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To complete an Order Entry from a previous Quote,
select the Quote button. You
can Find By Customer or Find By Quote Number.
After you choose the quote, you will be asked if it should be
flagged as Closed, then the information will be entered into the order
screen.
To choose a customer from a list of all customers
in the database, select the button with the binoculars or the down
arrow to the left of the binocular button.
You may also begin typing the first couple of letters of the
customer’s name in the box next to the word Customer until the
customer’s name automatically pops up.
If you want to add a customer’s information into the system
for the first time, select the button with the plus sign +
on it and you will be able to fill in the necessary information.
This button is located to the right of the binoculars.
Be sure to Save before you exit the Customers screen.
To fill in the Company Address where the products
must be shipped to you can select the >>
button to insert the address that is listed to the left of this button
and under Customer. Or
you can click the down arrow key located to the right of the words
Ship To. By clicking on
the down arrow key, you will get a list of the addresses which are
available for the customer. When
the correct address is highlighted, select it and it will be inserted
into the boxes.
To enter an Order Date different from the present
date, enter (without
spaces) the 2-digit month, 2 digit day and 2 or 4 digit year.
You may also select the calendar button and choose the date
then OK.
Ordered By is where the name of person who orders
the shipment should be typed.
The customer’s PO Number should be entered in
the PO Number box below the Order Date.
This is a required field.
You must have a customer PO Number to save the Order Entry.
To verify that the customer PO Number is not already being used
for another Order, click on the ^
key. You can else type
anything in the PO Number field like “verbal” or “per John
Smith”.
To enter the estimate close date (Est. Close
Date) enter (without spaces) the 2 digit month, 2 digit day and 2 or 4
digit year. You may also
select the calendar button and choose the date then OK.
You can type the name of the Sales Representative
for this Order or you can select the down arrow button to choose from
a list of sales representatives.
Enter the city for the Free on Board location in
the FOB box, if that applies.
To enter the Promised Ship Date, enter the 2
digit month, 2 digit day and 2 or 4 digit year.
You may also select the calendar button and choose the date
then OK.
Enter method of shipment in the Ship Via box, or
click the down arrow button to choose from a list.
To enter the Terms of payment, click the down
arrow button and choose from the list.
The options in the drop down list are user-definable.
To create the terms, select Sales/Receivables from the menu bar
across the top of the screen then AR Defaults.
If the customer was referred, type it in the
Reference box.
To add Line Items, select ADD then you can type
in the item code or choose from a list (select either the down arrow
key or the binoculars). If
this is an item which is not on the list, you can add it by selecting
the plus sign + and filling in the necessary information.
After the new item is entered, Save it then exit.
Now you can enter the item in the OrderLine screen by item code
or from the drop down menu. To
edit a line item, highlight it then select EDIT or you can double
click on the line item to edit it.
If you need to add a taxable line item, there is a text box to
the right of the Sales Tax
To assign commission rates, select the Commission
tab and choose the salesperson(s).
The dollar amount of the commission will automatically be
calculated after the percent is entered.
The employees’ commission rates can be changed if necessary.
To change the commission rate for a single quote, delete the
percentage rate in the box and enter the correct percentage.
To edit the employee’s commission rate for all future quotes,
select Payroll from the menu bar across the top of the screen then
select Employees.
The Notes tab functions as a post it note.
The Order Number is automatically incremented,
starting with a user defined number.
To setup an initial Order Number, go to Sales/Receivables on
the menu bar at the top of the screen, select AR Defaults and then the
General tab. The order number will be displayed once you click the Save
button. If you want to
create a unique quote number, you can do so by putting the cursor in
the gray Order Number box (above the company shipping address) and
typing the unique Order number. You
can also enter text characters in the order number field.
Be sure to
select the Save button before you exit.
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