappear
foryourusewhenyousignontoSageAccpac.Youmaynothave
accesstosomepartsoftheOrderEntryprogramdiscussedinthis
Getting Started 31

Access Restrictions to Order Entry
manual.Ifyourequireaccesstoaniconorformthatdoesnotappear
onyourscreen,contactyoursystemadministrator.
InstructionsforsettingupOrderEntrysecurityareprovidedinthe
section,Step3:AddSecurityInformation,laterinthischapter.
Overview of Order Entry Setup

OnceyouhaveactivatedtheOrderEntryprogramforyour
companydatabase,youarereadytosetuptheorderentryledger.
Step 1: Gather data from your present order entry system
Step 2: Add order entry accounts to your chart of accounts
Step 3: Add security information for Order Entry
Step 4: Select Order Entry options
Step 5: Select G/L Integration options
Step 6: Add setup records
Step 7: Enter outstanding orders
Step 8: Enter sales statistics
Step 9: Design Order Entry forms


Guideposts to Order Entry Information
While You Work

Use the setup YoucansimplifythedataentryprocessbyfollowingtheOrder
checklist
EntrySetupChecklistasyousetupyourOrderEntrysystem.
YoucanfindtheOrderEntrySetupChecklist(OESETUP.PDF)on
thecomputerorserverwhereyouinstalledSageAccpacprograms,
inthefolderSageAccpac\Docs\OE54AENG.Youcanalsochooseit
fromtheOnlineDocumentationchoiceintheHelpmenuforthe
SageAccpacDesktop.ThechecklistopensinAdobeAcrobatReader,
Order Entry
Setting Up
whereyoucanviewandprintit.
Review What You Ifyouneedmorebackgroundoroverviewinformationanytime

Need to Know...
duringsetup,refertoChapter2,WhatYouNeedtoKnowBefore
SettingUpOrderEntry,inthismanual.
SkipstepsthatdonotapplytoyouruseofOrderEntry.

Thissectiondescribesthesymbolsusedthroughoutthischapterto
identifyinformationorsuggestionsthatwillhelpmakesetupeasier
andprotectyourwork.
Using Finders
Use the WhenyouseeaFinderbuttonbesideafieldinanOrderEntryform,

Finder
youcanclickittodisplayalistofpossibleentriesforthefield.
ToopenaFinderlist,clicktheFinderbuttonwiththemouseorpress
theF5key(inthefieldbesidetheFinderbutton).
ToselectarecordfromaFinderlist,doubleclickyourselectionwith
themouse,orusethearrowkeystohighlightaselection,andthen
pressEnter.
Getting Started 33

Varying the order TheFinderalsoallowsyoutosearchforrecordsautomatically,orby

of records in a
specifyingselectioncriteria(matchingrecordsbasedonthecontents
Finder list
ofparticularfields).Forinstructionsonusingthevariousfeaturesof
theFinder,pressF1whentheFinderlistappears.
Using Help
Press F1 for Ifyouhavequestionsorencountererrormessagesasyouworkwith
Help
SageAccpac,presstheF1keyorchooseHelpfromthemenuto
displayinformationabouttheform,fields,orthemessageonyour
screen.
Togethelponaspecifictopic,chooseContentsfromtheHelpmenu
andchooseatopicfromthelist,orchoosetheIndextabandtypea
descriptionofthetopic,andthenchoosefromthelist.
Finding Additional Information

Further TheinformationiconidentifiesothersectionsintheOrderEntry
information
manualsthatcontainbackgroundinformationaboutsetuptasks.
Readthesuggestedsectionswhenyouneedmoreinformationabout
thetaskyouaretryingtoaccomplish.
Finding Multicurrency Information

Multicurrency Themulticurrencyiconidentifiesinformationandinstructionsfor
ledgers
settingupamulticurrencyOrderEntryledger.Ifyoudonotuse
multicurrencyaccounting,theiconletsyoueasilyrecognizesections
youshouldskip.
Protecting Your Work

Check data Throughoutthischapter,themicroscopeinthemarginremindsyou
integrity and tocheckdataintegrityandmakebackupsofyourSageAccpacdata.
make
backups
Donotignorethissuggestion!

Step 1: Gather Data from Your Present Order Entry System
Youshouldcheckintegrityandbackupyourdata:
Whenyouaddrecordsthatwouldbetimeconsumingtoentera
secondtime.
Beforeyouclearhistoryordoothermajortasksthatchangeyour
OrderEntrydata.
Formostoffices,thismeansaroutine,dailyintegritycheckand
backupofaccountingrecords.Forinformationaboutcheckingdata
integrityandmakingbackups,seetheSystemManagerUserGuide.
Order Entry
Setting Up
Setting Up an Order Entry System
Thissectionofthechapterguidesyouthroughtheprocessofsetting
upyourSageAccpacOrderEntrysystem.Theinstructionsineach
steplisttherequiredandoptionalinformationyoumaywishto
enterorthatyouneedforyourparticularsystem.
Step 1: Gather Data from Your Present Order Entry System

AfteryouactivateSageAccpacOrderEntry,youmustaddthedata
fromyourcompanyspresentorderingsystemtoSageAccpacOrder
Entry.
Refer to existing First,gatherallyourcurrentorderentryrecords.Thesecanbe

records
manualrecordsorprintedlistingsandreportsfromother
accountingsoftware,suchas:
AlistofthegeneralledgeraccountsusedinyourOrderEntry
system,includingtherevenueaccounttowhichmiscellaneous
chargesareposted.
Listsofthecodesandotherinformationyouwillusetosetup:
shipviacodes,miscellaneouscharges,templates,salesperson
commissionrates,emailmessages,andoptionalfields.
Getting Started 35

Step 2: Add Order Entry Accounts to Your Chart of Accounts
Outstandingorders,includingbackorders,standingorders,
futureorders,andquotes.
Historicalsalesstatisticsfororders(optional).
Samplesofyourorderconfirmation,pickingslip,shippinglabel,
invoice,quote,andcreditnoteforms.
Multicurrency Ifyouuseamulticurrencyorderentryledger,alistofthesource
ledgers
currenciesinwhichyourecordtransactions,andalistofcurrent
exchangerates.
Use the checklist to Thesetupchecklistdescribedinthesection,WhileYouWork,

keep track of the
earlierinthischapter.(Printthechecklist,ifyouhavenot
steps you
complete alreadydoneso.)
Consider importing Youmaybeabletoentermuchoftheorderentrydatabyreadingit

the data
directlyfromfilescreatedbyanotherprogram.InSageAccpacthis
iscalledimporting.Toseewhetheryoucanimportdata,read
AppendixB,ImportingandExporting,intheOrderEntryUser
Guide.
Step 2: Add Order Entry Accounts to Your Chart of Accounts

Addtoyourgeneralledgertherevenueaccounttowhichamounts
generatedbymiscellaneouschargesarecreditedwhenyoupost
invoices,anddebitedwhenyoupostcreditnotes.
AllothergeneralledgeraccountstowhichOrderEntrydatais
postedarespecifiedinotherSageAccpacprograms:
InAccountsReceivable,specifythereceivablescontroland
prepaymentliabilityaccounts.
InInventoryControl,specifythesales,returns,costofgoods
sold,costvariance(ifusingstandardormostrecentcosting),
shipmentclearing,damagedgoods,andinventorycontrol
accounts.
InTaxServices,specifythetaxliabilityaccounts.

Step 3: Add Security Information
Forinformationabouttheseaccounts,seetheuserguideforeach
program.
Step 3: Add Security Information

IfyourSageAccpacsystemrequiresuserpasswordsandsecurity
profiles,youneedtoassignuseraccesstoOrderEntryiconsand
forms.RefertoAppendixCintheOrderEntryUserGuide,whichlists
theOrderEntrytaskgroupstowhichsecuritycanbeassigned.
Order Entry
Setting Up
ForadditionalinformationabouttheSageAccpacsecuritysystem,
seetheSystemManagerAdministratorGuide.
Step 4: Select Order Entry Options

AfteryouinstallSageAccpacOrderEntryandactivateitforyour
companydatabase,yourfirsttaskistoselectOrderEntryprocessing
optionsandentergeneralinformationaboutyourledger.
YouenterthisinformationontheOptionsform,whichyouchoose
fromtheO/ESetupfolder.Ifyouchangesettingsaftersetup,you
canmodifyinformationonthisform.
RemembertopressF1anytimeyouwantmoreinformationorhave
questionsabouttheOptionsform.
See also Forbackgroundreadingaboutsetupoptions,seeChoosingOrder

page 2-2
EntryOptions,inChapter2ofthismanual.
Set up the Options form:
1. ChoosetheOptionsiconfromtheO/ESetupfoldertodisplay
thefirsttabintheOptionsform.
Getting Started 37

The Company tab

in the Options form

TheO/EOptionsformcontainsthefollowingtabs:
Company
Processing
Documents
2. Ifyouwant,makechangesontheCompanytabasfollows:
Contact Name. Typeanametoidentifyacontactpersonor

positioninthecompanyforwhichyouarecreatingtheOrder
Entrysystem,orusethefieldforyourownpurposes.
Telephone and Fax Number.Typethetelephoneandfax

numbersofthecompanyforwhichyouaresettingupOrder
Entry.
Theformatusedfortelephonenumbersdependsonwhetherthe
FormatPhoneNumberoptionisselectedintheCompanyProfile
forminCommonServices.
3. ClicktheProcessingtab.

