You can copy details from previously entered orders for the same customer or from a different customer.

In the From and To Customer Number fields, enter or select:

• The number of the customer with the order details that you are copying.

• The number of the customer for whom you are creating a new order.

The Copy Orders program collects the order details from all orders you specify and adds them to the new order that you are creating.

If the From and To customer currencies are the same, the program will copy order details using the prices from the previous orders.

You can change prices for the new details after creating the new order.

If the From and To customers use different currencies, the program will let you specify the price list to use for the copied order details.

If you wish, you can change the prices for the new details after creating the new order.

Enter the range of existing orders that contain the details you want to use in the new order.

Click the Go button () to display the details from the existing orders that you selected.

By default, the program will use the "To" customer's tax group; however, you can specify a different tax group for the new order.

Select the type of order that you want to copy from:

• Active (to copy details from currently active orders)

• Future (to copy details from future orders only)

• Standing (orders that are placed repeatedly)

• Quote

For job-related orders, note that you cannot copy active, future, or standing orders to a new quote if the order has detail lines. Also, you cannot use the Copy Orders form to create a job-related order from a job-related quote.

This option is available only if you have Project and Job Costing and want to copy the details for job-related orders.

If you select this option, the program will look up job-related orders for the range of orders, and copy the details to the new order.

Note: If you are copying job-related orders, you cannot copy active, future, or standing orders to a new quote if the order has detail lines.

Quotes in Order Entry refer to estimates in Project and Job Costing. When you activate a job-related order and post it, the program will also posting will change the status of the associated contracts in PJC to Open.

If job-related, specify whether the new order will use project invoicing.

This option is available only if you are copying the details for job-related orders.

If you select this option, the program will look up job-related orders that use project invoicing.

Order Entry does not create invoices for orders that use project invoicing. Instead, it completes orders when they are shipped, and passes all information to Project and Job Costing for it to process billings using the Create Billing Worksheet.

You can invoice orders that do not use project invoicing in Order Entry, which will then pass the invoice to Accounts Receivable.

This field will not appear if the From and To customer currencies are the same.

If the From and To customer currencies are the same, the program will copy order details using the prices from the previous orders.

You can change prices for the new details after creating the new order.

If the From and To customer currencies are different, the program will let you specify the price list to use for the copied order details.

If you wish, you can change the prices for the new details after creating the new order.

Use this field to enter a description for the new order you are creating.

If the order type is a quote, this is the date on which the quote expires. This date is calculated using the number in the Default Quote Expiration Days field in the O/E Options form.

You can change it if necessary.

Select this field if you need to place the new order on hold.

If the customer account is on hold in Accounts Receivable, the order is automatically placed on hold. You can enter the order and post it, but you cannot ship items or produce an invoice for the order until you remove the customer's on-hold status.

Note: You can clear the On Hold option in Order Entry to ship and invoice orders. You do not have to remove the On Hold status in Accounts Receivable.

Placing an order on hold automatically clears any serial numbers or lot numbers that have been allocated to the order quantity.

Posting an order that is on hold has the following effect on Inventory Control records:

• In the I/C Serial Numbers form, it clears the Allocated To OE Order setting for the item and serial number, if an order item is serialized

• In the I/C Lot Numbers form, it reduces the Qty Reserved For Order for the item and lot number, if an order item is lotted.

You cannot ship any items for the order until you remove the on-hold designation and post the order.

You can list the orders currently on hold on the Order Action report.

Type the date for the order. For a future order, enter the date that the order becomes active.

The program automatically enters the system date in this field (the date you type when you open the company when you start Sage ERP Accpac).

This date is also used to age the order on the Aged Orders report.

To add a new order, accept "New" or enter the number.

Order Entry assigns the order number using the numbering scheme defined in the Options form in the Setup folder unless you enter another number here.

Select the type of order you are entering:

• Active (for an order that you want to fill immediately).

• Future (order becomes active and is posted when you run Day End Processing on the specified order date. You can also change the order status to Active before the order date.)

• Standing (orders that are placed repeatedly).

• Quote (if you select Quote, enter the expiration date).

For job-related orders, note that you cannot copy active, future, or standing orders to a new quote if the order has detail lines. Also, you cannot use the Copy Orders form to create a job-related order from a job-related quote.

When allocating serial numbers and lot numbers to orders

If Inventory Control permits the allocation of serial numbers and/or lot numbers using Order Entry's Qty. Ordered field, you can allocate serial numbers or lot numbers to the order quantity for active orders.

Note that you cannot allocate serial numbers and lot numbers to the order quantity for future orders, standing orders, or quotes.

Type an optional reference for the order, using up to 60 characters.

The reference appears in Accounts Receivable as the reference for the invoice, and in the general ledger batch (if you select Reference for the G/L Reference Field or G/L Description field option in the G/L Integration form in the Accounts Receivable program, and do not consolidate the general ledger transactions created by Accounts Receivable).

