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SAGE ACCPAC
Sage Accpac ERP™
Order Entry 5.5A
User Guide
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©2008 Sage Software, Inc. All rights reserved.
Sage Software, Sage Software logos, and all Sage Accpac product and service names are registered
trademarks
or
trademarks
of
Sage
Software,
Inc.,
or
its
affiliated
entities.
All
other
trademarks
are
the property of their respective owners.
Sage Software, Inc. Publisher
No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without written consent of Sage Software, Inc.
Use of the software programs described herein and this documentation is subject to the Sage
Software License Agreement enclosed in the software package.
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User Guide iii
Contents
Chapter 1: Introducing the User Guide
How to Use This Guide .........................................................1–1
The Getting Started Manual .....................................................1–2
Where To Now?................................................................1–3
Chapter 2: What You Need to Know Before Using
Order Entry
Overview of Order Entry Processing .............................................2–2
Transaction Processing..........................................................2–2
Orders, Shipments, and Invoices .............................................2–5
Sales Order Integration with Project and Job Costing...........................2–7
Processing Orders
and
Quotes
...................................................2–7
Entering Order and Customer Information....................................2–9
Using Order Entry Templates...............................................2–19
Processing Different Order Types ...........................................2–20
Changing Order Information ...............................................2–23
Entering Order Details .....................................................2–23
Using Kits in Order Entry ..................................................2–36
Calculating Sales Taxes and Editing Tax Information..........................2–37
Entering Optional
Field
Information
.........................................2–40
Entering Sales Split Information.............................................2–40
Entering Exchange Rate Information ........................................2–41
Entering Prepayments .....................................................2–41
Verifying Order Totals .....................................................2–43
Posting Orders ............................................................2–47
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iv Sage Accpac Order Entry
Posting Quotes or Orders with Optional Fields............................... 2–49
Posting Job‐Related Quotes and Orders ..................................... 2–49
Printing Quotes, Order Confirmations, Picking Slips, and Invoices............. 2–49
Deleting Orders
........................................................... 2–53
Creating New Orders from Existing Orders.................................. 2–54
Processing Shipments ......................................................... 2–54
Shipping Entire Orders .................................................... 2–57
Creating Partial Shipments................................................. 2–58
Verifying Shipment Totals ................................................. 2–58
Posting Shipments ........................................................ 2–60
Completing Orders........................................................ 2–61
Processing Invoices
........................................................... 2–63
Entering Invoices ......................................................... 2–63
Verifying Invoice Totals ................................................... 2–65
Editing Payment Terms.................................................... 2–67
Posting Invoices .......................................................... 2–67
Printing Invoices.......................................................... 2–68
Printing Shipping Labels................................................... 2–69
Processing Credit Notes and Debit Notes ....................................... 2–70
Entering
an
Invoice
Number ...............................................
2–71 Completing Credit Notes and Debit Notes................................... 2–72
Verifying Credit Note and Debit Note Totals ................................ 2–75
Posting Credit Notes and Debit Notes....................................... 2–76
Printing Credit Notes and Debit Notes ...................................... 2–77
Day End Processing........................................................... 2–78
Tasks Performed by Day End Processing .................................... 2–79
What to Do Before Running Day End Processing............................. 2–80
Batches
Created
in
Accounts
Receivable.........................................
2–81 Journal Entries Generated by Posted Transactions................................ 2–82
Shipments................................................................ 2–83
Invoices .................................................................. 2–84
Unconsolidated Details on A/R Invoices for Job‐Related Order Details and
Order Details with Optional Fields...................................... 2–85
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User Guide v
Entries for Kitting Items on A/R Invoices.....................................2–86
Prepayments..............................................................2–86
Credit Notes and Debit Notes...............................................2–87
Job‐Related
Transaction
Entries
.............................................2–88
Reporting Order Entry Data ....................................................2–91
Viewing Data .............................................................2–91
Printing Reports...........................................................2–92
Printing Forms ............................................................2–93
Clearing Historical Data .......................................................2–93
Using Order Entry with Other Sage Accpac Programs ............................2–95
Accounts Receivable .......................................................2–95
General Ledger
............................................................2–96
Inventory Control .........................................................2–96
Purchase Orders...........................................................2–97
Project and Job Costing ....................................................2–97
Where To Now?...............................................................2–99
Chapter 3: Maintaining Setup Information
Icons Used
for
Maintaining
Setup
Information
....................................3–2
Setup Maintenance .........................................................3–2
Setup Reports ..............................................................3–3
Changing Order Entry Options ..................................................3–3
Changing Company Options ................................................3–4
Changing Processing Options................................................3–4
Changing Document Numbering ...........................................3–10
Changing Aging Periods ...................................................3–10
After
Changing
Options....................................................
3–10 Changing G/L Integration Options ..............................................3–11
Changing Options on the Integration Tab ....................................3–12
Changing Options on the Transactions Tab ..................................3–14
After Changing Options....................................................3–16
Adding, Editing, and Deleting Templates........................................3–16
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vi Sage Accpac Order Entry
Adding a Template........................................................ 3–17
Editing a Template ........................................................ 3–17
Deleting a Template....................................................... 3–18
After Changing
Templates
................................................. 3–18
Adding, Editing, and Deleting Miscellaneous Charges................................ 3–18
Using Miscellaneous Charges with Project and Job Costing ................... 3–19
Adding a Miscellaneous Charge Record..................................... 3–20
Editing a Miscellaneous Charge Record ..................................... 3–21
Deleting a Miscellaneous Charge Record .................................... 3–21
After Changing Miscellaneous Charge Records .............................. 3–22
Adding, Editing, and Deleting Ship‐Via Codes .................................. 3–22
Adding a Ship
‐Via
Code
................................................... 3–22
Editing a Ship‐Via Code ................................................... 3–23
Deleting a Ship‐Via Code .................................................. 3–24
After Changing Ship‐Via Codes ............................................ 3–24
Adding and Editing E‐mail Messages........................................... 3–24
Adding E‐mail Messages .................................................. 3–25
Editing E‐mail Messages................................................... 3–25
After Changing E‐mail Messages ........................................... 3–26
Adding,
Editing,
and
Deleting
Optional
Fields...................................
3–26 Adding Optional Fields.................................................... 3–26
Editing Optional Fields .................................................... 3–27
Deleting Optional Fields ................................................... 3–27
After Changing Optional Fields ............................................ 3–28
Importing and Exporting Setup Records ........................................ 3–28
Chapter 4: Processing Orders Shipments
and Invoices
Icons Used to Process Orders, Shipments, and Invoices............................ 4–3
Using the Order Entry Form .................................................... 4–5
Adding and Editing Orders ................................................. 4–8
Payment Terms ........................................................... 4–25
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User Guide vii
Editing Tax Information....................................................4–26
Editing Optional Fields for O/E Transactions .................................4–29
Posting Orders with Optional Fields.........................................4–31
Editing Sales
Allocations
...................................................4–31
Editing Exchange Rates ....................................................4–32
Entering Order Prepayments ...............................................4–34
Verifying Order Totals .....................................................4–36
Authorizing Credit ........................................................4–38
Using the New Contract Wizard for Job‐Related Quotes.......................4–39
Copying Existing Orders to New Orders.....................................4–40
Assigning Optional Fields in the Copy Orders Form ..........................4–43
Viewing Current
Orders
...................................................4–44
Using the Shipment Entry Form ................................................4–45
Adding and Editing Shipments .............................................4–46
Verifying Shipment Totals..................................................4–51
Posting Shipments with Optional Fields .....................................4–53
Using the Invoice Entry Form ..................................................4–54
Editing Payment Terms ....................................................4–58
Entering Invoice Prepayments ..............................................4–59
Verifying
Invoice
Totals....................................................
4–62 Posting Invoices with Optional Fields .......................................4–63
Printing Posting Journals.......................................................4–64
Printing Quotes ...............................................................4–66
Printing a Single Quote Immediately after Posting ............................4–67
Printing a Range of Quotes after Posting .....................................4–68
Printing Order Confirmations ..................................................4–70
Printing a Single Order Confirmation Immediately after Posting ...............4–71
Printing
Confirmations
for
a
Range
of
Orders ................................