Processing tab on
the Options form
Order Entry
Setting Up

4. SelectoptionsontheProcessingtab:
Multicurrency Default Rate Type.IftheMulticurrencyoptionisturnedon,

ledgers
youcaneditthedefaultratetypetouseforconvertingsource
currencyamountsonorders,invoices,andcreditnotesto
functionalcurrencyequivalents.
Processing options Calculate Backorder Quantities.Ifyouselectthisoption,the

programautomaticallycalculatesabackorderthedifference
betweenthequantityorderedandthequantityshippedwhen
youenterorchangeanitemlineonanorderorshipment.This
amountisdisplayedintheBackorderedfield.Whenyouchange
theamountintheShippedfield,thequantityintheBackordered
fieldisreducedaccordingly.
IfyouusethePurchaseOrdersprogram,youcanalsogenerate
purchaseordersautomaticallyfrombackordereditemsonsales
orders.
Ifyoudonotselectthisoption,zeroesaredisplayedinthe
Backorderedfield.
Getting Started 39

Whetherornotyouusetheoption,youcanchangethe
backorderedquantitydisplayed.
Statistics Keep Transaction History. Selectthisoptionifyouwanttobe

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

postorders,shipments,andinvoicesforcustomersforwhom
youhavenotsetuparecordinAccountsReceivable.
Ifyoudonotselecttheoption,OrderEntrypreventsyoufrom
enteringanorder,ashipment,oraninvoiceifthecustomer
recorddoesnotexistinAccountsReceivable.
Note: Wesuggestthatyoudonotusethisoptionina
multicurrencysystem,especiallyifthereportingcurrencies
forcustomertaxgroupsdonotmatchyourcustomers
currencies.
Default Quantity Committed.Selectthisoptiontoensurethat

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

Calculate Tax Reporting Amounts Automatically. Selectthis

optionifyouwanttheprogramtoautomaticallycalculatetax
reportingamountsonordersandinvoices.
ThisoptionsetsthedefaultfortheCalculateTaxReporting
checkboxontheTaxestabsforOrderEntry,ShipmentEntry,
andInvoiceEntryforms.Youcanchangethesettingwhenyou
entertransactions.
NotethattheCalculateTaxReportingcheckboxappearsonlyif
ataxauthorityforthetransactionhasataxreportingcurrency
Order Entry
Setting Up
thatisdifferentfromthesourceorfunctionalcurrency.
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.
(PricingbyweightisonlyavailableinSageAccpac500
ERP.)
Getting Started 311

Youcanselecteithertheweightunitofmeasurefromtheitem
record,ortheweightunitsofmeasurefromtheItemPricing
forminInventoryControl.
Default Template Code.Selectoneofthetemplatesyouhave

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

ofdaysyounormallyallowbeforequoteswillexpire.
Whenyouenteraquote,OrderEntrycalculatesanddisplaysthe
defaultexpirationdatebasedonthenumberofdaysyouenterin
thisfield.
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.
ThischoicepostsAccountsReceivableinvoicebatches
createdbyOrderEntrywhenyoupostinvoicesorwhenyou
rundayendprocessinginInventoryControl(ifyouhaveit)
dependingonwhenyoucosttransactionsinInventory
Control.
OnRequestUsingCreateBatchIcon.
ThischoiceletsyoupostbatchesusingtheCreateBatchicon
Order Entry
Setting Up
inOrderEntryorusingthePostBatchformintheAccounts
Receivablemodule.
Youcanchangeyourselectionanytime.
Sales History Keep Sales History.Selectthisoptionifyouwanttobeableto

inquireabout,report,andanalyzesalesdata.Ifyouselectthis
option,youmustspecifyhowsalesdataisaccumulated.
Accumulate By.Usethisoptiontoindicatewhetheryoukeep
saleshistorybycalendaryearorfiscalyear.
Ifyouchoosetoaccumulatebycalendaryear,thestartingdate
forstatisticswillbeJanuary1.Ifyouchoosetoaccumulateby
fiscalyear,thestartingdatewillbethefirstdayofyourfiscal
year,asspecifiedinthefiscalcalendarinCommonServices.
Period Type.Usethisoptiontoselecttheperiodtypetousefor
keepingsaleshistory.
Sales Statistics Keep Sales Statistics.Selectthisoptionifyouwanttosave

order,invoice,andcreditnotestatisticsforreporting.Ifyou
selectthisoption,youmustalsochooseoptionsforediting
statisticsandspecifyinghowstatisticsareaccumulated.
Allow Edit Of Statistics.Selectthisoptionifyouwanttobeable

toenterorreviseyeartodateorpreviousyeartotalsfororders,
invoices,orcreditnotes.
Getting Started 313

Use this option Youmaywanttoturnonthisoptionwhileyouaresettingup

when setting up
yourOrderEntrysystem,particularlyifyouarecreatingthe
partway through
an accounting systempartwaythroughanaccountingyear.Youcanthenenter
year priorperiodstatisticsfromyourprevioussystem.
Onceyoursystemisoperating,youshouldturnofftheoption
becausetheprogramautomaticallyupdatesthestatisticswhen
youposttransactions.
Accumulate By.Usethisoptiontoindicatewhetheryoureport
statisticsbycalendaryearorfiscalyear.
Period Type.Usethisoptiontoselecttheperiodtypetousefor
reportingstatistics.
See also Forinformationaboutkeepingstatistics,seeAccumulating

page 2-10
SalesStatisticsforReporting,inChapter2ofthismanual.
Commissions Track Commissions.Selectthisoptionifyouwanttokeeptrack

ofsalescommissionsforreporting.
Commission By.Ifyoutrackcommissions,selectthebasisfor
calculation.
Credit Checks. Choosewhetheryouwantcustomercredit

checkstoincludeunpostedtransactionsinAccountsReceivable,
OrderEntry,andotherassociatedapplications,aswellasthe
A/Raccountbalance.
Note: Checksthatincludependingtransactionstakemore
timethanchecksthatdonot.Youcanturnthesechecksoff
toimproveprocessingspeed.
5. ChoosetheDocumentstab.

Documents tab on
the Options form
In this case, the

lengths are all set
to 10 characters,
and the prefixes
are four characters
long, including a
hyphen.
Order Entry
Setting Up

6. CompletetheDocumenttabasfollows:
OrderEntryassignsauniquenumbertoeachdocumentyou
add.Thenumberisacombinationofaprefixyouusetoidentify
thetransactiontype,andanumberthatOrderEntryassigns
sequentially,startingwiththenumberyouspecify.Thedefault
lengthofeachdocumentnumberis22characters(includingthe
prefix).
Length.Specifythenumberofcharactersthatyouwanttouse
foryourorder,shipment,invoice,creditnote,andquote
numbers.Themaximumlengthofadocumentnumberis
22characters(includinganalphanumericprefixofupto
6characters).
Prefix.Typetheprefixesyouuseinyourexistingdocument
numbers,orusethedefaultprefixesyouseeonthistab.Each
prefixcanbeuptosixalphanumericcharacters.
Next Number.Ifyoudonotwanttousethedefaultstarting
numberforeachtypeofdocument,typeoverit.Theprogram
Getting Started 315

increasesthenumberby1eachtimeyoupost,butyouarenot
forcedtousethenumbersassignedbytheprogram.
Aging Aging Periods (defaultsfortheAgedOrdersreport).Specifythe

lengthsofthedefaultagingperiodsusedontheAgedOrders
report.Thereportcategorizesordersascurrentoroverdueby
thenumberofdaysenteredhere.
Next Day End Number. Thisfielddisplaysthedayendnumber

thattheprogramwillusethenexttimeyounextperformday
endprocessing.
7. ClickSavetorecordyourentriesandselectionsintheO/E
Optionsform.
8. ToprintalistoftheoptionsyousetupforyourOrderEntry
system,chooseFile,PrintintheO/EOptionsform,ordouble
clicktheOptionsiconintheO/ESetupReportsfolder.
ForinformationaboutsettingupyourprinterandprintingSage
Accpacreports,seetheSystemManagerUserGuide.
9. ClickClosetoleavetheO/EOptionsform.
Change Order Entry Options
Aftersetup,youcanchangeanyofthechoicesyoumadeandthe
informationyouenteredontheOptionsform,withthefollowing
exceptionsandrestrictions:
Multicurrency YoucannotchangethemulticurrencysettinginOrderEntry.
settings
Whetheryouhaveamulticurrencysystemdependsuponthe
settinginAccountsReceivable.Onceyouselectthemulti
currencyoptioninAccountsReceivable,youcannotchange
yourselection.
Youcanchangethetypeofyear(fiscalorcalendar)andperiod
bywhichyouaccumulateorder,invoice,andcreditnotehistory
orstatistics,butshoulddosoonlyatyearend.Ifyouchange

Step 5: Select General Ledger Integration Options
eithermethodpartwaythroughayear,thehistoryorstatistics
accumulatedwillbeincorrectorinthewrongperiod.
See also Foradetailedexplanation,seePeriodsforAccumulatingSales

page 2-6
HistoryandSalesStatistics,inChapter2ofthismanual.
Close other Order YoucanupdatesomeinformationwhileothersareusingOrder

Entry forms before
Entry(suchasthecontactpersonandtheoptionalfields),but
changing settings
mostoptionscanbechangedonlyifnootherOrderEntryforms
forthecompanyareopenonanyworkstation.
Order Entry
Setting Up
FormoreinformationaboutupdatingandchangingOrderEntry
options,seeChangingOrderEntryOptionsinChapter3inthe
OrderEntryUserGuide.