This option appears only if you are copying job-related orders and have selected the Retainage Accounting option in your Accounts Receivable system.

Retainage is where a percentage of the payment is held back for a fixed period of time, when it is separately invoiced.

You select the Retainage option to indicate that retainage applies to the order that you are creating.

The Retainage option is not available if you choose Project Invoicing (where invoicing is handled through the Project and Job Costing program).

If the new sales order is job-related, you specify for each order detail where the items or resources are going to be used. If you use different terms than “Contract,” “Project,” and “Category” in Project and Job Costing, the program displays them instead.

You enter/select the resource using the Item Number field.

Use this field to indicate whether to copy this detail line to the new order.

Double-click the field, or click the field, then press the spacebar to change the value of the field between Yes and No.

The program displays the costing unit of measure specified in the item record.

For user-specified costing items, the unit cost and costing unit are copied from the original order detail, and you can edit them.

The cost and costing unit for other items (FIFO, LIFO, moving average) are picked up when the orders are copied, and so are current. They will appear on the copy orders form if you have appropriate security rights.

The program displays the description from the item or miscellaneous-charge record for the item number or miscellaneous charge code you specified.

You can type a new description on this detail line, if you wish.

By default, the expected ship date is the same as the order date.

You can change the date for each of the detail lines on the order, if necessary.

Items that have user-specified costing show the costs entered on the orders that you are copying. You can edit user-specified costs later using the Order Entry form.

Job-related miscellaneous charges display the extended costs entered with the original orders. These can be defaulted from the miscellaneous charge record or from the Project and Job Costing program.

The extended price is the unit price times the quantity (of the item or miscellaneous charge on this detail line).

This field displays the code for the item used in the original order.

You cannot select different item codes for the detail lines on the Copy Orders form.

All you can do is:

• Copy or not copy the detail line.

• Change the location, quantity, and price for the item.

Line numbers are assigned automatically by the program and you cannot change them. You use line numbers to identify details you have entered or to recall them for editing when you are using the zoomed form for entering detail information.

You can also list items on picking slips by line numbers.

If necessary, type the code for the location from which you will ship the items ordered on the detail line, or choose the location from the Finder.

The program displays the location code specified on the original order.

The program displays the kit number or BOM number if this item is part of a kit or a BOM. (Inventory Control lets you have more than one list of items in a kit or BOM.)

You cannot change the kit or BOM number when copying orders.

This field displays the code for the miscellaneous charge used in the original order.

You cannot select different miscellaneous charges for the detail lines on the Copy Orders form.

All you can do is copy or not copy the detail line.

Note: If the original order uses a currency with more decimal places than the new order, the program will display an error message if the order contains miscellaneous charges.

Double-click the column Optional Fields cell on the detail line or click the Zoom button column heading to enter information for an optional field that was assigned to this transaction type in the Order Entry Optional Fields setup form.

The entry in the grid will change from No to Yes.

You can also enter optional field information for the order as a whole on the Optional Fields tab.

This is the unit of measure in which you are shipping item quantities for this detail. (The unit of measure for the Quantity Ordered field.)

Note that the Weight UOM and the Pricing UOM can be different from the Order UOM.

The program displays the default order unit of measure specified on the Processing tab on the Options form.

The default order unit of measure may be either the stocking unit or the pricing unit. Stocking units and pricing units are defined for individual items in Inventory Control, and they may be different. For example, you may use "dozen" as the stocking unit for an item, but "each" as the pricing unit.

You can change the Order Unit Of Measure by typing the name or choosing it from the Finder. You must specify a unit of measure that is assigned to the item record in Inventory Control.

Make sure the number of units you specify for the detail is expressed in the unit of measure you choose.

This is the unit of measure for weighing this item on the order.

Price checks are set in Inventory Control price lists for particular items, price lists, and Sage ERP Accpac user IDs.

Copy Orders will not copy orders if any item on an original order required a price approval.

If you change items after copying items, the Price Approval field will display "Yes" if price checks are in effect, and the price you enter is outside the boundaries allowed.

If "Yes" appears in the Price Approval column, you must:

• Change the item price.

• Or remove the detail line.

• Or have an approver enter their ID and password.

To enter the ID and password:

• Click the Zoom button (column heading in the grid) to display the Price Approval popup.

• Enter the ID of the person approving the price override (and password, if security is set).

Note: The Price Approval field does not appear if you are using the Item/Taxes zoomed form. Instead, an error message may appear when you try to save the item detail, stating that the price requires approval.

Also note that price approval is available only in Sage ERP Accpac 500.

Click the Zoom button beside the Unit Price field to display the Price Approval popup.

