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Overview

This guide covers the setup of the Order Entry (Sales Order (SO)) and the Quoting (Request For Quote (RFQ)) applications. The majority of the setup items are shared between the two applications.

The Order Entry system covers the creation and processing of customer sales orders for goods or services sold, submitting orders to production, as well as the shipping/invoicing process. The Order Entry system is deeply integrated with the Inventory Control, Advanced Inventory Control (Coil & Lot tracking), Production, Shipping and Logistics, Purchase Order (PO), Project Management, Task Management, Accounts Payable, and Accounting applications. The Order Entry application setup should be completed after the System Manager Setup Guide and the General Ledger Setup Guide have been completed to avoid running into any roadblocks.

A solid understanding of the client's revenue accounting model is required to accurately set up Transaction Categories and/or GL Groups tied to SO types so that orders generate the desired accounting.

Initial Setup

Review/Discuss Sales Tax Policies

Work with the client to understand how sales taxes are handled for customer sales. Most of this should be covered in the sales tax setup process. However, there are frequently special situations that come to light during the SO training process. Determine of the client has any special items or sales situations that should have unique tax handling setups. Some common Order Entry tax overrides include:

• Item Master Sales Tax flag can be turned on/off for specific items
• TAXFREIGHTSTATE setup option can set the taxability of Freight items according to the State Sales Tax Rule
• If the SoldTo customer on the order is marked as tax exempt, all ShipTo child records will automatically be exempt, and any ShipTo tax tables are ignored

Review the following setup options that can control sales order tax reflexes:

• NEWTAX - Should be enabled for all new customers
• SOREQTAXTABLE - Should be enabled for most new customers
• TAXTABLES - Should be enabled for customers subscribed to tax updates, or customers maintaining their own tax tables
• SHIPTOREQTAXTABLE - Will not allow a save of the ShipTo record without a tax table
• SOCHECKTAXRATE - Will pop up a message is tax rate used doesn't match the most current tax rate found
• RFQSHOWTAX - Allows quotes to calculate and display tax amounts

Establish Salespersons and Account Managers

Assign the 'ACCTMGR' attribute to all employee contact records that should appear in the Acc Mgr drop-down list.

Assign the 'SALES' attribute to all employee contact records that should appear in the Salesperson drop-down list.

It is common for clients to want to relabel the Account Manager and Salesperson roles to match their structure. At a minimum, update the following records:

• Rule Maintenance - Contact Attributes - SALES attribute description
• Rule Maintenance - Contact Attributes - ACCMGR attribute description
• Sales Order - Labels - lacctmang - Current Value (Should cover both SO and RFQ)
• Sales Order - Labels - lsp - Current Value (Should cover both SO and RFQ)

• ALL forms that display Salesperson or Account Manager labels will need to be customized
• ALL reports that the client uses that display Salesperson or Account Manager will need to be customized

Set Default SO/RFQ Types by User

If the client wants the default SO or RFQ type to be set per user, get a list of which users and which types should default from the client.

The SOTYPE-X attribute (where X represents the SO Type code) can be created and added to employee contacts to default the SO type for that user.

The RFQTYPE-X attribute (where X represents the RFQ Type code) can be created and added to employee contacts to default the RFQ type for that user.

Sales Order Form(s)

Work with the client to determine how many SO form layouts will be needed for their operations. SO forms are defaulted according to SO type in the SOTYPE rule.

If the customer has separate invoice forms for each SO type, the invoice form can be defaulted according to the SO type in the same SOTYPE rule.

• The default SO form from MASTER should only need minor customizations for disclaimer areas, and to confirm that the logo images scale and display correctly. Clients that have specific business needs for additional form customizations should understand that the forms were designed with best practices in mind for most customers. Additional customizations cost time and money and should only be requested if there is a clear business need for the changes.

• Make any further customizations required by the client and create additional forms as needed.

• Get client approval on all SO forms.

Customer Pricing

Customer pricing can be set up by the following combinations:

• Customer Price Code(Group) and Item Price Group
• Customer Price Code(Group) and Specific Item
• Specific Customer (Ent) and Item Price Group
• Specific Customer (Ent) and Specific Item

Set up all needed Customer Price Codes in the ENTGROUP rule.

Set up up all needed Item Price Groups in the ITEMGRP rule.

Use the Price Group Import utility to import large, custom pricing setups. If there are any errors, or mass changes needed after the import, the Customer Pricing data is help in the PRICEGROUP data table.

Set the Next SO Number

Review and update the 'Prefix' and 'Current Number' values in the CID Maintenance Counters tab for the SONO line. Establish the beginning SO number. The Prefix value can be overridden by a prefix defined in the SOTYPE rule.

Set the Next Quote Number

Review and update the 'Prefix' and 'Current Number' values in the CID Maintenance Counters tab for the RFQNO line. Establish the beginning Quote number. The Prefix value can be overridden by a prefix defined in the RFQTYPE rule.

Review and Update Rule Maintenance Records

Doc Vault Drop Folders (DROPFOLDERS)

Review the drop folder entries for Request for Quote (RFQ) and Sales Orders (SONO).

FOB (Free on Board) Codes (FOB)

FOB Codes are valid in Order Entry and Purchase Orders. Generally, FOB defines the point at which the seller is no longer responsible for the shipping cost.