OnceyouchooseOrderEntrysettingsintheO/EOptionsform,you
canusetheIntegrationtabontheG/LIntegrationformto:
Specifywhentocreategeneralledgertransactions.
ChoosewhethertocreatenewbatchesforG/Ltransactions(and
optionallypostthem)ortoaddthemtoexistingG/Lbatches.
Choosewhetherandhowyouwanttoconsolidatetransactions.
Specifytheorderentryinformationthatispassedtothegeneral
ledgerintransactionentrydescriptions,transactiondetail
referencefields,detaildescriptionfields,andcommentfields.
Order Entry creates

MostGeneralLedgertransactionsarecreatedintheAccounts
Receivableprogramwhenyoupostinvoices,creditnotes,or
debitnotes.AccountsReceivablecreatestherevenue,A/R,and
Getting Started 317

CostofGoodsSoldtransactions(soyourcostsandrevenueare
recognizedatthesametime).
TheIntegrationtabalsodisplaysthedayendnumberuptowhich
youhavegeneratedgeneralledgertransactions.(Thisisfordisplay
purposesonly.)
TheG/LIntegrationformdisplaysthefollowingtabs:
Integration
Transactions
Forbackgroundreadingaboutsetupoptions,seeChoosingG/L
IntegrationOptions,inChapter2ofthismanual.
To choose options and settings on the G/L Integration form:
1. DoubleclicktheG/LIntegrationiconintheO/ESetupfolder.
Thefollowingformappears:
Integration tab in
the G/L Integration
form

2. CompletetheIntegrationtab,asdescribedbelow:
Create G/L Transactions.Usethisoptiontospecifywhento

creategeneralledgertransactionsfromtheshipmentandinvoice
transactionsyoupost.
Youroptionsare:
During Posting or Day End Processing. Selectthisoptionto

havetheprogramautomaticallycreategeneralledger
transactionswhenyoupostshipmentandinvoice

transactionsorrundayendprocessing(dependingonwhen
youcostinventoryitemsintheInventoryControlmodule).
Note: TheoptionforCostingItemsDuringTransaction
PostingorDuringDayEndProcessinginInventory
ControldetermineswhenOrderEntrywillcreate
generalledgertransactions.
On Request Using Create Batch Icon.Selectthisoptionif

youwanttousetheCreateBatchformtocreategeneral
Order Entry
Setting Up
ledgertransactions.Youmustselectthisoptionifyouwant
tobeabletoconsolidategeneralledgertransactiondetails
andprintOrderEntrysG/LTransactionsreport.
Use this option WerecommendyouselecttheOnRequestUsingCreateBatch

during setup
Iconoptionduringsetup,sothatyoucanprinttheG/L
Transactionsreporttoprovidecompletedetailsofany
transactionsarisingfromoutstandingordersthatyoumight
enterlaterwhensettingupOrderEntry.
Create G/L Transactions by.OrderEntryletsyouchooseto:
AddgeneralledgertransactionstoanexistingSageAccpac
GeneralLedgerbatch.
DonotselectthisoptionifyouwanttocreateanewGeneral
Ledgerbatcheachtimeyouproducegeneralledger
transactions.(Youmightdothisforauditingpurposes.)
Do not use this Ifyourgeneralledgeralreadycontainsthetransactionsyou

option during
willpostduringsetup,werecommendthatyoudonot
setup
selecttheAppendG/LTransactionsToExistingBatch
option.
CreateanewGeneralLedgerbatcheachtimeyougenerate
G/Ltransactions.
Thischoicewillisolatethegeneralledgertransactionsyou
createwhilesettingup(soyoucaneasilydeletethemafter
Getting Started 319

setuptoensurethatyoudonotaccidentallypostgeneral
ledgertransactionstwice).
CreateanewGeneralLedgerbatcheachtimeyougenerate
G/Ltransactions,andautomaticallypostthebatchinthe
GeneralLedgerprogram.
If you do not use

Sage Accpac Note: TheCreateG/LTransactionsByoptionhasaneffect
General Ledger onlyifyouuseSageAccpacGeneralLedgerwiththesame
databaseasOrderEntry.
Ifyouuseanothergeneralledger,orifyourSageAccpac
GeneralLedgersystemisatanotherlocation,OrderEntryplaces
allgeneralledgertransactionsintoasinglebatchfilethatyou
canimportintoyourgeneralledgersystem
Consolidate G/L Batches.Usethisoptiontospecifywhetherto

combinetransactiondetailsforthesamegeneralledgeraccount
intoasingledetail,orsendunconsolidatedOrderEntry
transactiondetailstoGeneralLedger.
IfyouselectedtheOnRequestUsingCreateBatchIconoption,
youcancreateconsolidatedbatchesofgeneralledger
transactions.
IfyouselectedtheDuringPostingorDayEndProcessing
option,youcannotcreateconsolidatedbatchesofgeneralledger
transactionsyoucanonlyconsolidatetransactiondetails.
Selectoneofthefollowingconsolidationoptions:
Do Not Consolidate. AllthedetailspostedinOrderEntry

willbeincludedintheGeneralLedgertransactionbatch.
Choosethisoptionifyouuseoptionalfieldsandpass
optionalfieldinformationfromOrderEntrytransaction
detailstotheGeneralLedgertransactiondetails.
TheDoNotConsolidateoptionprovidescomplete
informationinyourgeneralledgertransactionbatch.

AlthoughthischoicewillresultinalongG/LTransactions
reportandalargegeneralledgerbatch,youcanalso
consolidatetransactiondetailsduringpostinginSage
AccpacGeneralLedger.
Consolidate Transaction Details by Account. Allthe

detailswithinatransactionwiththesamegeneralledger
accountnumberarecombinedintoonedetail.
Choosethisoptionifyoudonotuseoptionalfields,butstill
wanttoassociategeneralledgertransactionswith
Order Entry
Setting Up
originatingdocuments(fordrilldownortomaintaina
manualaudittrail).
Consolidate by Account and Fiscal Period. Allthedetails

withthesamegeneralledgeraccountnumberandfiscal
periodarecombinedintoonedetail.
Thisoptiononlyconsolidatesdetailsfromdifferent
Batchform.
Consolidate by Account, Fiscal Period, and Source. All

thedetailswiththesamegeneralledgeraccountnumber,
fiscalperiod,andsourcecodearecombinedintoonedetail.
Thisoptiononlyconsolidatesdetailsfromdifferent
transactionsifyoucreatetransactionbatchesusingthe
CreateBatchform.
Partial consol. IfyoucreatebatchesofG/Ltransactionsduringpostingorday

during posting or
endprocessing,theprogramcanonlyconsolidatethedetails
day-end
processing withintransactions;itcannotconsolidatethedetailsfrom
differenttransactions.
Create Batch lets IfyouusetheOnRequestUsingCreateBatchIconoption,you

you fully
canconsolidatetransactiondetailsfromalltransactionsforeach
consolidate details
generalledgeraccountifyouchooseConsolidatebyAccount
andFiscalPeriodorConsolidatebyAccount,FiscalPeriod,and
Source.
Getting Started 321

3. ClicktheTransactionstabtodisplaythefollowinggrid:

The Transactions TheTransactionstabletsyouassigninformationfromshipment
tab
andinvoicetransactionstofieldsintheG/Ltransactionsthat
theyproduce.
4. Inthegrid,doubleclicktheG/Ltransactionfieldforthe
particulartransactiontypethatyouwanttodefine.
Forexample,doubleclicktheG/LEntryDescriptionfieldfor
Shipmenttransactions.
TheG/LIntegrationDetailformappears:

Thedetailformdisplaysthetransactiontypeandthe
G/LtransactionfieldyouselectedontheTransactionstab.