4–73 Printing Picking Slips..........................................................4–75
Printing Shipping Labels.......................................................4–78
Printing Invoices ..............................................................4–79
Printing a Single Invoice Immediately after Posting ...........................4–80
Printing a Range of Invoices after Posting....................................4–82
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viii Sage Accpac Order Entry
Using the Current Orders Inquiry and Pending Shipment Inquiry Forms........... 4–84
Looking Up Current Orders................................................ 4–84
Looking Up Pending Shipments............................................ 4–86
Using the
Sales
Statistics,
Salesperson
Inquiry,
and
Sales
History
Forms
............ 4–88
Viewing Sales Statistics .................................................... 4–88
Viewing Salesperson Statistics.............................................. 4–89
Viewing Sales History ..................................................... 4–91
Adding, Editing, and Deleting Sales Statistics................................ 4–92
Importing and Exporting Order Information .................................... 4–92
Importing Orders and Shipments........................................... 4–92
Exporting Orders, Shipments, and Invoices.................................. 4–93
Chapter 5: Processing Credit Notes and Debit Notes
Icons Used to Process Credit Notes and Debit Notes ................................. 5–2
Using the Credit/Debit Note Entry Form ......................................... 5–3
Entering Invoice and Customer Information .................................. 5–4
Editing Detail Information .................................................. 5–7
Editing Tax Information .................................................... 5–9
Editing Exchange
Rates
.................................................... 5–12
Verifying Credit Note and Debit Note Totals ................................ 5–13
Posting Credit/Debit Notes with Optional Fields ............................. 5–14
Printing Credit/Debit Note Posting Journals ..................................... 5–15
Printing Credit Notes and Debit Notes.......................................... 5–17
Importing Credit Note and Debit Note Information .............................. 5–19
Chapter 6: Periodic Processing
Day End Processing............................................................ 6–2
Creating General Ledger Batches and Posting A/R Batches in Accounts Receivable... 6–3
Printing Periodic Reports ....................................................... 6–6
Clearing History............................................................... 6–7
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User Guide ix
Chapter 7: Reports
Standard Report Features .......................................................7–1
Printing
Reports................................................................
7–2 Aged Orders...................................................................7–3
Credit Notes and Debit Notes ...................................................7–5
E‐mail Messages ...............................................................7–6
G/L Integration ................................................................7–7
G/L Transactions ...............................................................7–7
Invoice Action .................................................................7–9
Invoices ......................................................................7–10
Miscellaneous Charges.........................................................7–12
Options ......................................................................7–13
Optional Fields................................................................7–14
Order Action..................................................................7–14
Order Confirmations ..........................................................7–15
Picking Slips ..................................................................7–17
Posting Journals...............................................................7–20
Quotes .......................................................................7–21
Sales History..................................................................7–23
Sales Statistics.................................................................7–24
Salesperson Commissions......................................................7–24
Ship‐Via Codes ...............................................................7–25
Shipping Labels ...............................................................7–25
Templates ....................................................................7–26
Transaction List ...............................................................7–27
Appendix A: Errors Warnings and Confirmations
Using Online Message Help .................................................... A–1
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x Sage Accpac Order Entry
Appendix B Importing and Exporting
Importing and Exporting Data — Tips and Reminders ............................ B–2
Importing
Records .........................................................
B–2 Import Options ............................................................ B–2
Errors During Importing....................................................B–4
Exporting from Records with Multiple Record Types .......................... B–4
Selecting Export Records....................................................B–5
O/E Import and Export Data .................................................... B–6
Miscellaneous Charges ..................................................... B–6
Orders and Invoices........................................................B–7
Credit Notes...............................................................B–7
Appendix C Order Entry Security
Permissions and Rights.........................................................C–1
Appendix D Technical Information
Creating Macros for Order Entry ................................................D–1
Visual Basic Sample Macro..................................................D–1
Multiuser Considerations.......................................................D–3
Global Locking ............................................................D–4
Multiuser Data Protection...................................................D–5
Index
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User Guide 1–1
Chapter 1
Introducing the User Guide
This chapter introduces you to the Order Entry User Guide. The User
Guide contains an overview of Order Entry processing as well as
detailed information about the day‐to‐day and periodic operations of
Order Entry.
How to Use This Guide
The Order Entry User Guide contains the following chapters:
Chapter 2 What You Need to Know Before Using Order Entry
contains general information about how Order Entry processes
order, shipment, invoice, debit note, and credit note transactions.
The chapter discusses how you enter, post, and review transactions,
and it describes how to use various Order Entry reports and carry
out the day‐end and periodic tasks and procedures that are part of
your normal
routine.
Chapter 3 Maintaining Setup Information describes the tasks
involved in changing Order Entry options and adding and
maintaining the records you need to set up and use Order Entry.
Chapter 4 Processing Orders Shipments and Invoices describes
the tasks involved in entering, posting, and reporting orders,
shipments, and invoices in your Order Entry system.
Chapter 5 Processing Credit Notes and Debit Notes describes the
tasks involved in entering, posting, and reporting debit notes and
credit notes in your Order Entry system.
Chapter 6 Periodic Processing describes the tasks that are part of
processing your transactions and keeping your order entry system
updated, including running day‐end processing and clearing history.
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The Getting Started Manual
1–2 Sage Accpac Order Entry
Chapter 7 Reports describes the features of Order Entry reports,
journals, forms, and listings. The information for each report
includes a description of its purpose and instructions on when and
how
to
it.
Appendix A Error Messages describes the messages you may
encounter while using Order Entry, and explains how to respond to
them.
Appendix B Importing and Exporting describes the Order Entry
data you can import and export, and contains tips on how to select
data for importing or exporting.
Appendix C Order Entry Security lists and describes the Order
Entry task
groups
to
which
you
can
grant
or
restrict
access.
Appendix D Technical Information provides information for macro
developers and for administrators of multiuser environments,
including descriptions of the record access types used to protect data
in a multiuser environment.
The Index contains an alphabetical listing of topics in this guide,
with corresponding page‐number references.
The Getting Started Manual
The Order Entry documentation includes this User Guide and the
Order Entry Getting Started manual.
The Order Entry Getting Started manual introduces the Order Entry
program. It provides an overview that will help you make best use
of the program’s powerful features, and then steps you through
starting
and
setting
up
your
own
Order
Entry
system.
The
appendix
provides instructions for printing the Order Entry Setup Checklist
that you can use while setting up the program.
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Where To Now?
User Guide 1–3
Where To Now?
Install the Sage Accpac System Manager, Accounts Receivable,
Inventory
Control,
and
Order
Entry
programs
on
your
computer,
following the instructions in the System Manager Administrator Guide.
Once you create your Order Entry system and are ready to begin
using Order Entry for day‐to‐day operations, read Chapter 2 in this
guide, “What You Need to Know Before Using Order Entry,” for an
overview of Order Entry processing.
Refer to the remaining chapters in this guide for information about
using particular Order Entry maintenance, processing, and reporting
functions.
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User Guide 2–i
Chapter 2
What You Need to Know
Before Using Order Entry
Overview of Order Entry Processing .............................................2–2
Transaction Processing..........................................................2–2
Orders, Shipments, and Invoices .............................................2–5
Sales Order Integration with Project and Job Costing. ..........................2–7
Processing Orders and Quotes...................................................
2–7
Entering Order and Customer Information....................................2–9
Fields and Options on the Order Tab .....................................2–9
Fields and Options on the Customer Tab .................................2–15
Buttons on the Order Tab and the Order Entry Form ......................2–17
Using Order Entry Templates...............................................2–19
Processing Different Order Types ...........................................2–20
Active Orders .........................................................2–20
Future Orders .........................................................
2–21 Standing Orders .......................................................2–21
Quotes................................................................2–22
Changing Order Information ...............................................2–23
Entering Order Details .....................................................2–23
Entering Item Details...................................................2–24
Entering Miscellaneous Charge Details ..................................2–35
Job‐Related Miscellaneous Charges......................................2–35
Using Kits in Order Entry ..................................................
2–36 Cost of Kitting Items in Job‐Related Orders...............................2–37
Calculating Sales Taxes and Editing Tax Information..........................2–37
Taxes for Contracts That Are Invoiced in Order Entry .....................2–39
Entering Optional Field Information.........................................2–40
Entering Sales Split Information.............................................2–40
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2–ii Sage Accpac Order Entry
Entering Exchange Rate Information ........................................ 2–41
Entering Prepayments..................................................... 2–41
Verifying Order Totals..................................................... 2–43
Overriding the Order, Shipment, or Invoice Discount Percentage ..........
2–46 Posting Orders............................................................ 2–47
Posting Quotes or Orders with Optional Fields............................... 2–49
Posting Job‐Related Quotes and Orders ..................................... 2–49
Printing Quotes, Order Confirmations, Picking Slips, and Invoices............. 2–49
Order Confirmations .................................................. 2–51
Shipping Labels ....................................................... 2–52
Picking Slips .......................................................... 2–52
Deleting Orders
........................................................... 2–53
Creating New Orders from Existing Orders.................................. 2–54
Processing Shipments ......................................................... 2–54
Shipping Entire Orders .................................................... 2–57
Creating Partial Shipments................................................. 2–58
Verifying Shipment Totals ................................................. 2–58
Posting Shipments ........................................................ 2–60
Posting Job‐Related Shipments ......................................... 2–61
Completing Orders
........................................................