In Sage ERP Accpac 500, you can price items by quantity or by weight. This field shows how this item is priced.

If the From and To customer currencies are the same, the program will copy order details using the prices from the previous orders.

You can change prices for the new details after creating the new order.

If the From and To customer currencies are different, the program will let you specify the price list to use for all copied order details in top portion of the Copy Orders form.

If you wish, you can change the prices for the new details after creating the new order.

Type the code for the price list to use for the detail or choose a price list from the Finder.

This field displays the unit of measure in which the item is priced. The pricing unit is specified in the item record in Inventory Control.

You cannot change the pricing unit of measure. You can change the order unit of measure, and you can change the unit price.

Note: If the item is not on the specified price list, the program uses the item's stocking unit as the pricing unit.

In the zoomed form, this field is called “B/O.”

Enter the quantity backordered (if the program does not automatically calculate the quantity and you are not shipping the entire order) or leave the field showing zero, if you do not use backorder quantities.

If you select the Calculate Backorder Quantities option, the program automatically calculates the Backordered quantity.

Each time you enter a shipped quantity, the backordered quantity is reduced. When the backordered quantity is zero, the item is considered to be fully shipped. To cancel unshipped quantities of an order, change the Backordered entry to zero.

Order Entry lets you specify an inventory quantity that is committed to a particular order. When it is time to ship the order, the quantity is guaranteed to be available, unless you allow negative inventory quantities.

If a quantity is already committed to an order, you can ship another order for the same items only if there is a sufficient quantity in inventory in addition to the committed quantity.

The program displays the number of units ordered from the original order (in the Order UOM).

You can change the number of units for the current order.

Make sure the number of units you specify is expressed in the unit of measure you chose for the detail.

Note that the Weight UOM and the Pricing UOM can be different from the Order UOM.

If you enter an order quantity for an item that you track using Serialized Inventory and Lot Tracking, and options in Inventory Control let you use the Quantity Ordered field to allocate serial numbers and/or lot numbers, the Serial/Lot Numbers Allocation form appears when you leave the Qty. Ordered field. You use the form to allocate serial numbers or lot numbers for the quantity.

The program uses the retainage percentage to calculate the retainage amount for each detail line on the order.

You can enter a different retainage percentage.

The retention period is the number of days for which the customer can withhold the retainage amount. You issue the retainage invoice from the Accounts Receivable program at the end of the retention period.

This field indicates the type of detail -- either an item or a miscellaneous charge:

Item indicates that the detail is for an inventory item or non-stock item that has an item record in Inventory Control.

Miscellaneous indicates that the detail is for miscellaneous charge defined in Order Entry.

On non-job-related orders, you can see the calculated unit costs and extended costs of inventory items. Items that have user-specified costing show the costs entered on the orders that you are copying. You can edit user-specified costs later using the Order Entry form.

The cost and costing unit for other items (FIFO, LIFO, moving average) are picked up when the orders are copied, and so are current. They will appear on the copy orders form if you have appropriate security rights.

Job-related miscellaneous charges display the extended costs entered with the original orders. These can be defaulted from the miscellaneous charge record or from the Project and Job Costing program.

If necessary, type the price for the item, per pricing unit.

The program displays the lowest price for which the customer is eligible. It can be the base price, a sale price for a specified time period, or the price for the customer's price level or quantity purchased, based on a discount or markup. If the lowest price is a negative amount, it is displayed as zeroes.

No price is displayed if the item is not on the price list you specified for the detail.

If you set up contract pricing for a customer in Inventory Control, Order Entry uses that information to calculate prices for items affected by the customer’s pricing contract, and it displays the contract price by default in the Unit Price Finder.

If you do not set up contract pricing for a customer, Order Entry calculates prices based on the customer type and the price lists you set up in Inventory Control.

You can use the Finder to select another price from the item price list in Inventory Control. You can also override the unit price.

Fill in the value field for any optional fields that appear. If a field is required, you cannot save the order until you fill in the value (unless the program provides a default).

To add optional item fields that were not automatically inserted, use the Insert key to add a new line to the grid, and then use the Finder to add the optional field.

Optional fields must be assigned to the Order Entry form using the O/E Optional Fields form before you can add them to orders.

When you select an optional field code, the program displays the description for the optional field.

The Value Set column shows whether a blank optional field currently has a value. (You cannot know just by looking at the field whether the field has a default value which is blank, or no value at all.)

The Value Set field will change from No to Yes if you make an entry in the Value field.

If the optional field is required, you cannot save the order until you enter a value.

If the optional field you selected requires validation, you must select a value that is defined for the optional field in Common Services (unless the optional field allows blanks).

If you select a value, the description for the value you select will appear in the description column.

If you delete the value, the optional field will be deleted from the grid. If the field is required, you will have to reinsert it and enter a value before you can save the order.