TheExamplefielddisplaystheinformationsegmentsthatare
assignedtotheG/Ltransactionfield.Checkthisfieldtoseehow
informationwillappearonreportsasyouassignsegment.
5. SpecifyinformationfortheselectedG/Ltransactionfield,as
follows:
Segment separator a. Selectacharactertoseparatesegmentsofinformation.(The

separatorisusedonlyifyouassignmorethanonesegment
toafield.Thedefaultseparatorisahyphen.)
Order Entry
Setting Up
Choose Segments b. SelectsegmentsfromtheChooseSegmentsFromList,and
From List
thenclickInclude.
Youcanassignamaximumoffivesegmentstoa
G/LTransactionfield,providingthatthecombinationdoesnot
exceed60characters.Iftheassignedinformationexceedsthis
numberofcharacters(includingseparators),itwillbetruncated
whenthetransactionisposted.
6. ClickSavetorecordyourselectionsforthefieldintheG/L
IntegrationDetailform.
Ifyouwanttochooseotherfields,youcandosodirectlyfrom
thisform,oryoucanclosetheformtoreturntotheTransactions
grid,whereyoucanchooseotherG/Ltransactionfields.
7. ClickSaveontheG/LIntegrationformtosavealloftheG/L
integrationoptions.
8. ToprinttheG/Lintegrationoptions,chooseFile,PrintintheG/L
Integrationform,ordoubleclicktheG/LIntegrationiconinthe
O/ESetupReportsfolder.
ForinformationaboutsettingupyourprinterandprintingSage
Accpacreports,seetheSystemManagerUserGuide.
9. ClickClosetoleavetheG/LIntegrationform.
Getting Started 323

Step 6: Add Setup Records

Thisstepshowsyouhowtoentertherecordsyouneedtoassignto
yourorderswhenyouaddthem.Inmostcases,youmustaddthese
recordsbeforeyoucanaddorderrecords.
TheoptionsyouwilluseareintheO/ESetupfolder:
Shipviacodes
Miscellaneouscharges
Templates
Salespersoncommissionrates
Emailmessages
Optionalfields
Remembertocheckdataintegrity(intheAdministrativeServices
form)andbackupyourdataregularlywhilesettingupyourledger.
Security Ifsecurityisonforyoursystem,youmustbeauthorizedtosetup
authorization
OrderEntry.Seeyoursystemadministratorfordetails.
To change a Youcanchangemostofthedatainsetuprecordslater.SeeModify
record, see
SetupRecords,attheendofStep6,forinformationaboutchanging
page 3-25
ordeletingsetuprecordsandaboutanyrestrictionsthatmayapply.
Add Ship-Via Codes
Addshipviacodestoidentifytheshippingmethodsorcarriersyou
usetodelivergoodstocustomers(forexample,courierorairmail).
Shipviacodesareoptional,butconvenient.YoucanuseOrder
Entrytemplatestoinsertastandardshipviacodeineverynew
order,andyoucanalsoaddshipviacodestocustomerrecordsand
customerShipToLocationsinAccountsReceivable.

To add ship-via codes:
1. ChooseShipViaCodesfromtheO/ESetupfolder.
Ship-Via Codes
form
Order Entry
Setting Up

2. Foreachshippingmethod,clicktheNewbuttonandenterthe
followinginformationontheShipViatab:
Ship-Via Code.Enterauniquealphanumericcodetoidentify
thecarrier,usinguptosixcharacters.
Name.Enterthenameofthecarrier,usingupto60characters.
Address, Phone, Fax, E-Mail.Entertheaddress,telephone

number,faxnumber,andemailaddressforthecarrier.
Comments.Enteranypertinentcommentsaboutthecarrierthat
youwanttokeeponrecord.
3. ClicktheContacttab,andenterthename,telephonenumber,fax
number,andemailaddressofacontactpersonforthecarrier.
4. ClicktheAddbutton.
Repeatsteps2through4foreachshipviacodeyouwanttoadd.
Getting Started 325

5. ChoosePrintfromtheFilemenuorchoosetheShipViaCodes
iconfromtheReportsfoldertoprintalistofthecodesthatyou
added.Filethereport.
6. ClicktheClosebuttonorchooseClosefromtheFilemenu.
Add Miscellaneous Charges
Youaddmiscellaneouschargerecordsforcostsotherthanforitems
purchasedandreturnedoninvoicesandcreditnotes.
Before adding miscellaneous charges:
Addthegeneralledgerrevenueaccountstowhichamounts
generatedbymiscellaneouschargesareposted.
Determinethetaxauthorityandclassforeachmiscellaneous
charge,ifyouwishtousethem.
See also ReadMiscellaneousCharges,inChapter2ofthismanual.

page 2-19
To add miscellaneous charges:
1. ChooseMiscellaneousChargesfromtheO/ESetupfolder.

2. ClicktheNewbuttonandthenenterthefollowing
miscellaneouschargeinformation.

Multicurrency Currency.Selectthecurrencycodeforthenewmiscellaneous
ledgers
charge.
Miscellaneous Charge Code.Typeauniquealphanumeric

codetoidentifythemiscellaneouscharge,usinguptosix
characters.PresstheTabkeytoaddacompletedescription(up
to60characters).
Amount.Typetheamountofthecharge,orleavetheamount
blankandenteritseparatelyonorders,invoices,andcredit
Order Entry
Setting Up
notes.
G/L Account.Selectortypethenumberofthegeneralledger
accounttowhichamountsenteredasmiscellaneouschargesare
posted.
Optional Fields.ClicktheZoombuttontodisplayaFinderfrom
whichyoucanselectoptionalfieldsassignedtoMiscellaneous
Charges.ThecheckboxbesidetheOptionalFieldslabeldisplays
acheckmarkifoptionalfieldshavebeenselected.
3. Entertaxinformation:
Authority.Selecteachtaxauthoritythatleviestaxesonthe
miscellaneouscharge.
Sales Tax Class.Foreachauthority,selectthedefaulttaxclass

(whichdeterminesthedefaulttaxrate/taxexemptionthat
appliestothecharge).
4. ClicktheAddbutton.
5. Repeatsteps2through4foreachmiscellaneouschargeyou
wanttoadd.
6. ChoosePrintfromtheFilemenuorchoosetheMiscellaneous
ChargesiconintheReportsfoldertoprintalistofthe
miscellaneouschargesyouhaveadded,toverifythattheyare
correctandcomplete.Filethereport.
Getting Started 327

Add Templates
Templatescontainstandardentriestospeeduporderentry.
Before adding templates:
Addtheshipviacodesforthedeliverymethodsandcarriers
youuse.
See also Readthesection,Templates,inChapter2ofthismanual.

page 2-20
To add a template:
1. ChooseTemplatesfromtheO/ESetupfoldertodisplaythe
OrdertabontheTemplatesform.
Order tab on the

Templates form

2. ClicktheNewbuttonandthenfillindefaultorderinformation
asfollows:
Template Code.Typeauniquealphanumericcodetoidentify
thetemplate,usinguptosixcharacters,andthenadescription
ofupto60charactersintheadjacentfield.
Order Type.SelectActive,Future,Standing,orQuoteasthe
ordertypeforthetemplate.
FOB Point.Typethenameofthefreeonboardpoint,the
locationatwhichthecustomerbeginspayingfreightchargeson
theorder,ifany.

On Hold.Selectthisoptionifthetemplateistypicallyfororders
thatareonhold.Ifanorderisonhold,theprogramdoesnotlet
youproduceorprintaninvoicefortheorder,evenifyouhave
enteredquantitiesasshipped.
Location.Selectthewarehouseorotherplacefromwhichitems
areusuallyshippedtofilltheorder,orleavethefieldblank.
WhenyouusetheFinder,youseethelistoflocationsthatyou
setupinInventoryControl.
Description.Typeastandarddescriptionforanorderor
Order Entry
Setting Up
invoice,upto60characters,orleavethefieldblank.
Reference. Typeastandardreferenceforanorderorinvoice,
upto60characters,orleavethefieldblank.
Comment.Typeastandardmessageorannouncement,upto
250characters,toappearoninvoices,pickingslips,order
confirmations,orcreditnotes,orleavethefieldblank.
3. Whenfinished,clicktheCustomertab.
Customer tab on
the Templates form

4. FillintheCustomertabasfollows:
Ship-Via Code.Selectadefaultshipviacode,orleavethefield
blank.
Customer Type. Selectthestandardcustomertype(Base,A,B,

C,D,orE).Customertypedenotesthediscountlevelfora
Getting Started 329

customer.Baseindicatesthecustomerisnoteligibleforprice
discounts.(DiscountpercentagesaresetupinInventoryControl
ItemPricing.Customertypesareassignedtocustomerrecords
inAccountsReceivable.)
Price List. SelectapricelistcodethatyousetupinInventory

Control,orleavethefieldblank.
Territory. Ifyouassignedtwocharactersalesterritorycodesto
identifyyourcustomersinAccountsReceivable,enteroneof
thosecodesasthestandardterritory,orleavethefieldblank.
Tax Group. Selectataxgroup.TheFinderdisplaysthelistoftax

groupsthatyousetupinTaxServices.
Terms.Selectthestandardpaymentterms,orleavethefield
blank.IfyouusetheFinder,youseethelistofpaymentterms
thatyousetupinAccountsReceivable.
5. ClickSave.
Repeatsteps2through5foreachtemplateyouwanttoadd.
6. ChoosePrintfromtheFilemenuorchoosetheTemplatesiconin
theReportsfoldertoprintalistofthetemplatesyouhave
added.Verifythattheyarecorrect,andfilethereport.
Selecting a Default Template
Afteraddingtemplates,opentheOptionsformandselectoneofthe
templatesyouaddedtobethedefaulttemplatecode.Theentriesin
thistemplatewillappearwhenyouaddaneworder.Youcan
changetheentriesasneeded.
Add Salesperson Commission Rates
Youturnoncommissionsandaddcommissionratesforthe
salespeoplewhoarepaidcommissionsontheirsales.