2–61 Processing Invoices ........................................................... 2–63
Entering Invoices ......................................................... 2–63
Verifying Invoice Totals ................................................... 2–65
Editing Payment Terms.................................................... 2–67
Posting Invoices .......................................................... 2–67
Printing Invoices.......................................................... 2–68
Printing Shipping Labels................................................... 2–69
Processing
Credit
Notes
and
Debit
Notes .......................................
2–70 Entering an Invoice Number ............................................... 2–71
Completing Credit Notes and Debit Notes................................... 2–72
Items Returned to Inventory / Items Removed from Inventory............. 2–73
Damaged Items ....................................................... 2–74
Price Adjustment...................................................... 2–74
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User Guide 2–iii
Verifying Credit Note and Debit Note Totals .................................2–75
Posting Credit Notes and Debit Notes .......................................2–76
Printing Credit Notes and Debit Notes.......................................2–77
Day End Processing ...........................................................
2–78 Tasks Performed by Day End Processing.....................................2–79
What to Do Before Running Day End Processing .............................2–80
Batches Created in Accounts Receivable .........................................2–81
Journal Entries Generated by Posted Transactions ................................2–82
Shipments ................................................................2–83
Invoices ..................................................................2–84
Unconsolidated Details on A/R Invoices for Job‐Related Order Details
and Order
Details
with
Optional
Fields
..................................
2–85 Entries for Kitting Items on A/R Invoices.....................................2–86
Prepayments..............................................................2–86
Credit Notes and Debit Notes...............................................2–87
Job‐Related Transaction Entries .............................................2–88
Shipping and Invoicing in Order Entry ..................................2–89
Project Invoicing in Project and Job Costing ..............................2–90
Reporting Order Entry Data ....................................................2–91
Viewing
Data .............................................................
2–91 Printing Reports...........................................................2–92
Printing Forms ............................................................2–93
Clearing Historical Data .......................................................2–93
Using Order Entry with Other Sage Accpac Programs ............................2–95
Accounts Receivable .......................................................2–95
General Ledger............................................................2–96
Inventory Control .........................................................2–96
Purchase Orders...........................................................2–97
Project and Job Costing ....................................................2–97
Quotes and Estimates ..................................................2–98
Miscellaneous Charges .................................................2–98
Where To Now?...............................................................2–99
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User Guide 2–1
Chapter 2
What You Need to Know
Before Using Order Entry
This chapter contains general information about how Order Entry
processes order, shipment, invoice, debit note, and credit note
transactions.
The chapter discusses how you enter, post, and review transactions,
and it describes how to use various Order Entry reports and carry
out the day‐end and periodic tasks and procedures that are part of
your normal routine.
For details on using Order Entry forms see the following chapters:
• Chapter 3, “Maintaining Setup Information.”
• Chapter 4, “Processing Orders, Shipments, and Invoices.”
•
Chapter 5,
“Processing
Credit
Notes
and
Debit
Notes.”
• Chapter 6, “Periodic Processing.”
• Chapter 7, “Reports.”
For information about setting up an order entry system and adding
records, see Chapters 2 and 3 of the Getting Started manual.
The chart on the next page outlines the steps in a normal Order
Entry processing cycle.
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Overview of Order Entry Processing
2–2 Sage Accpac Order Entry
Overview of Order Entry Processing
Process daily
transactions
Update Order
Entry records
Run day-end
processing
• Enter and post orders
•
Print order confirmations, picking slips• Enter shipped quantities, and post shipments
• Print shipping labels
• Enter, post, and print invoices
• Enter, post, and print credit notes and debit notes
Post G/L batches in Sage Accpac G/L or in another general ledger
As needed:
• Print transaction lists and order reports: order and invoice action, agedorders, sales history, sales statistics, and salesperson commissions
• Clear order history, transaction history, statistics, salespersoncommission data, and printed posting journals
• Add new records and make changes to existing records
• Check data integrity and make a backup copy of the data
• Run day-end processing in Inventory Control
• Print and file Order Entry posting journals
• Post the batches created in Accounts Receivable
In Accounts Receivable, create transaction batches for your general ledger
Create general
ledger batches• If you create general ledger transactions for posted shipments using
the Create Batch icon, print the G/L Transactions report
• Use the Create Batch icon to create the general ledger batch
Transaction Processing
This section presents a brief overview of how posting, day‐end
processing, and audit trails relate to transaction processing in Order
Entry. The types of transactions in Order Entry are orders,
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Transaction Processing
User Guide 2–3
shipments, invoices, debit notes, and credit notes. (Quotes are
entered as order transactions.)
Online posting Order Entry uses online transaction processing rather than batch
processing. This means that you post each transaction when you
enter it.
Posting updates
quantitiesWhen you post transactions, Order Entry immediately updates item
quantities in Inventory Control so you always know your inventory
levels.
Posting can also
update costsIf you use the Inventory Control option to cost items on posting,
posting also updates item costs.
Posting can alsocreate and post
G/L and A/R
transactions
You can also choose to create General Ledger Entries and Post Accounts Receivable batches when you post Order Entry
transactions, when you run Day End Processing, or using the Create
Batch icon.
So, depending on your settings in Inventory Control and in Order
Entry, you may be updating quantities, updating costing, and even
creating — and optionally posting — transaction batches for G/L and
A/R.
Note: These choices can have a large impact on the speed of
processing transactions in Order Entry and on the number of
Accounts Receivable batches that Order Entry produces.
If you are processing a large volume of orders, you should
choose the Inventory Control options to create subledger
transactions during day end processing or use the Create
Batch icon to create G/L batches and post batches in A/R.
You will also improve posting speed by costing inventory at
day end, instead of during posting.
Posting does not update statistical information in Order Entry.
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Transaction Processing
2–4 Sage Accpac Order Entry
Day-end updates
everything elseYou must run Day End Processing in Inventory Control to:
• Update Order Entry sales statistics.
• Update sales
commissions.
• Update audit information (unless you choose the option in I/C to
create subledger transactions and audit information during
posting).
• Create batches of Accounts Receivable summary invoices, debit
notes, and credit notes.
In addition, Day End Processing updates item and sales statistics,
and
audit
information
in
Inventory
Control
with
the
posted
transactions. If you use the Inventory Control option to cost items
and create transactions during day‐end processing, it also costs items
and may create G/L transactions for inventory.
If necessary, you can run Day End Processing several times a day to
keep this information more current.
Transaction lists You can print summary or detail listings of all orders, shipments,
invoices, debit notes, and credit notes until the transactions are deleted
from
the
Order
Entry
program.
Keeping
transaction historyIf you select the Keep Transaction History option on the Order Entry
Options form, the program will keep this information until you
remove it using the Clear History form. You can print transaction
lists — and reprint invoices, debit notes, and credit notes — until
you clear the transaction history.
If you do not keep
history, day-end
removes
completedtransactions
If you do not keep transaction history, Order Entry will
automatically delete completed transactions when you run Day End
Processing.
Order
Entry
considers
the
following
transactions
to
be
completed:
• Orders with a Completed status.
• Invoices, credit notes, and debit notes that you have printed.
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This means that, if you do not keep history, you cannot print a
transaction list for completed orders or shipments, or for printed
invoices, debit notes, and credit notes after you run Day End
Processing.
Posting journals
(the audit trail)You can print posting journals for shipments, invoices, debit notes,
and credit notes after running Day End Processing in Inventory
Control. You can keep posting journals until you remove the
information using the Clear History form. However, you cannot
remove the information for a particular day‐end sequence until you
have printed the posting journals.
Day-end
processingFor more information about the Transaction Lists and Posting
Journals,
see
Chapter
7,
“Reports.”
For
information
about
day‐
end
processing, see the section “Day End Processing,” later in this
chapter. See also Chapter 6, “Day End and Periodic Processing,” in
the Inventory Control User Guide.
Orders, Shipments, and Invoices
Order processing is separated into three separate functions in Sage
Accpac Order Entry: Order Entry, Shipment Entry, and Invoice
Entry.
The O/E Transactions folder provides the following icons for
entering orders, shipments, and invoices:
As the names of the forms suggest, you use:
• Order Entry to enter orders and quotes (although you can also
record shipments on the order and generate an invoice).
• Shipment Entry to record the shipment of items for previously
entered orders and to add miscellaneous charges to existing
orders.
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You can also enter new customer shipments that are not based
on orders, as well as enter payments and generate invoices
(thereby eliminating the order entry phase).
The Shipment Entry form provides efficient, one‐step order
processing.
• Invoice Entry to process invoices for shipments.
Assign security
separately to
each form
You can assign security authorization separately to each form, so
order entry staff use only the Order Entry form, shipping staff use
only the Shipment Entry form, and accounts receivable staff use only
the Invoice Entry form.
When you enter the number of an order on the Shipment Entry form, the program transfers the details from the order to the shipment.
