Create a New Order

Sage ERP Accpac Order Entry 6.0

Create a New Order

You can also use the Copy Orders form to create an order by copying the details from an existing order, or a range of orders, to a new order.

Before entering orders

Make sure you have complete information for each order, including the customer number, order number (if you want to assign your own document numbers), billing address (if it differs from the address in the customer record), date and type of order, location code, customer type, price list, tax group, and terms.

Preparing to enter details

  • If you need to enter a miscellaneous charge on an order, find out the type and dollar amount of the charge.

  • For each item on the order, find out the item number, price list, unit of measure, quantity, unit price, location, and category.

  • Multicurrency ledgers. Find out the rate type, rate date, and exchange rate to use for each invoice and prepayment.

Tip: Use the choices on the Settings Menu to enter orders more efficiently.

To create a new order:

  1. Open Order Entry > O/E Transactions > Order Entry.

Click here for help on Order Entry fields.

  1. Press the Tab key to accept *** NEW *** in the Order No. field, and let Order Entry assign an order number when you post the order.

If you do not want Order Entry to assign the number automatically, you can type the new number yourself, and then press the Tab key.

  1. Type the customer number or select it from the Finder.

You can also click:

The New button to add a new customer record in Accounts Receivable.

The Credit Check button to see whether you should continue with the order.

The Zoom button to check address and contact information.

To change customer information such as the tax code, price list, and payment terms, click the Customer tab, and then return to the Order tab.

  1. Fill in the general order information fields on the Order tab.

    • Choose a template if your company uses templates to fill in default field entries.

    • Enter a PO number if the customer has one.

    • Select the warehouse location from where you are shipping goods. The default location can come from the customer record or order template. You can change it for the order and for each detail line.

    • Select Active as the Order Type.

    • If this order is job-related, select the Job Related option. For more information on job-related options, refer to the Order Entry fields.

    • If the customer wants goods shipped to a particular location, click the Finder to search existing ship-to locations. You can use the Zoom button () to edit the ship-to location. You can also use the New button to add one to Accounts Receivable.

    • Select the Calc. Tax option to have to program calculate tax on the order.

    • Enter an order description and reference if applicable.

  2. Tab into the detail entry grid (or click the grid) to start entering order details.

  1. If you need to start a new line, press the Insert key.

  2. If you need to change the detail type, double-click the Type field to switch to Item or Miscellaneous.

  3. Double-click the Item Number field, and then type the item number or select it using the Finder.

Note: If you are using a scanner, click in the Item Number field before scanning the bar code.

  1. Use the Tab key to move through the columns on the form. (Some columns may not appear. Order Entry lets you hide columns and change the column order.)

Or

Click the Item/Tax button (or press F9) to display a separate detail entry form that lets you view all the fields for a detail without scrolling.

Note the following points when entering detail information:

  • The Price List is determined by the customer account. You can change it.

  • The Location defaults from the order header.

  • You must enter a Quantity Ordered.

  • If you are also shipping goods, enter the quantity being shipped. (If you are shipping the entire order immediately, you can use the Ship All button after entering item quantities.)

  • If the item entered is serialized and/or lotted, when you enter the quantity ordered or the quantity shipped, and then press the Tab key, the Serial/Lot Numbers Allocation form appears. Use this form to assign serial and/or lot numbers to the item.

    Inventory Control options determine whether you allocate serial or lot numbers using the quantity ordered or the quantity shipped.

For information on other detail fields, see Order Entry fields.

  1. If you need to add another detail, repeat this procedure.

  1. Use the remaining tabs to finish entering order information, as follows:

  2. To assign or credit a salesperson for this order, use the Sales Split tab.

  3. To add optional field information for the order, use the Optional Fields tab.

  4. To change currency exchange rates in a multicurrency system, use the Rates tab.

  5. To add a prepayment to this order, use the Prepayment button.

  6. To check the totals for the order, click the Totals tab.

Tip: If you are shipping any goods, select the Create Invoice option on the Totals tab to create an invoice for the shipped quantities automatically.

  1. If you use Payment Processing, you can pre-authorize or process a credit card prepayment for the order before posting it.

  2. Click Post to post the order, as well as any shipment, prepayment, or invoice information.

After posting an order

Order Entry lets you print the following documents after you post the order.

  • Order confirmation.

  • Shipment picking slip, if you are also shipping goods.

  • Invoice, if you are shipping goods and chose to create an invoice.

  • Prepayment receipt, if you entered a prepayment for the order.

You can also print these forms separately, from the O/E Forms folder.

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