Before adding commission rates in Order Entry:
AddrecordsforthesalespersonsinAccountsReceivable.
See also Readthesection,SalespersonCommissionRates,inChapter2

page 2-23
ofthismanual.
To add salesperson commission rates:
1. ChooseSalespersonCommissionRatesfromtheO/ESetup
folder.
Order Entry
Setting Up
Choose the
salesperson code,
select the
Commissions
checkbox, and
then choose the
number of rates.

2. Foreachsalesperson,clicktheNewbuttonandenterthe
following:
Salesperson Code. UsetheForward/BackArrowstomoveto

thenextsalespersonnumber,orselectthenumberusingthe
Finder.(YouaddsalespersonrecordsinAccountsReceivable.)
Commissions.Selectthischeckboxifthesalespersonispaid
commissions.Theprogramwilldisplayfieldsforyoutoenter
ratesandsalesamountranges.(Theseratesarenotusedwhen
itemcategorieshaveacommissionrate.)
Number of Commission Rates.Selectanumberfrom1to5to

displaythenumberofratefieldsyouneed.
Rates Foreachrate,typethetotalsalesamountuptowhichtherate
applies.Theprograminsertstheupperamountfromeachrate
astheloweramountforthenextrate.
3. Whenyouarefinished,clickSave.
Getting Started 331

Repeatsteps2and3foreachsetofratesyouwanttoadd.
4. ChoosePrintfromtheFilemenuorchoosetheSalesperson
CommissionRatesiconintheReportsfoldertoprintalistofthe
salespersoncommissionratesyouhaveadded,toverifythat
theyarecorrectandcomplete.Filethereport.
Add E-mail Messages
Addmessagestosendwithemailedorderconfirmations,quotes,
invoices,debitnotes,andcreditnotesusingtheEmailMessages
form.
To add e-mail messages:
1. ChoosetheEmailMessagesiconfromtheO/ESetupfolder.

2. Entermessageinformationinthefollowingfields:
Message Type. Selectthetypeofdocumentforwhichyouare

creatingtheemailmessage.YoucanselectOrderConfirmation,
Quote,Invoice,orCredit/DebitNote.

Message ID. Typeacodetoidentifythemessage,upto16

characters.
Whenyouemailorderconfirmations,quotes,invoices,orcredit
notes,youselectthemessageIDforthemessageyouwanttoe
mailwiththedocument.
Description. Usethisfieldtoenteralongerdescriptionofthe
emailmessage,upto16characters.
Last Maintained. Thisdisplayonlyfieldshowsthelastdate
Order Entry
Setting Up
thatchangesweremadetothemessage.
Inactive. Selectthisfieldonlywhenyouwishtomakethis
messageunavailableforuse.
3. EnterasubjectintheEMailSubjectlineandaddmessagetext.
Substituting Tosubstitutevariableinformationfromyourdatabaseinthe
variables
emailedmessage,includethevariablenameprecededbya
dollarsign(forexample,$EXPECTED_SHIP_DATE)inthe
subjectlineorinthemessagebody.
Foralistofthevariablesyoucanusewitheachmessagetype,
seeChapter2.
4. ClicktheSavebuttontosavethemessage.
5. Repeatsteps2through4tocreateadditionalmessages.
6. ChoosePrintfromtheFilemenutoprintalistoftheemail
messagesthatyouhaveadded.Checkthemessagesforany
errors.Whenyouaresatisfiedthattheyarecorrect,filethe
report.
YoucanalsoprinttheEmailMessagesreportbyclickingthe
EmailMessagesiconintheO/EReportsfolder.
Getting Started 333

Assign Optional Fields
YoucancustomizeSageAccpacERPbyaddinganunlimited
numberofoptionalfieldstoOrderEntrytransactions,andhave
themflowthroughtosubledgers,aswellastoyourgeneralledger.
YoucreateoptionalfieldsinCommonServices,andthenyouusethe
O/EOptionalFieldssetupformtoassignthemtoOrderEntryforms.
UserswithOrderEntryTransactionOptionalFieldssecurityrights
canaddoptionalfieldstoOrderEntryforms.
Forinstructionsonusingoptionalfieldswithtransactions,see
Chapter4intheOrderEntryUserGuide.
To assign optional fields to Order Entry:
1. DoubleclicktheOptionalFieldsiconintheO/ESetupfolder.
O/E Optional Fields

2. ClickthedownarrowontherightsideoftheOptionalFields
Forfieldtoselectatransactiontypeormiscellaneouscharges.
Youcanassignanunlimitednumberofoptionalfieldsto:
Orders
OrderDetails
Shipments
ShipmentDetails

Invoices
InvoiceDetails
Credit/DebitNotes
Credit/DebitNoteDetails
MiscellaneousCharges
Notethatdifferentoptionalfieldscanbeaddedtobothheaders
anddetails,andyoucanaddanunlimitednumbertoeach.The
Order Entry
Setting Up
CopyOrdersfunctionalsosupportsoptionalfields.
3. Fillinthefieldsforeachoptionalfieldasfollows:
Optional Field. UsetheFinderintheOptionalFieldcolumnto

selecttheoptionalfieldsthatyouwanttoaddtotransactionsor
tomiscellaneouschanges.
YoumustaddoptionalfieldsinCommonServicesbeforeyou
canselectthemhere.
Set. DoubleclicktheSetfieldtoindicatewhetherthisoptional
fieldhasadefaultvalue.IfyouchooseSet,youmustentera
defaultvalue.(YoucanspecifyNohere,butstillmakethisa
requiredfield.)
Default Value. UsetheFindertochoosevaluesfortheoptional

fieldthatwereaddedtothefieldinCommonServices.
Iftheoptionalfieldisdefinedasavalidatedfield,youmust
specifyoneofthevalidatedvalues,oryoucanleavethe
defaultvalueblankifthefieldallowsblanks.
Iftheoptionalfieldisnotvalidated,youcanselectanyvalue
thatwasspecifiedforthefieldinCommonServicesorenter
anyothervalue(upperandlowercasealphanumeric,special
characters,spaces).
Defaultvaluesarerestrictedtothenumberofcharacters
specifiedforthefieldinCommonServices.
Getting Started 335

Required. DoubleclicktheRequiredfieldtospecifywhether
thisisarequiredoptionalfield.
Auto Insert. SelectYesintheAutoInsertcolumntoallowan

optionalfieldanditsvaluetoappearautomaticallyinO/E
transactions.
Iftheoptionalfieldisrequired,AutoInsertmustbeyes.
NotethatoptionalfieldswithNointhiscolumncanbeaddedto
transactionsonlybyuserswithTransactionOptionalFields
securityaccess.
4. Repeatstep3toaddmoreoptionalfieldsforthistransaction
type.
Settings button 5. ClicktheSettingsbuttonwhenyouassignoptionalfieldsforthe

followingtransactiontypes:
ShipmentDetails
Invoices
InvoiceDetails
Credit/DebitNotes
Credit/DebitNoteDetails
Thefollowingpopupwindowappearswhenyouclickthe
SettingsbuttonfortheInvoiceDetailstransactiontype:

OtherSettingspopupsdisplaydifferentaccountoptions.
6. ToallowOrderEntryoptionalfieldstobeincludedwithGeneral
Ledgertransactionsandwithtransactionssenttoother
subledgers,clicktheappropriatecheckboxes,andthenclick
Close.
IfoptionalfieldsdefinedforGeneralLedgerandAccounts
ReceivabletransactionandtransactiondetailsmatchtheOrder
Entryoptionalfields,andiftheseSettingsspecifythatoptional
fielddatabepassedtothetypeofaccountusedinthe
Order Entry
Setting Up
transaction,theO/Eoptionalfielddatawillautomaticallybe
passedtoGeneralLedgerandtoAccountsReceivable.
Restrict information
flow Note: YoushouldselectoptionsontheSettingsformtosend
valuestoGeneralLedgeronlyforoptionalfieldsthat
requirefinancialanalysis,andonlytoaccountswherethey
arerequired.Ifyouroutinelysendeveryoptionalfieldused
inOrderEntrytransactions,yourgeneralledgermay
becomeunwieldy,andyoumayalsoslowdownprocessing
considerably.
7. ClickSave,thenclickthearrowintheOptionalFieldsforfield
toselectanothertransactiontype.
8. RepeattheabovestepstoassignoptionalfieldsforeachO/E
transactiontypethatwillrequireoptionalfields.
9. ClickClosetoexitfromO/EOptionalFieldssetup.
OptionalfieldscannowbeaddedtoyourOrderEntrytransactions.
Forinstructions,pleaseseeAddingOptionalFieldsto
Transactions,inChapter4oftheOrderEntryUserGuide.
Global locking NotethatOptionalFieldsisagloballylockedprocess.Thismeans

thatyoucanmodifyOptionalFieldssetuponlyafterallotherusers
haveleftO/EandallotherO/Ewindowshavebeenclosed.
Getting Started 337