When you specify a shipment number on the Invoice Entry form, the
details from the shipment are transferred to the invoice.
Quotes are saved
for reuseQuotes that you convert to orders using the Order Entry form are
saved for reuse until you clear transactions using the Clear History
form. You can convert quotes one at a time, and you can convert
multiple quotes for a customer to a single order.
You can ship multiple orders with one shipment entry, and you can invoice multiple shipments on one invoice. You can delete item
detail lines from the Shipment Entry and Invoice Entry forms, but
you can add new item details only on the Order Entry form.
The information compiled for orders, shipments, and invoices
includes:
• Order and customer information.
•
Detail
information
for
inventory
items
and
miscellaneous
charges.
• Optional field information for the transaction.
• Sales split information.
• Exchange rates for orders and invoices.
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• Transaction taxes and totals.
For information on adding an order, see the next section, “Processing
Orders.”
For information on shipping orders, see “Processing Shipments,”
and for information on producing invoices, see “Processing
Invoices,” later in this chapter.
For detailed instructions on entering orders, shipments, and
invoices, see Chapter 4, “Processing Orders, Shipments, and
Invoices,” in this guide.
Sales Order Integration with Project and Job Costing
Order Entry also lets you create quotes and enter orders that specify
the jobs from the Project and Job Costing module to which each
order detail applies.
Orders can list items from inventory used on the job and they can list
miscellaneous charges, which can be labor, subcontracting charges,
or charges such as shipping and handling.
You
can
invoice
job‐
related
orders
directly
from
Order
Entry,
or,
if
you have lengthy or complex projects, you can process billings in
Project and Job Costing.
Full integration with Project and Job Costing lets you enter
additional costs through Accounts Payable and manually enter
invoices in Accounts Receivable.
Processing Orders and Quotes
You use the Order Entry form to add new orders and quotes to your
Order Entry system, and you can use it to add shipment information,
enter prepayments, and create invoices for shipped goods.
You can also use it to review posted orders, and to drill down to any
shipments, invoices, and credit/debit notes associated with the order.
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Once you have posted orders, you can use the Copy Orders form to
create a new order from an existing order or a range of orders. For
more information about the Copy Orders form, see “Creating New
Orders
from
Existing
Orders,”
later
in
this
chapter.
Note: You can also process shipments and invoices without
adding orders first. For information, see “Processing
Shipments,” later in this chapter.
Also note the following points regarding information on orders:
Different types of
discounts on
orders and
invoices
• An order includes the code for payment terms. It can also
include an order discount percent or amount, or discount
percents or amount on line items. However, it will not include early payment discount information or due dates for payments
because the payment schedules and payment discount
information are available only on invoices.
• You can enter any number of prepayments with an order. You
can also enter prepayments on the Shipment Entry form, and
apply a prepayment to an invoice in the Invoice Entry form.
Job-related orders For orders that apply to projects in the Project and Job Costing
module:
• If an order or quote applies to contracts maintained in the Project
and Job Costing module, all detail lines must be job‐related.
• If you are creating a job‐related quote, you can use the new
Contract Wizard to create a new contract in PJC.
• Job‐related quotes must refer to projects with an “Estimate”
project status. Order Entry changes the project status to “Open”
when you
convert
quotes
to
active
orders.
• You can invoice job‐related orders in Order Entry, or you can
and manage the billing and invoicing in the Project and Job
Costing module. (This is called Project Invoicing.)
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Online Help • For information on any of the fields while using the Order Entry
form, press F1, and then choose the Field List button from the
online Help window that appears.
Entering Order and Customer Information
The information in this section is presented in the order in which
you enter it in the Order Entry form.
Fields are
described in this
section only
Note: Because many of these fields are common to the Order
Entry, Shipment Entry, and Invoice Entry forms, they are
explained only in this section.
Fields and Options on the Order Tab
For each transaction, you enter the following information:
• Order Number (a number that is usually assigned by the
program, although you can enter a number of your choice).
• Customer Number (the number you use to identify the
customer).
When you select a customer number from Accounts Receivable,
Order Entry displays the customer type, price list, territory, tax
group, terms, and salesperson split from the customer record. In
multicurrency ledgers, it also displays the customer’s currency.
On-hold customer If the customer account is on hold in Accounts Receivable, a
message warns you that the order will be placed on hold. You
need to remove the hold for the order on the Order Entry form
or for the customer in Accounts Receivable before you can ship
goods and produce the invoice in Order Entry.
Credit checks Each time you enter an order for a customer, Order Entry checks
customer credit limits to see if the new order will put the
customer over their credit limit.
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Click the Credit Check button by the customer number to view
customer account information.
If you choose the credit check option in the customer record in
Accounts Receivable, Order Entry will always check whether the
current posted balance in Accounts Receivable exceeds the
customer’s credit limit.
The settings on the O/E Options Processing tab also let you
perform more credit checking based on:
− A specific amount overdue by more than a particular
number of days (also specified in the customer record in
Accounts Receivable).
− Pending (unposted) transactions in Accounts Receivable
included with the posted A/R balance.
− Pending transactions in Order Entry included with the
posted A/R balance.
− Pending transactions in other applications that work with
Sage Accpac applications (if supported by the applications).
Inactive customer
or account set If
the
customer
account
or
account
set
is
inactive,
you
cannot
enter an order for the customer.
If you want to add a new customer, you can do it in one of two
ways:
Adding a new
customer record in
Accounts
Receivable
− You can click the New button beside the Customer Number
field, then enter the new customer information “on the fly”
in Accounts Receivable before returning to Order Entry to
finish entering the order.
Adding only acustomer number
and name
− You can also type a customer number in Order Entry, and
enter the remaining customer information later in Accounts
Receivable.
In a multicurrency system, the order currency is set by the
reporting currency of the tax group that you choose for the
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order — and this must match the currency for the customer
record that you add later in Accounts Receivable.
Note:
We
suggest
that
you
do
not
use
this
option
in
a
multicurrency system, especially if the reporting
currencies for customer tax groups do not match your
customers’ currencies.
You cannot post an invoice in Accounts Receivable until you
add the customer to your Accounts Receivable system.
Also, you cannot enter an order for a customer with no
record in Accounts Receivable unless you selected the option
Allow Non‐existent Customers on the O/E Options form.
Order tab • Template Code (identifies the default template defined in the
Options form; you can select another template if you wish, or
leave the field blank). The template determines which entries are
displayed for the order type, FOB point, location, description,
reference, and comment.
If the customer record has not yet been added in Accounts
Receivable, the template entries for ship‐via code, customer type,
price list, territory, tax group, currency (in a multicurrency system), and terms are also displayed.
Order Entry automatically places an order on hold if the
template has an on‐hold status.
• PO Number (optional). This number is printed on the standard
Order Entry invoice, and is displayed on the invoice transaction
in Accounts Receivable.
•
Order Date
(the
date
of
the
order).
The
date
you
enter
for
a
future order determines when Day End Processing will activate
the order.
• Location (the code identifying the inventory location from which
you are shipping items to fill the order). This location is the
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default location for the detail lines, although you can select
different codes for order detail lines.
• Order Type (select Active, Future, Standing, or Quote). The type
of order determines how the order is processed, as described
later in this chapter under “Processing Different Order Types.”
Job-related quotes If you are entering a job‐related quote, the quote details must be
applied to projects that have an Estimate project status in Project
and Job Costing.
Click the Contract button to create a new contract in Project and
Job Costing using the New Contract Wizard.
When you change the order type of a job‐related order from Quote to Active, the program will change the project status of all
projects listed in the order details from Estimate to Open.
Multicurrency
ledgersIf you use multicurrency accounting, you can assign a standing
order only to a customer with the same currency as the standing
order.
Quote expiration
date• Expiration Date. This field appears if you select Quote as the
order type. The program displays a date using the default
number of days for the expiration of quotes that you set on the O/E Options form, but you can change it.
If you have not yet used the quote in an order, it is automatically
deleted when you run Day End Processing on the expiration
date.
If you have used the quote in an order, you can reuse the quote
in future orders.
Create orders from
several quotes•
From Multiple Quotes.
You
use
this
option
to
create
an
order
based on a number of quotes, or to reuse quotes from which you
have already produced an order. To add the details from
existing quotes, you click the Zoom button beside the option,
and then use the form that opens to specify the quotes to convert
to an order. Order Entry inserts the PO Number from the first
quote in the new order.
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• Job Related. Select the Job Related option if this order applies
to a project that you are managing using Sage Accpac Project
and Job Costing.
When you select the option, additional fields appear in the
detail‐entry grid to let you enter job‐related information for each
item or miscellaneous charge on the order or quote.
You can also choose the following options:
− Retainage accounting.
− Project invoicing.
(See
the
explanations,
below,
for
each
option.)
When you post the document, Order Entry will update the
contracts, projects, categories, and (if required) resources in
Project and Job Costing to which the items in this order apply.