The rule in MASTER has the most common entries, and should be valid for most clients. Add any additional FOB codes as needed.

Freight Terms (FREIGHT)

Freight terms are valid in Order Entry, Shipping, and Purchase Orders. Add any needed freight types to this rule to populate the list of available freight types in the associated applications.

Ship Via Codes (SHIPVIA)

The SHIPVIA rule sets the valid drop-down entries for the Ship Via field in the Order Entry, Purchase Order, and Shipping Events applications. The rule also controls several alerts and automated reflexes, like generating shipping events, or adding certain charges.

Review this rule carefully for any special options and reflexes. Add any needed ship via methods to the rule.

Sales Order Bullet Notes (SOBLIST)

Sales Order Bullet Notes are an optional feature where users can select pre-defined verbiage (saved in a text file) for printing in a custom area on Quote or Sales Order forms. The short and long descriptions are displayed for selection on the Quote or Sales Order Header screen by selecting the 'SOb' button. The 'SOb' button only shows up if the rule has been set up.

Sales Order Certs Defaults (SOCERTS)

The SOCERTS rule controls when the 'Certs' box is checked on the Sales Order Header screen. Define up to 5 item department codes that must be matched in order to automatically select the 'Certs' box. If multiple department codes are set up, items matching ALL defined department codes must be sold on the order before the 'Certs' box will be checked.

The 'Certs' box can be used as a print when on forms to drive custom procedures or requirements.

Sales Order Freight Charge (SOFRTCHARGE)

Works with CID Setup Option SOFRTCHARGE to define custom freight charges based on the matched freight item code. Custom calculations can be defined per freight item to determine a freight price based on the total weight or total feet on the order.

Sales Order PDF Attachments (SOPDF)

The SOPDF rule is similar in concept to the SOBLIST rule. PDF files can be stored on the Adjutant server and tied to a specific item code or a specific payment term name. When a match is made, the linked document will automatically be included as a linked document on the Sales Order or Quote. Setting up the rule also adds a 'PDF' button where users can manually select the PDF document(s) to link to an order or quote.

Sales Order Priority (PRIORITY)

The PRIORITY rule controls the available options in the Priority drop-down field

PO Bid Types (POBTYPE)

The PO Bid Types rule sets the available bid types for the Vendor Bid application, the associated PO form to use, and which PO Type to use if the bid is converted to a live PO.

The MASTER rule has a default entry. If the client is planning to use Vendor Bids, confirm that all needed bid types are set up.

PO Comment Codes (ORDNOTE)

The PO Comment Codes rule allows users to set up predefined notes that can be included on purchase orders. The functionality is similar to the comment codes that can be used on orders and invoices. Add any needed quick PO comment codes in this rule.

Sales Order Date Defaults (SODATES)

The SODATES rule controls how the SO Load Date, SO Required Date and the PWO Due Date set on a new SO. The rule allows you to override the default logic using offset days from the SO Date when creating new SOs. Verify the entries in this rule are what the client wants.

PO Form Section 4 Overrides (POBLOCK4)

The POBLOCK4 rule was created to hold certain print overrides based on FOB and PORT entries for a specific customer. Review ECR 23735 to determine if this rule would be useful for your client.

PO Ports (PORT)

The PORTS rule holds the valid entries for the Port drop-down list on a purchase order. If the rule is empty, Port will not be filled in and will not be required in order to add a PO.

PO Types (POTYPE)

The POTYPE rule controls the valid types, default form to use, GL Group, and which type is the default entry. If the client is not interested in controlling or reporting purchase orders by type, an entry is still required as the default type.

Terms of Payment Codes (TERMS)

The TERMS rule controls the valid terms of payment for both the AR and AP applications. Reconcile the entries against the customer questionnaire and the Open AP Invoice import data (if customer's data includes payment terms). Add any needed terms and delete any terms that are not needed. Too many TERMS options generally add user confusion and can create invoice records with unwanted terms.

Review and Complete Additional Purchase Order Setup

Set up Templates and Recurring Orders

Discuss Purchase Order Templates and Recurring Purchase Orders with customer.

• Set up any templates and/or recurring orders as needed with the customer. Use the Recurring Order WIki as a reference for the recurrence codes.

Confirm version of PO Receipt Screen

Adjutant has a legacy version of the PO Receipt screen that is still in use, and has been used at new clients for specific functions. Generally, new clients should be using the 'New' PO Receipt screen for all receiving functions.

The NEWPOREC CID Setup Option should be enabled to make the 'PO Rec' button in the PO screen open the new version of the PO Receipt screen .

Remove any menu selections that point to the legacy screen and make sure that all menus and shortcuts point to the desired PO Receipt screen.

• If the customer will use the legacy screen for specific purposes, create a shortcut to the screen on the specific user's desktop.

Scrub and Import Open Sales Order Data

Open Sales Order conversions are rare, and generally discouraged. Generally, the amount of open sales orders for any client is small enough that it is not worth going through the scrub and import process. The value of having the end-user train on the Order Entry system by entering the open orders manually usually outweighs the amount they would spend on having ABIS complete a data import for a handful of records.

If the client requires an open sales order conversion, refer to the Sales Order Conversion Guide (UNDER CONSTRUCTION) for detailed information on the import and reconciliation process.