Step 7: Enter Outstanding Orders
Deleting optional Anoptionalfieldinusecannotbedeleted;youmustfirstdeleteit

fields from Order
fromtheappropriaterecords,andthenfromtheO/EOptionalFields
Entry
setupform.OnlyuserswithOptionalFieldsSetupMaintenance
securityrightscandelete(oradd)optionalfields.
Modify Setup Records
Youcanmodifyanddeletetherecordsyousetupinthisstep.
Shipviacodes
Miscellaneouscharges
Templates
Emailmessages
Optionalfields
Modifying records Tomodifyoneoftheserecords,selectthecodethatidentifiesit,and

thenmakeyourchangesandsavetherecord.
Multicurrency Youcannotmodifythecurrencycodeassignedtoamiscellaneous
systems
charge,butyoucancreateanewchargeforadifferentcurrencythat
usesthesamemiscellaneouschargecode.
Deleting records Youcanchangeeverythinginmostrecordsexcepttheidentifying

code.Tochangethecode,youfirstaddarecordwiththecodeyou
wanttouse,andthendeletetherecordyoudonotwant.
Beforedeletingacode,werecommendthatyouprintareportthat
includestheinformationforthecode.
Step 7: Enter Outstanding Orders

Inthisstepyouenteralloutstandingorders(thoseyouhavenot
fullyinvoiced),aswellasbackorders,standingorders,futureorders,
andquotes.

Step 8: Enter Sales Statistics
Before entering orders:
Addshipviacodesfortheshippingmethodsyouuse.
Addrecordsforyourmiscellaneouscharges.
Createyourtemplates.
Addyoursalespersoncommissionrates.
Setupyouroptionalfields.
Order Entry
Setting Up
Forstepbystepinstructionsonaddingyouroutstandingorders,see
Chapter4,ProcessingOrders,Shipments,andInvoices,inthe
OrderEntryUserGuide.
Ifyouhavemanyorderstoenter,youmaywanttoimportthem.For
detailedinformation,seeAppendixB,ImportingandExporting,
intheOrderEntryUserGuideandthechapter,Importingand
ExportingData,intheSystemManagerUserGuide.
Whenyouhavefinishedaddingorimportingorders,printthe
TransactionListfortheentirerangeoforders.

Ifyouwanttoaddsalesstatisticsfromearlierperiodsandyears
whenyousetupOrderEntry,youmustfirst:
SelecttheoptionstoKeepStatisticsandAllowEditOfStatistics
ontheOptionsform.
Selectthetypeofyearandperiodtoaccumulatestatisticsbyon
theOptionsform.
Getting Started 339

To add statistics:
1. ChooseSalesStatisticsfromtheO/EStatisticsandInquiries
folder.
Ifyouhaveasinglecurrencysystem,youwillnotseethe
FunctionalCurrencycolumn.
Sales Statistics form
2. Completesalesstatisticsasfollows:
Note: Iftheformdoesnotletyouenterdata,closetheform,
thenselecttheAllowEditOfStatisticsoptionontheOptions
form.
Year. Typetheyearforwhichyouwanttoaddstatistics,oruse
theFindertoselecttheyear.
Period. Typetheperiodforwhichyouwanttoaddstatistics,or
clicktheUporDownarrowkeytoselecttheperiod.
Multicurrency Currency. Selectthecurrencyinwhichyouareenteringthe

ledgers
statistics.Youcanaddstatisticsinthecustomerscurrencyorin
thefunctionalcurrency.
3. CompletetheSalesgridasfollows:

Number Of Orders. Thenumberofsalesordersforwhichyou

areaddingstatistics.
Net Quantity Sold. Thenumberofunitsofitemsshippedon

invoiceslessthenumberofunitsreturnedoncreditnotes.
Net Sales Amount. Thetotalsalesamountsoninvoiceslessthe

totalsalesamountsoncreditnotes.
Net Invoice Amount. Thetotalinvoiceamounts(including

taxes)lessthetotalcreditnoteamounts(includingtaxes).
Order Entry
Setting Up
Cost Of Sales. Thetotalcostofgoodssoldoninvoiceslessthe
totalcostofgoodssoldoncreditnotes.
Total Sales Lost. Thetotalofallquantitiesorderedthatwillnot

beshippedtimestheirunitprices.
Average Sales Lost. Theaverageofallquantitiesorderedthat

willnotbeshippedtimestheirunitprices.
Margin Percent. Thenetamountofallsalesshownasa

percentage.
4. CompletetheInvoices,CreditNotes,andDebitNotesgridas
follows:
Number. Thetotalnumberofinvoices,creditnotes,ordebit
notesfortheselectedyearandperiod.
Average. Theaveragemonetaryamountofinvoices,credit
notes,ordebitnotesfortheselectedyearandperiod.
Largest. Thelargestinvoice,creditnote,ordebitnoteforthe
selectedyearandperiod.
Customer. Thecustomernumberforthelargestinvoice,credit
note,ordebitnote.
Smallest. Thesmallestinvoice,creditnote,ordebitnoteforthe
selectedyearandperiod.
Getting Started 341

Step 9: Design and Test Formats for Printed and E-Mailed Business Forms
Customer. Thecustomernumberforthesmallestinvoice,credit
note,ordebitnote.
5. Whenyouarefinishedaddingthestatisticsforaperiod,choose
anotheryearandperiod,thenaddtherestofthestatistics,as
youdidinsteps2through4.
Turn off the Allow 6. IfyouselectedtheAllowEditOfStatisticsoptionontheOptions

Edit Of Statistics
formsothatyoucouldaddthesestatistics,turnofftheoption
option
whenyouarefinished,topreventaccidentalchangestothe
statistics.
Aftersetup,OrderEntryautomaticallyupdatesthesestatistics
eachtimeyourunDayEndProcessing.
Step 9: Design and Test Formats for Printed and E-Mailed

Business Forms
SageAccpacOrderEntryincludessamplequotes,order
confirmations,pickingslips,shippinglabels,invoices,and
credit/debitnotes.Youcanusetheseformsasis,adaptthemtosuit
yourneeds,ordesignandcreateyourownforms.
Forallformsexceptshippinglabels,thereisaformatforprintingon
blanksheetsofpaper(01isinthereportname)andaformatfor
printingonpreprintedpaper(02isinthereportname).
Printing invoices Therearetwoadditionalinvoiceformats,OEINV04andOEINV05,

thataresimilartoOEINV01andOEINV02,buttheyarenot
datapiped.
Tousethesenondatapipedforms,edittheOEINV01andOEINV02
sectionsofOERPT.INIasfollows:
1. Atthebeginningofanewline,typethefollowing:
type=DATAPIPE
datapipepath=..\

Step 9: Design and Test Formats for Printed and E-Mailed Business Forms
datapipequery=
Note: Donotincludespacesbeforeandaftertheequals
signsintheabovesteps.
4. RestartSageAccpac.
Customizing Youcancustomizetheinformationthatappearsoninvoices:invoice
invoice information
terms,comment/instructions,serialnumbers,invoiceprepayment
Order Entry
Setting Up
information,item/locationinformation,customer,andsalesperson
information.
Toincludeinformation,setthefollowingparametersinthe
OERPT.INIdatapipequerylineto1.
# Parameter Description
8 PRM_PRN_TERMS Print Invoice Terms
9 PRM_PRN_COMMENTS Print Comment/
Instructions
10 PRM_PRN_SERIALNUM Print Serial Numbers
11 PRM_PRN_PREPAYMENT Print Invoice Prepayment
12 PRM_PRN_ITEMINFO Print Item/ Location Info
13 PRM_PRN_CUSTINFO Customer Info
14 PRM_PRN_SALESINFO Salesperson Info
Iftheinformationisnotrequiredontheforms,settheparameterin
thedatapipequerylineto0.
YoucanreaddescriptionsofallreportsinChapter7oftheOrder
EntryUserGuide,andyoucanfindouthowtodevelopyourown
reportsbyreadingtheonlinedocument,CustomizingPrinted
FormswithCrystalReports.
Test formats with Beforeyouprocesstransactions,youshouldtestyourbusiness

sample data
formsbyprintingthereportsyouuse.Theeasiestwaytotest
printingistousethesampledatathatcomeswithOrderEntry.(To
installorreinstallthesampledata,followtheinstructionsinthe
SystemManagerAdministratorGuide.)
Getting Started 343

Where To Now?
Toprinttestcopiesfromyourowndata,firstaddorders,shipments,
invoices,andcredit/debitnotesusingtheiconsinthe
O/ETransactionsfolder,thenopentheO/EFormsfoldertoprint
orderconfirmations,quotes,pickingslips,shippinglabels,invoices,
andcredit/debitnotes.
Where To Now?
YourOrderEntrysystemisnowreadytouse.RefertotheOrder
EntryUserGuideforinformationaboutenteringtransactionsand
operatingyourOrderEntrysystemonadailybasis.
TopracticeusingOrderEntry,dotheexercisesintheSageAccpac
Workbook,availablefromtheHelpmenuontheSageAccpac
Desktop.