• Project Invoicing. This option is available only if this is a job‐
related order.
If you select this option, all of the billing for this order will be
handled by the Project and Job Costing module.
Order Entry will not create an invoice for this order, but will
pass all information to Project and Job Costing for it to process
billings using the Create Billing Worksheet.
Note that the Retainage option is not available if you choose this
option because all invoicing (which includes determining
retainage amounts) will be handled by PJC.
• Retainage. This option appears only if you are entering a job‐
related order 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
document you are entering.
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When you select the Retainage option, a Retainage tab appears
on the Order Entry form where you specify how to process the
retainage invoice for this order.
The Retainage option is not available if you choose Project
Invoicing (where invoicing is handled through the Project and
Job Costing module).
• Calc Tax. Order Entry lets you specify on individual orders and
invoices whether taxes should be calculated automatically by
Order Entry or entered manually.
If you wish to have the program calculate tax automatically for
the order/invoice, select the Calculate Tax option.
If you wish to enter tax amounts manually, do not select this
option.
• On Hold. Select this field if you need to place an 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 hold for the customer in
Accounts Receivable, or remove the hold from the order on the Order Entry form.
Posting an order that is on hold has no effect on Inventory
Control records. You cannot ship any items for the order until
you remove the on‐hold designation and post the order (and
post an invoice for the order).
You can list the orders currently on hold on the Order Action
report.
• Create Invoice. Select this option to create an invoice when you
post the order/shipment.
This checkbox appears only if you are shipping goods on the
order or if the order has miscellaneous charges that you can
invoice. When you select the option, additional fields appear on
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the Totals tab, letting you enter an invoice number, an invoice
date, and an invoice posting date.
• Ship-To Location (the code identifying the customer’s shipping
address; optional). If you select an existing ship‐to location code
(defined in Accounts Receivable), Order Entry displays the price
list, territory, tax group, and sales split information stored for the
ship‐to location.
• Expected Ship Date (the date on which you expect to ship the
order). The default date is the order date. The expected ship
date you enter on the Order tab applies to the order as a whole.
You can specify a different expected ship date for each detail on
an
order,
shipment,
or
invoice.
• Description (is displayed as the description for the invoice in
Accounts Receivable; optional).
• Reference (optional).
Fields and Options on the Customer Tab
The information on the customer page comes from the Accounts
Receivable record, but you can change it here:
Customer tab • Ship Via (identifies the carrier or delivery method; optional).
The program displays the ship‐via description from the ship‐to
location record, or if no ship‐via method is specified, from the
ship‐via code in the order template. You can specify a different
ship‐via method for each detail on an order, shipment, or
invoice.
• Tracking Number. Use this field to enter the tracking (or
waybill) number for the shipment, if you know it.
You can also enter a separate tracking number with any order,
shipment, or invoice detail, if necessary.
FOB Point (identifies the location at which the customer begins
paying freight charges on the order; optional).
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• Territory (identifies the customer’s sales territory code; optional).
• Customer Type (a code identifying the discount level for the
customer). You can select Base, A, B, C, D, or E. “Base” indicates
the customer is not eligible for price discounts, if the discount is
based on customer type.
• Price List (the code identifying the default price list from which
prices are displayed on detail lines). You can select different
price lists for individual detail lines.
• Tax Group (the code identifying the customer’s tax group). The
tax group determines the tax authorities to which the customer is
subject, and the tax classes that are used for each authority to
calculate sales tax. You can change the tax classes for individual
detail lines.
• Customer Account Set. The account set from the customer
record appears in this field as the default. It specifies the general
ledger receivables control, payment discounts, prepayment
liability, retainage, and write‐offs accounts to which the
transaction will be distributed.
You can change the account set for a particular order, shipment,
invoice or credit/debit note. If you use multicurrency accounting,
however, the new account set must use the same currency as the
customer’s account set.
• Terms code (the code identifying the customer’s payment
terms). All payment terms are defined in Accounts Receivable.
• Due Date (appears on the invoice only, calculated from the
order or invoice date and the specifications for the terms code).
You can change the date, if necessary.
• Discount Date (appears on the invoice only, calculated from the
order or invoice date and the specifications for the terms code).
If the terms code uses discounts, the program displays the date
on which the period for an early‐payment discount expires. You
can change the date.
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If the terms code does not use discounts, the program displays
the session date. You can assign a discount amount and date for
an individual order or invoice.
• Discount % / Discount Amount (appears on the invoice only,
calculated from the terms code). You can change the discount
percent or amount before posting, if you offer early payment
terms.
Buttons on the Order Tab and the Order Entry Form
Buttons on the
Order tabYou can also use the buttons at the bottom of the form to perform a
variety of tasks:
Item / Tax Button (or press F9). This button opens a form that
displays all the information for one order detail so you can see fields
without having to jump back and forth through the columns.
The popup form also displays the applicable tax authorities for the
current item, allowing you to change the tax class and other tax
information (depending on the tax authority).
Components button. Click this button to view the components that
make up a Kit or BOM.
Ship All button. Click the Ship All button to ship all the quantities
required on the order.
Note that when the option, Calculate Backorder Quantities (on the
Order Entry Options Processing tab) is not selected, the Ship All
button will not work since the shipment quantity is determined
based on the backorder quantity.
Contracts Button (job‐related quotes only). If you are adding a job‐
related quote, this button starts the New Contract Wizard, which lets you create a new contract in Project and Job Costing for the quote
that you are entering.
The New Contract Wizard copies the settings, projects, categories,
and resources from the existing contract to the new contract. It also
lets you:
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• Select an existing contract as a template for the new contract.
• Choose whether to base the new contract estimates on the
original contract estimate, the current contract estimate, the
actual contract costs and revenue, or on none of the figures from
the existing contract.
• Choose the contract style (either basic or standard).
• Choose whether you want optional fields on the contract.
All details that you enter in Order Entry will update the contract
estimates in Project and Job Costing when you post the quote.
Distribute Taxes button.
When
you
clear
the
Calculate
Tax
check
box, the Distribute Taxes button becomes available.
Click the Distribute Taxes button to prorate the tax that you enter
manually to the document details. Note that you cannot prorate a tax
amount to an authority that uses an exempt tax class.
Post button. After you have finished entering all the details for an
order, you post the order.
Delete button. If you post an order in error, or one that you later
decide not to fill, you can delete the entire order using the Delete
button on the Order Entry form. When you delete an order, all of its
details are removed. The order no longer appears in the Finder list.
History button. Click the History button in the Order Entry,
Shipment Entry, Credit Note/Debit Note Entry, and Invoice Entry
forms to check the sales history for an item or a customer while
entering an order or invoice.
Prepayment button. You can enter as many prepayments as you
want for an order or shipment.
Prepayments entered for orders and shipments do not reduce the
amount of the next invoice you create; instead, they are matched to
invoices when they are posted in Accounts Receivable (using the
order number). The order and shipment prepayment totals are
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displayed on the invoice total tab to help you determine if there is an
outstanding balance.
Using Order Entry Templates
Order Entry templates speed up and simplify order entry by
providing default settings that appear when you start a new order,
credit note, or debit note.
Template fields You can specify the following information for each template that you
define:
• Order Type
• FOB Point
• Ship‐Via Code
• Customer Type
• On Hold • Price List
• Location • Territory
• Description • Tax Group
• Reference
• Comment
• Terms
You must specify the order type and customer type in a template.
The other information is optional. Note that the information in a
number of the template fields can also come from other records. For
example, the customer type, price list, territory, and tax group fields
are in the customer and the ship‐to location records.
Default templates You can specify a default template on the Options form so that a
standard set of default customer and order settings appears for each
new
order,
debit
note,
or
credit
note
you
create.
The
default
template
provides initial settings, but these are overridden by settings from
the customer record — and from another template if you choose a
different one.
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The following sequence of steps illustrates template use:
1. Click New to create a new order. The default template settings
appear for the new order.
2. Choose the customer number. The information in the customer
record replaces the information from the default template,
including ship‐via method, FOB point, and ship‐to location.
3. Choose a different template to override the customer
information. Information from the new template replaces the
current order information.
4. You could again choose the customer number to replace the
information inserted in step 3 with the information from the customer record.
Credit note settings
come from
invoices
Most credit notes and debit notes refer to invoices and use the
invoice information by default. You can override the invoice
information by choosing a different template (or by choosing the
default template again).
However, if your credit note or debit note does not reference an
existing invoice, templates work the same as they do for orders.
Processing Different Order Types
The type of order you are entering determines how the order is
processed.
Active Orders
Shipments You can ship only active orders.
Inactive customers If a customer account or customer account set is inactive, you cannot
enter an order for the customer. If a customer account becomes
inactive after you enter an order, you will not be able to post updates
to the order or post an invoice for the order until the account is made
active again.
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On-hold orders Posting an order that is on hold has no effect on Inventory Control
records. 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.
If the customer
account is on holdIf you are entering a new order and the customer’s account has been
placed on hold in Accounts Receivable, a message warns you that
the order will be placed on hold in Order Entry.
You can enter the order and post it, but you cannot ship items or
produce an invoice for the order until the customer’s on‐hold status
is removed in Accounts Receivable.
Future Orders
Activating Day End Processing automatically activates future orders on the
order date (or the first time you run Day End Processing after the
order date). Alternatively, you can change the status of a future
order to Active before the order date.
Day End Processing also posts the activated future orders so that
sales statistics are updated.
Tip: Day-endprocessing
If you usually run Day End Processing at the end of the work day, future orders set to be activated on a certain day will not become
active until the end of the day. To be sure a future order is ready to
be processed on the correct date, assign a date earlier than the
desired date for the order.
Standing Orders
Creating active
orders fromstanding orders
To create an active order from a standing order, you need to display
the standing order, and then change the order type to Active or
Future.
You can make any changes you require to the standing order; you
can even change the customer number, template code, ship‐to
location, and tax group.
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You can type a new order number if you assign numbers manually,
or you can have the number automatically assigned by the program
when you post the order.
The original standing order is retained in the system, unchanged,
and with the original order number, regardless of how many orders
you issue from it.
The order you create from the standing order displays the terms
code and other information maintained in Accounts Receivable for
the customer number.
Quotes
Changing quotes
to ordersWhen you enter a quote, you enter the date on which the quote
expires. To change the quote to an order, call up the quote by its
order number, change the order type to Active, edit the detail
information as required, check tax statuses and order totals, and then
post the order.
Reusing quotes or
using multiple
quotes
If you wish to use multiple quotes in the same order, or to reuse
a quote that you have previously converted to an order, click the
Zoom button beside the From Multiple Quotes field, select the
quotes you
want
to
use
on
the
form
that
appears,
and
then
click
the
Order button to add the quote details to the order.
The program uses the default number of days you specified for the
expiration of quotes (on the O/E Options form) to set the default
expiration date for a quote, but you can change the date if you wish.
You can also edit the details.
If you do not change the order type from Quote to Active before the
expiration date, Day End Processing removes the quote from the
order file.
If you convert a quote to an order, the original quote remains
available for reuse in the future, until you delete it using the Clear
History form.
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Job-related quotes Job‐related quotes must refer to projects with an “Estimate” project
status. Order Entry changes the project status to “Open” when you
convert quotes to active orders.
Changing Order Information
Before posting an active, future, or standing order, you can change it,
cancel parts of it, or delete the whole order.
You can add to or
change the orderAfter you post an order, you can change any part of the order
except:
•
The order
number.
• The customer number.
• The project invoicing option on job‐related orders.
• Completed detail lines.
You can add new detail lines to an order at any time — even if the
order is completely shipped and invoiced. You can delete any detail
lines that have no items shipped, and you can change the
outstanding amounts of any detail lines that are partially shipped.
Multicurrency
tax groupsIf you use multicurrency accounting, the order and invoice are in the
customer’s currency.
If you choose a price list that doesn’t have prices in the customer’s
currency for particular items, Order Entry will display an error
message and provide a unit price of 000.00 for each item that is
missing.
Entering Order Details
You can enter two types of details on orders: items and
miscellaneous charges. You enter each detail as a separate line on the
detail entry grid (on the Order tab).
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Items/Taxes form You can also select a detail line, then press the F9 key or click the
Item/Tax button to open a separate form that lets you view all the
fields for the detail at once, so you don’t have to use the scroll bar. It
lets
you
add
and
edit
details,
and
view
and
edit
tax
information
for
details.
There are no restrictions on the number of detail lines you can enter
for an order.
Job-related orders If you choose the Job‐Related option you can only add job‐related
details to the order.
Job‐related miscellaneous charge details let you record non‐material
transactions such as equipment, subcontractors, labor, overhead, or
other miscellaneous charges.
Entering Item Details
For each order detail, you select or enter the:
• Line Number. Order Entry automatically assigns a line number
to each detail you enter.
• Line Type. You use this field to specify the type of detail. You
can select Item or Miscellaneous. Your choice in this field determines in which detail fields you can enter information.
• Contract, Project, Category, and Cost Class (for job‐related
orders). If the 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.
For job‐related orders, you also specify near the end of the detail line the WIP Account (for Project Invoicing) or the Revenue and
COGS accounts and the Billing Type for the customer invoice.
− You must select the Job‐Related checkbox in the top part of
the Order Entry form for these fields to appear.
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− You enter/select the resource using the Item Number field.
• Item Number or Miscellaneous Charge. For item detail types,
you specify the Inventory Control item number for the item
being ordered. The program then displays the order unit, pricing
unit, and unit price from the Inventory Control item record. The
pricing unit and unit price are based on the customer’s price list.
For miscellaneous detail types, you enter the code for a
miscellaneous charge that you have set up in Order Entry. For
information on miscellaneous charges, see the next section,
“Entering Miscellaneous Charge Details.”
If you have set up manufacturers’ item numbers or customer
item numbers in Inventory Control, you can enter these numbers
in place of the inventory item number. Manufacturers’ item
numbers and customer item numbers are translated to your
inventory item numbers automatically.
For more information about using manufacturers’ item numbers
and customer item numbers, see the Inventory Control
documentation.
• Kit/BOM. If this item is part of a Kit or a BOM, click the Finder to
select the kit or BOM number (if you have more than one build
for the item).
You use the Finder to choose a Kit or a BOM that has already
been set up in Inventory Control. Note that you can enter and
post multiple kitting entries, or mix kitting entries with regular
entries in any entry screen. Kits can also be assigned serial
numbers that are maintained in Serialized Inventory.
Click the Components button at the bottom of the form after
entering the kit or BOM number to review the component items.
• Description. The program displays the description from the item
price list or miscellaneous‐charge record for the item number or
miscellaneous charge code you specified. This description
appears on order confirmations, picking slips, and invoices.
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You can type a new description for an individual order, if you
wish.
In a multicurrency system, the program will display the
description from the item record if the price list does not include
a price in the customer’s currency.
• Price List (from the customer record, but you can specify a
different price list). If you enter a non‐stock item, the price list
can be blank.
• Location (the code entered on the Order tab, but you can select a
different location). If you enter a non‐stock item, the location can
be blank.
• Expected Ship Date (the date you expect to ship the item). The
default date is the expected ship date for the order.
• Quantity Ordered (the number of units ordered). Whether or
not you can enter decimal places is determined by the Allow
Fractional Quantities option in the Inventory Control Options
form.
If the detail line does not have a Completed status, you can
increase or decrease the quantity for backordered items (those you have not yet shipped).
If you are unable to ship all the items on an order and want to
cancel unshipped items, you can edit the item lines to reduce the
backordered quantities to match the quantities shipped.
• Order Unit Of Measure (the unit of measure for the quantity
being ordered). The stocking unit is displayed by default.
If
you
use
the
Finder
to
select
another
unit
of
measure,
the
conversion factor for that unit of measure appears in the Finder
form. The conversion factor is the number of stocking units
contained in the alternative unit. For example, if you use a
stocking unit of “each,” and “carton” has a conversion factor
of 36, it takes 36 stocking units to equal one carton.
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• Order Weight Unit of Measure. This is the unit of measure for
weighing this item on the order.
Depending on your settings in O/E Options, the program
displays either the item weight unit from the item record or the
pricing weight unit from the price list.
Note: If the item is not priced by weight, the program will
display the item weight unit from the item record.
If the item is priced by weight, and it has base prices for
multiple UOMs, the program will display the default unit of
measure from the price list if your Default Order Weight
UOM
in
O/E
Options
is
set
to
the
Pricing
Weight
Unit.
You can change the weight unit of measure for the detail line, if
necessary.
The weight UOM for the complete order is determined by the
default weight unit of measure set in Inventory Controls Options
form.
• Price By (Quantity or Weight). This field shows whether the
price of
this
item
is
based
on
weight
or
on
quantity.
(Pricing
by
weight is available in Sage Accpac 500 ERP only.)
If pricing is by quantity, the program sets volume discount
amounts or percentages according to the quantity of goods that
is ordered.
If pricing is by weight, the program sets volume discount
amounts or percentages by item weight.
The weights are calculated in Order Entry by multiplying the
unit weight of an item times the quantity ordered, and
converting the weight to default units.
• Pricing Unit of Measure (the unit of measure in which the item is
priced). You cannot edit this field.
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If the item is not on
the price listIf the item does not exist on the price list, Order Entry uses the
stocking unit for the pricing unit.
• Unit Price (the suggested selling price for the item). The
displayed price is 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.