OEGS-A.doc, printed on 2/16/2006, at 9:01:02 AM. Last saved on 2/16/2006 9:00:00 AM.
Appendix A
The Order Entry Setup Checklist
ThisappendixdescribestheOrderEntrysetupchecklist.Italso
providesasampleofthechecklist,andexplainshowtoprintit.
OrderEntrycomeswithasetupchecklist,whichyoucanuseto
checkoffeachstepthatyoucompleteasyoufollowtheinstructions
forsettingupOrderEntryinChapter3oftheGettingStartedmanual.
Stepsinclude:
GatheringdatafromyourpresentOrderEntrysystem.
Addingorderentryaccountstoyourchartofaccounts.
Setup Checklist
Order Entry
Addingsecurityinformation.
SelectingoptionsandenteringinformationintheOrderEntry
Optionsform.
AddingOrderEntryrecords.
Addingsalesstatistics.
PreparingandtestingformatsforOrderEntryformsand
reports.
To print the checklist:
1. FromtheWindowsStartmenu,clickPrograms,ACCPAC,
OnlineDocumentation,insequence.
ClickOrderEntry,andthenclickSetupChecklist.
AcrobatReaderstarts,displayingthesetupchecklist.
2. FromtheFilemenuclickPrint,adjustthesettings,andthenclick
OK.
Getting Started A1

Order Entry Setup Checklist
Youcanalsoopenthechecklist(OESETUP.PDF)fromthe
..\ACCPAC\DOCS\OE54AENGdirectory.
A2 Order Entry

Order Entry Setup Checklist
Date
Sage Accpac ERP Setup Completed by
Order Entry Setup Checklist Approved by
Before you begin:
Note: If you plan to convert order entry data from ACCPAC Plus to Sage Accpac ERP, refer instead to the
instructions in the document, Converting from ACCPAC Plus.
Install and activate Sage Accpac System Manager (including Bank and Tax Services), General
Ledger, Accounts Receivable, Inventory Control, and then Order Entry
- Refer to Chapters 2 and 5 of the System Manager Administrator Guide.
- Apply for an activation code.
- Read the O/E Readme file.
Add the following information to your Sage Accpac ERP modules:
- Optional fields in Common Services.
- Customer, ship-to location, payment terms, and salesperson records in Accounts Receivable.
- Item, price list, location, account set, and category records in Inventory Control.
- Bank, tax, and currency records in Common Services.
1. Gather data from your present order entry system.
Include the miscellaneous charges account, listings of outstanding orders, and the codes and other
information you use to identify your order entry records.
2. Add order entry accounts to your chart of accounts.
Setup Checklist
Add the general ledger accounts you need for your Order Entry data.
Order Entry
3. Add security information for Order Entry.
Add security information using the icons in the Administrative Services folder (refer also to
Appendix C in the Order Entry User Guide).
4. Select Order Entry options.
Read Chapter 2 of the Order Entry Getting Started Guide, and then complete each tab on the O/E
Options form and select integration options in the G/L Integration form in the O/E Setup folder,
5. Add setup records.
Add ship-via codes.
Add miscellaneous charges.
Add templates.
Add salesperson commission rates.
Add e-mail messages
Add optional fields.
6. Enter outstanding orders.
Add orders manually, or refer to the System Manager User Guide to see if you can import orders into
Order Entry, then print the Transaction list.
7. Enter sales statistics (optional).
Add sales statistics on the O/E Sales Statistics form. (You must select the Allow Edit Of Statistics
option on the Options form to be able to enter statistics).
8. Design Order Entry forms (optional).
Follow the instructions in the System Manager User Guide to design and test formats for order
confirmations, picking slips, shipping labels, invoices, and credit notes.
Print test copies from the sample data.
Order Entry Setup Checklist Filename: OE-SETUP.PDF
Getting Started A3


OEGS54-INDX.doc, printed on 4/19/2006, at 9:40:30 AM. Last saved on 4/19/2006 9:40:00 AM.
Index
A Backorderquantities,CalculateBackorder
Quantitiesoption,24
A/Rbatchprocessing Backordereditems,reportingoninvoices,
specifyingwhentopost,210,312 25
AccumulateByoption Batchtypes,generalledger,223
saleshistoryoverview,213
selecting,313,314
statisticsoverview,213 C
Activeorder,defined,231
AddG/Ltransactionstoexistingbatch, CalculateBackorderQuantitiesoption
223,319 defined,24
AddG/LTransactionstoNewBatch, selecting,39
223,319 Calculatetaxreportingamounts
AddG/LTransactionstoNewBatchand automatically,processingoptions,27,
Post,223,319 311
Additionalcreditnotes Changingrecords,338
processingoptions,210,312 ChangingG/Lintegrationoptions,228
AgeOrdersoption Chartofaccounts,addinggeneralledger
defined,219 accountsduringsetup,36
Index
selecting,316 CommentsforG/Ltransactions
Agingperiods,specifying,316 selecting,322
AllowEditOfStatisticsoption CommissionByoption
defined,212 defined,214
selecting,313 selecting,314
AllowNonexistentCustomers,26,310 Commissions
AutomaticallypostbatchesofG/L categoryrates,215
Transactions,selecting,223 commissionperiod,216
overview,214
salesormargin,214
B salespersonrates,215,234
setup,215
Backorder,defined,24 Companycontact,38
Companyinformation,entering,22,38
Getting Started Index1
ACCPAC INTERNATIONAL Confidential

Companyoptions Defaultforcreatinginvoices
companycontact,38 processingoptions,29
phoneandfaxnumbers,38 Defaultorderunitofmeasure
ConsolidateG/LBatches processingoptions,28,311
overview,224 DefaultorderweightUOMforitems
selecting,320 processingoptions,28,311
CreateG/LTransactionsBy DefaultQuoteExpirationDaysoption
selecting,319 defined,29
CreateG/LTransactionsoption specifying,312
overview,221 Defaultratetype,24
selecting,318 selecting,39
CreatenewbatchesofG/Ltransactions DefaultTemplateCodeoption
selecting,223 defined,29
CreatinganOrderEntrysystem selecting,312
addingsetuprecords,229 Defaultingquantitycommitted
CreatingG/Ltransactions processingoptions,27,310
duringpostingordayendprocessing DescriptionsforG/Ltransactions
overview,221 selecting,322
selectingoptions,318 DocumentNumberingoptions
CreditChecksoption,217,314 overview,218
Creditnotenumbering specifying,315
overview,218
specifying,315
Creditnoteprocessing E
applytopreviouslycreditedinvoice,
210,312 EditG/LIntegrationoptions.See:G/L
defaulttemplate,29 Integration,See:Options
Customercreditlimitchecks EmailMessagesform,235,332
overview,217,314 Expirationofquotes
Customertype,defined,232 defaultnumberofdays,29
D F
Dataentryforms.Seealso:UserGuide FeaturesofOrderEntry,11
AppendixB,SetupChecklist Fields,G/Ltransactionfields,226,322
usingduringsetup,33 Finder,using,33
DayEndProcessing FOBpoint,defined,233
effectsonG/LTransactionsreport,222 Forms
Dayendprocessingorposting designingprintedforms,342
selectingtheCreateG/LTransactions overview,239
option,318
Index2 Sage Accpac Order Entry
ACCPAC International, Inc. Confidential

Functionalcurrency,selecting,24 selectingoptions,318
Futureorder,defined,231 description,selecting,322
references,selecting,322
G/LTransactionsreport
G effectsofCreateG/LTransactions
option,222
G/LCommentFieldoption,selecting,322 GeneralLedger,
G/LDescriptionFieldoption,selecting,322 accountsaddingduringsetup,36
G/LIntegration batchtypes,223
assigninginformationtoG/Lfields, integrationoptions,overview,220,318
226,322 integrationwithOrderEntry.See:G/L
consolidatingG/Ltransactions Integration
effectonG/Lfields,228 GettingStarted,chaptersummaries,110
selectingoptions,220
G/Lintegrationoptions
addG/Ltransactionstoexistingbatch H
overview,223
changing,228 Help,using,34
ConsolidateG/LBatchesoption History,options
overview,224 AccumulateBy,213
selecting,320 KeepSalesHistory,211
createbyaddingtoexistingornew KeepSalesStatistics,212
batchoption,selecting,319 KeepTransactionHistory,25,211
createnewG/Ltransactionbatches TrackCommissions,214
overview,223
overview,220,318
postG/Ltransactionbatches I
Index
automatically,overview,223
selectingduringsetup,317 Includependingtransactionsincredit
G/LReferenceFieldoption,selecting,322 checks,217,314
G/Ltransactionfields InstallinganOrderEntrysystem
assigninginformationto,226,322 addingmiscellaneouscharges,230
G/Ltransactions addingsalesstatistics,239
addtoexistingbatch,223 addingsalespersoncommissionrates,
batchtypes,223 234
consolidationoptions addingsetuprecords,229
overview,224 addingshipviacodes,229
selecting,320 addingtemplates,231
createbyaddingtoexistingornew importingorders,238
batch,319 IntegratingOrderEntrywithotherSage
creating Accpacapplications,19
overview,221