You can use the Finder to select another price from the item
price list in Inventory Control. You can also override the unit
price. Note that if you use security with your system, you need
security authorization to override the unit price.
• Price Approval. Price checks are set in Inventory Control price
lists for particular items, price lists, and Sage Accpac user IDs.
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:
− 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.
Click the Zoom button beside the Unit Price field to display the
Price Approval popup.
• Quantity Shipped. If applicable, type the quantity shipped or to
be shipped on an active order.
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• Qty. B/O (Quantity Backordered). 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 amount (if the
customer record in Accounts Receivable allows backordered
quantities).
Each time you enter a shipped amount, the backordered
quantity is reduced. When the backordered amount is zero, the
item is considered to be fully shipped. To cancel unshipped
quantities of an order, change the Backordered entry to zero.
• Unit Weight. This is the weight of a single item for this detail line
expressed in the Order Weight Unit of Measure. You can
multiply this weight by the quantity ordered to get the extended
weight.
• Extended Weight. The quantity shipped multiplied by the unit
weight entered for the item in Inventory Control.
You can edit the item weight and the extended weight on the
order, if necessary.
You may want to use the extended weight for determining the
postage, shipping, or other charges.
Order Entry converts the extended weight for each line to the
order weight UOM, and puts the estimated weight for the entire
order on the Totals tab.
• Extended Price. The program automatically calculates the
extended price when you enter a quantity. To calculate the
extended price, the program divides the unit price by the pricing
unit of measure conversion factor, and then multiplies the result
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by the order unit of measure conversion factor and the quantity
ordered.
For example, if you assume the following:
Unit Price: 18.75
Pricing Unit of Measure: Dozen
Pricing UOM Conversion Factor: 12
Order Unit of Measure: Box
Order UOM Conversion Factor: 72
Quantity Ordered: 10
The extended price will be: 18.75 x 72 x 10 = 1,125.00
12
If you override the extended price calculated by the program, an
asterisk appears beside it in the “zoomed” detail entry form and
also appears beside the item on the Invoice List.
If you change the extended price, the program does not
recalculate the unit price.
For information about sales tax calculation, see “Calculating
Sales Taxes and Editing Tax Information,” later in this chapter.
• Discount Percent / Discount Amount. Order Entry lets you
specify a discount separately for each detail. You can enter a
percentage or an amount for the discount.
You can also enter a discount for the order as a whole on the
Totals tab, later. Order Entry displays the total of all discounts
entered on the details, as well as the discount for the order on
the Totals tab.
• Discounted Extended Amount. This field displays the extended
amount of the order, after the discount has been applied.
• Category (the category assigned to the item record in Inventory
Control). You can select a different category for the detail line
from the list displayed by the Finder.
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For example, you may commonly change categories if you use
them for determining sales commissions.
• Unit Cost (editable if the item costing method is user‐specified).
The Unit Cost displayed in the Order Entry form shows the
estimated cost of the item. Upon costing (during posting or day
end processing depending on the I/C Costing option), the actual
cost is updated in the Shipment Entry form and Invoice Entry
form. The order retains the estimated cost and is not updated.
• Costing Unit Of Measure (editable if the costing method for the
item is user‐specified).
• Serial Numbers
(for the units shipped; optional). These numbers update the Serial Numbers Report in Inventory Control.
If you want to print serial numbers on order confirmations,
picking slips, or invoices, you will have to modify the standard
forms. (Note that you can enter serial numbers even if the items
were not set up to use serial numbers in Inventory Control.)
If you have installed the Sage Accpac Options Serialized
Inventory module, you can assign/auto‐allocate serial numbers
or generate new serial numbers.
• Comments/Instructions (that are specific to this item; optional).
Comments and instructions can include as many lines as you
require, each line up to 75 characters long.
Typically, you might enter comments for customers and
instructions for staff. You could then print comments on order
confirmations and invoices, and instructions on picking slips.
For information about customizing your printed forms, see the
online document, “Customizing Printed Forms with Crystal Reports.”
• Ship Via (optional). You can use this field to enter a separate
shipping method for the detail, if you plan to ship the detail
items separately from the rest of the order.
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• Tracking Number (optional). If you know the waybill number
for the shipment, you can enter it in this field. Normally, you
would enter a tracking number for a detail only if you are
shipping
the
detail
items
separately.
• Original Order. Displays the quantity specified when the detail
line was first entered and posted. This number does not change
even if you change the ordered quantity for the detail.
• Shipped To Date (drill down). The field displays the number of
item units that have been posted for the detail line.
You can click the drilldown button to display shipment and
invoice information for the detail line, and to drill down to the
shipment and invoice transactions.
• Quantity Committed. Order Entry lets you commit an inventory
quantity 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.
In the O/E Setup Options form, you can default the quantity
committed. If you had selected to do so, the amount of your
order for this item appears automatically.
• Completed. A detail line is automatically assigned the status of
Completed when you post a shipment for all ordered units for
the line, or for some of the ordered units where you also change
the backordered quantity to zero.
You can also set the status for a line to Completed by entering Yes in the Completed column (or by clicking the Completed field
in the Items/Taxes form) if you have not entered a quantity
shipped for the line.
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The unshipped quantity will be listed as lost sales on the Sales
Statistics report after the order is processed by Day End
Processing.
• Manufacturers’ Item Number
(optional). If you know the
manufacturers’ item number, you can enter it in this field.
Usually, if you have set up manufacturers’ item numbers in
Inventory Control, you will enter the manufacturers’ item
number (usually a bar code) in the Item Number field, rather
than entering your inventory control item number. The
manufacturers’ item numbers are translated to your inventory
item numbers automatically, and then Order Entry enters the
manufacturers’
item
number
in
this
field.
For more information about using manufacturers’ item numbers,
see the Inventory Control documentation.
• Customer Item Number (optional). If you know the customer’s
item number, you can enter it in this field. Customer item
numbers are similar to manufacturers’ item numbers. If you
added them in Inventory Control, you can use the customer’s
item numbers instead of your item numbers when entering
orders.
• Non-stock Clearing Account. If you selected a non‐stock item,
the non‐stock clearing account used by the item’s account set
appears as the default in this field, but you can change the
account number, if necessary.
• Optional Fields. Click the column heading for Optional Fields,
or click the zoom button beside the Optional Fields checkbox in
the zoomed form to edit optional fields.
If an optional field is required, you cannot save the transaction
unless the field has a default value — or until you fill in the field
yourself.
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Click the zoom button to review Optional Field entries if the
Optional Field column shows “Yes” or the checkbox is selected
(in the zoomed Item/Tax detail form).
To add optional item fields to the popup form 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 transactions forms using
the O/E Optional Fields form before you can add them to
individual transactions.
• A/R Item Number. If this is a job‐related order and you are using
project invoicing, the program displays the A/R Item number
that is assigned to the item/miscellaneous charge for billing in
Project and Job Costing. You can change it if necessary.
• A/R Item UOM. You can also change the unit of measure
assigned for the item in Project and Job Costing.
• WIP/COGS Account. If the sales order is job‐related, and you
selected Project Invoicing, you also specify the Work In Progress
account for each order detail.
The account number specified in Project and Job Costing will appear by default, but you can change it.
(The level at which the WIP account is specified in Project and
Job Costing depends on the project type and accounting
method.)
• Revenue Account. If you selected a non‐stock item, the non‐
stock clearing account used by the item’s account set appears as
the default in this field, but you can change the account number,
if necessary.
• COGS Account. If you selected a non‐stock item, the non‐stock
clearing account used by the item’s account set appears as the
default in this field, but you can change the account number, if
necessary.
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• Billing Type. If the sales order is job‐related, the program
displays the billing type for the line item (whether the item is
billable or non‐ billable).
• Retainage Percentage. The program displays the retainage
percentage used to calculate the retainage amount for the
shipment. It is a weighted average percentage, based on the sum
of the details.
• Retention Period . 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.
• Order Subtotal.
When you have finished adding an item line,
the program recalculates the order subtotal and displays it at the
bottom of the form.
Entering Miscellaneous Charge Details
When you select a miscellaneous charge code, the program displays
the description and amount defined for it in the Miscellaneous
Charges record. If you enter a different description for the charge,
the
new
name
will
appear
on
order
confirmations,
picking
slips,
invoices, debit notes, and credit notes. This feature allows you to be
very specific in describing miscellaneous charges to your customers.
For information about sales tax calculation, see the next section,
“Calculating Sales Taxes and Editing Tax Information.”
When you have finished adding the miscellaneous charge line, the
program recalculates the order subtotal. The miscellaneous charge
amount is added to the order subtotal at the bottom of the form.
Job-Related Miscellaneous Charges
Miscellaneous charge detail lines let you assign costs for all non‐
material cost classes — labor, equipment, subcontractor, overhead,
and miscellaneous cost.