IntegrationwithGeneralLedger.See:G/L Multicurrencyoption,displayed,24
Integration
InventoryControloptions,G/LIntegration
options,selecting,318 N
Invoices
backordereditems,25 NextDayEndNumber
numbering displayedinO/EOoptions,316
overview,218 NextNumberoption
specifying,315 defined,219
ItemweightUOMonorders selecting,315
settingthedefault,28,311 Numberingorders,invoices,andcredit
notes,218
K
O
KeepSalesHistoryoption
defined,211 OEGLTRAN.CSV
selecting,313 G/Ltransactionsfile,223
KeepSalesStatisticsoption Options
defined,212 applytopreviouslycreditedinvoice,
selecting,313 210,312
KeepTransactionHistoryoption changingaftersetup,316
defined,25 companyinformation,22
selecting,310 defaultforcalculatingtaxreporting
amountsautomatically,27
defaultforcreatinginvoices,29
L defaultorderqtytoquantitycommitted,
27,310
Length(documentnumber)option defaultorderunitofmeasure,28,311
selecting,315 defaultorderweightUOMforitems,
Locationcode,defined,233 28,311
defaultsettingforcalculatingtax
reportingamountsautomatically,
M 311
documentnumbering,218
Miscellaneouscharges postA/Rbatches,210,312
adding,326 processingoptions,23
overview,230 Seealso
Modifyingrecords,338 Companyoptions;Processing
Multicurrencyinformation options;Documentnumbering
preparingforsetup,36 options,22

Orderentry PostbatchesofG/Ltransactions
defaultcalculatetaxreportingamounts automatically
setting,311 selecting,223
defaultorderunitofmeasure,28,311 Postingordayendprocessing
defaultorderUOMforitems,28,311 selectingtheCreateG/LTransactions
defaultquantitycommitted,27,310 option,318
defaultsettingforcalculatingtax Prefix(documentnumber)option
reportingamounts,27 defined,218
defaultsettingforcreatinginvoices,29 selecting,315
OrderEntrymodule Pricelists,defined,233
features,11 Printing
integratingwithAccountsReceivable, creatingformatsforprintedforms,239
19 dataentryforms,A1
integratingwithInventoryControl,110 Processingoptions,23
manuals,111 AccumulateBy,313,314
withotherSageAccpacapplications,19 AgeOrders,219,316
OrderEntryoptions AllowEditOfStatistics,212,313
See:ProcessingOptions AllowNonexistentCustomers,26,310
Ordernumberingoption CalculateBackorderQuantities,24,39
defined,218 CommissionBy,314
specifying,315 Creditchecks,217,314
Orderprocessing DefaultQuoteExpirationDays,29,312
defaultquoteexpirationtime,29 DefaultRateType,24,39
defaulttemplate,29 DefaultTemplateCode,29,312
Ordertypes,overview,231 G/Lintegrationoptions
Orders overview,220
addingatsetup,238,338 KeepSalesHistory,25,211,313
Index
importingatsetup,238 KeepSalesStatistics,212,313
KeepTransactionHistory,25,310
Multicurrencyoption,24
P PeriodType,313,314
saleshistory,AccumulateBy,213
Pendingtransactionsincreditchecks,217, statistics,AccumulateBy,213
314 TrackCommissions,214,314
PeriodTypeoption
defined,213
selecting,313,314 Q
weeklyperiods,214
PostA/RBatches Quantitycommitted
processingoptions,210,312 defaultingtoorderquantity,27,310
Quote,defined,232

Quotenumbering,specifying,315 salesormargin,214
Quoteprocessing salespersonrates,215
defaultdaysforexpiration,29 setup,215
SettingupanOrderEntrysystem
AccountsReceivablerecordsrequired,
R 21
addingaccountstoyourgeneralledger,
Ratetype,selectingdefault,39 36
Records,modifying,338 addingemailmessages,235,332
ReferencesforG/Ltransactions addingmiscellaneouscharges,230,326
selecting,322 addingsalesstatistics,239
addingsalespersoncommissionrates,
234,330
addingsetuprecords,229,324
S
addingshipviacodes,229,324
addingtemplates,231,328
SageAccpacGeneralLedger
designingprintedforms,342
usingG/LIntegrationoptions,220
guidepoststoinformation,33
Salescommissions
importingorders,238
commissionperiod,216
importingsetuprecords,229
commissionrates,234
securityrestrictions,31
overview,214
selectingoptionsfromtheOptionsform,
setup,215
37
Saleshistory
specifyingG/LIntegrationoptions,317,
optiontokeep,211
318
options
InventoryControlrecordsrequired,22
AccumulateBy,313
SetupChecklist,usingduringsetup,33
PeriodType,313
Setupinstructions
Salesstatistics.Seealso:Statistics
beforeyoubegin,31
addingatsetup,339
overview,32
addingatsetup,239
Setuprecords
AllowEditofStatisticsoption,213
overview,229
KeepSalesStatisticsoption,212
Shipmententry
defaultsettingforcreatinginvoices,29
adding,330
Shipmentnumbering
overview,234
specifying,315
requirementsforcalculating,234
Shipviacodes
Salespersoncommissions
adding,324
categoryrates,215
overview,229
commissionperiod,216
Standingorder,defined,232
commissionrates,234
overview,214

Statisticsoptions U
AccumulateBy,213,314
AllowEditOfStatistics,212,313 Unitofmeasureonorders
KeepSalesStatistics,212,313 settingthedefault,28,311
PeriodType,314 UsingtheGettingStartedmanual,110
Statistics,sales
addingatsetup,239
W
T Weeklyperiodsforhistoryandstatistics,
214
Taxgroup,defined,232 WeightUOMforitemsonorders
Taxreportingamounts settingthedefault,28,311
calculatingautomatically,311

calculatingautomaticallyonorders
settingthedefault,27
TaxReportingCalculationonordesand
invoices
settingthedefault,311
Templates
adding,328
creditnoteprocessing,29
currency,231
defaultcode,29
orderprocessing,29
overview,231
TrackCommissionsoption
Index
categoryrates,215
defined,214
salesormargin,214
salespersonrates,215
selecting,314
Transactionhistory
optiontokeep,25,211
Transactions
assigningdatatoG/Ltransactionfields,
226,322
OEGLTRAN.CSV,223

Accpac - Guide - Manual For OE Getting Started PDF

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Sage Accpac ERP

Sage Accpac International, Inc. Confidential

Sage Accpac International, Inc. Confidential

Chapter 1: Introducing Order Entry

Chapter 2: What You Need to Know Before Setting Up

Getting Started iii

Sage Software Confidential

AddingOrderEntrySetupRecords ............................................. 228

Chapter 3: Setting Up Your Order Entry System

Appendix A: The Order Entry Setup Checklist

iv Sage Accpac Order Entry

Sage Software Confidential

Order Entry Features

Adapt Transaction Processing to Your Needs

Sage Software Confidential

Order Entry Features

12 Sage Accpac Order Entry

Sage Software Confidential

Tailor Order Entry to Your Business

Sage Software Confidential

Order Entry Features

14 Sage Accpac Order Entry

Sage Software Confidential

Sage Software Confidential

Order Entry Features

Track Salesperson Commissions

Print Forms According to Your Requirements

16 Sage Accpac Order Entry

Sage Software Confidential

Quickly Review Data On-Screen

Produce Comprehensive Management Reports

Order/Shipment/Invoice/Credit Note/Debit Note Lists.

Sage Software Confidential

Order Entry Features

G/L Transaction List. Providesalistingofgeneralledgerentries

Posting Journals. Listsdetailsofeachinvoice,shipment,and

Order Action Report. Reportsthecurrentstatusofyourorders,

Aged Orders Report. Providesalistofallincompleteorders

Invoice Action Report. Checkswhetherordershavebeen

Salesperson Commissions. Liststhecommissionsearnedby

Sales History. Providesasummaryordetailedhistoryof

Summary Statistics. Reportskeyperiodstatistics.

Use Multicurrency Accounting

18 Sage Accpac Order Entry

Sage Software Confidential

Integrating with Other Programs

Accounts Receivable. Youcanautomaticallycreateabatchof

Inventory Control. InventoryControlmanagestheitemsthat

Sage Software Confidential

How to Use This Manual

How to Use This Manual

Chapter 2, What You Need to Know Before Setting Up Order Entry,

Chapter 3, Setting Up Your Order Entry System, guidesyouthrough

Appendix A, The Order Entry Setup Checklist, describesthesetup

The Index containsanalphabeticallistingoftopicsinthismanual,

110 Sage Accpac Order Entry

Sage Software Confidential

The User Guide

Getting Started 111

Sage Software Confidential

Sage Software Confidential

ChoosingG/LIntegrationOptions .............................................. 220