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The default cost of a miscellaneous charge can come from the
miscellaneous charge record or from the contract, depending on the
project settings in Project and Job Costing.
For accrual‐ basis or billings and costs projects, the project also
determines whether the billing rate comes from the contract billing
rate, from the customer price list, or from a price list specified for the
project.
Using Kits in Order Entry
You can define kits as a group of stock and/or non‐stock items in
Inventory Control and then enter them like any other item in Order
Entry.
• You can print kit components and BOM components when
printing Order Confirmations, Quotes, Picking Slips, Invoices,
and Credit/Debit Notes.
• You can print kit components and BOM components on the
Detail Transaction report.
• You can print the actual breakdown amount for each kit
component on
posting
journals.
To select a Kitting Item in an order:
1. Prepare the order, and specify the item number for the kit in the
Item No./Misc. Charge column in the detail grid.
2. Use the Finder in the Kit/BOM column to select the kit number.
You can have several sets of kit components that use a single
item number — perhaps to account for alternate items in
different colors or from different manufacturers.
The Kit/BOM column is inactive if the item that you chose was
not defined as a kitting item in I/C Items.
3. Continue as you would for any Order.
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Cost of Kitting Items in Job-Related Orders
Kitting items are treated differently in Project and Job Costing than
they are in Order Entry.
In Order Entry, a kitting item is a collection of separate items, where
revenue is recognized at the master level, but costs are recognized
for each item in the kit.
In Project and Job Costing, however, a kitting item is treated as a
single item for both revenues and costs.
This means that for job‐related orders:
• Order entry adds the cost of all kit components to create a single
cost for Project and Job Costing, so PJC can recognize one
revenue amount and one cost amount.
• If you match transactions from Inventory Control with those
from Project and Job Costing, I/C will provide G/L with a string
of component cost entries, whereas PJC will provide G/L with a
single master cost.
Calculating Sales Taxes and Editing Tax Information
Order Entry allows you to specify whether taxes should be entered
manually or calculated automatically during transaction entry, for
both manual and imported entries.
Manual tax
calculationsIf you choose to calculate taxes manually, you can either specify the
amount of tax for each detail, or enter a total amount of tax for the
order and automatically distribute the total tax to the individual
details.
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Tax Reporting
currencyNote: If a tax authority for the transaction has a tax
reporting currency that is different from the customer’s
currency or your home (functional) currency, the program
will automatically
calculate
the
tax
reporting
amount
if
you
select the Calculate Tax Reporting option.
You can edit the tax reporting amount if you leave the
option unselected.
Automatic tax
calculationsIf you set up Order Entry to calculate taxes automatically, a sales tax
amount is calculated if:
• The customer is subject to tax.
You enter the tax classes and tax registration numbers for each
customer in the Accounts Receivable Customers form, but you
can change the tax group for the order on the Customer tab and
the customer tax class using the Taxes tab.
• The order contains taxable items or taxable miscellaneous
charges.
Item tax classes are set up in Inventory Control, but you can
change the
tax
classes
for
an
individual
detail
line.
You
can
also
change the setting for whether tax is included in or excluded
from the price of the item, if permitted by the tax authority.
• You specify the tax rates for the tax authorities and classes in Tax
Services.
Order Entry calculates sales tax using the rates defined for the
customer tax class and item tax classes for each authority that can
levy taxes on the customer.
Editing customertax information
You can change the customer’s tax class and you can enter or edit
the tax registration number, if necessary.
To change the tax group for the customer:
1. Click the Customer tab on the Order Entry form.
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2. Use the Finder for the Tax Group field to select a new tax group.
By default, Order Entry uses the tax group specified in the customer
record or ship‐to location in Accounts Receivable.
To change the tax class:
1. Click the Taxes tab on the Order Entry form.
2. Enter a different tax class, and enter a tax registration number if
one does not already appear.
If you change the tax class, click the Calculate Taxes button to show
the recalculated tax amount. If the Calculate Tax option is not
selected, click the Calculate Taxes button before moving to another
tab. (In either case, the tax amount will be recalculated when you
return to the Totals tab.)
You can also change the tax class for a detail line, if necessary. You
can change the setting to include or exclude tax in the detail price.
To edit taxes for an item or miscellaneous charge detail:
1. Clear the Calculate Taxes option on the Order tab, if necessary.
2. Select
the
item
or
miscellaneous
detail
to
edit.
3. Click the Item/Tax button to display the detail in the Items/Taxes
form, and then enter a new tax base and/or tax amount for each
tax authority.
4. Save your changes, and then close the Items/Taxes form.
Taxes for Contracts That Are Invoiced in Order Entry
Although Project and Job Costing allows tax groups to be specified
by project, if you are producing the invoice in Order Entry, the tax
group specified for the order applies to all contracts and projects
listed in the Order Entry document details.
If you require different tax groups for different contracts and
projects, they will have to be entered on separate orders.
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Note that this does not apply if the document is set for Project
Invoicing—the tax group of the project will be used to calculate the
tax because the invoice will be generated in Project and Job Costing.
Entering Optional Field Information
You can specify an unlimited number of optional fields for Orders
(header and detail), Miscellaneous Charges, Shipments (header and
detail), Invoices (header and detail), and Credit/Debit Notes (header
and detail). The Copy Orders function also supports optional fields
since it creates transactions.
Note: You must install the Sage Accpac Transaction Analysis
and Optional Fields Creator with Sage Accpac ERP if you
want to add optional fields.
Match O/E invoice
fields to A/R
invoices
If you set up optional fields in Order Entry that are the same as
optional fields in the Accounts Receivable Invoice Entry form, the
information in the Order Entry fields is sent to Accounts Receivable.
If you use security in Order Entry, you must assign users the
Transaction Optional Fields security resource if you want them to
add and delete optional field information in transaction entry forms.
For instructions about assigning optional fields to Order Entry, see
“Assign Optional Fields” in Chapter 3 of the Order Entry Getting
Started guide. For instructions on adding optional fields to
transactions, see “Adding Optional Fields,” in Chapter 3 of this
guide.
Entering Sales Split Information
The salespersons assigned to the customer account in Accounts
Receivable appear by default when you enter an order in the Order
Entry form. The first salesperson in the list is the primary
salesperson. (A number of reports list only the primary salesperson,
while others allow you to sort information by primary salesperson.)
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Order Entry uses the sales split information to calculate commissions
and to assign responsibility for orders and invoices.
You can assign the order to up to five salespeople on the Sales Split
tab. You can also change the percentage of the transaction total that
is allocated to each salesperson on an order. The Percent Split
column must total 100.
Entering Exchange Rate Information
Multicurrency
ordersIf you use multicurrency accounting, Order Entry displays the
exchange rate information on the Rates tab of the Order Entry form.
By default, Order Entry uses the order date on the Order tab as the Order Rate Date on the Rates tab. If you change the rate date, Order
Entry checks the rate tables for a date match, and updates the rate if
necessary. (See the System Manager User Guide for more information
on how Sage Accpac ERP selects exchange rates.)
If you are entering a shipment, the shipment date from the Shipment
tab appears as the default Shipment Rate Date. If you are entering an
invoice, the invoice date from the Invoice tab appears as the default
Invoice Rate Date. You can override the displayed exchange rates.
Entering Prepayments
You can enter as many prepayments as you wish to active orders,
future orders, and shipments.
Prepayments that you enter with orders and shipments are applied
to invoices when you post invoices for the orders or shipments in
Accounts Receivable. (Accounts Receivable uses the order numbers
and shipment numbers to match prepayments to invoices.)
Total prepayments You can see the total prepayment amount on the Totals tab on the
Order Entry form, Shipment Entry form, and on the Invoice Entry
form. You can print prepayment details on the order, shipment, and
invoice transaction lists and on the Invoice Posting Journal.
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Note: The Shipment Entry and Invoice Entry Totals tabs
show prepayments for all orders and shipments associated
with the document details. As a result, you may see
prepayments that
exceed
the
invoice
amount,
even
though
the customer has a balance owing.
Once you enter and post a prepayment, you cannot change it in
Order Entry. If you need to change the amount of the prepayment
(or other information), you must adjust the receipt in Accounts
Receivable.
Prepayments are
added to A/R
receipt batches
When you enter a prepayment, you choose an existing Accounts
Receivable receipt batch, or you create a new receipt batch to include
the prepayment. If you choose an existing batch, Order Entry checks
the batch status. If the batch is not available to post to (for example,
if it has been deleted or posted), Order Entry displays an error
message.
If you create a new batch, Accounts Receivable assigns the batch
number. You enter the description, date, and bank code.
Multicurrency
prepaymentsIf you use multicurrency accounting, you also select the currency of
the prepayment.
Information
entered with
prepayments
The prepayment information you enter is as follows:
• Payment code (use the Finder to display the payment types that
you set up in Accounts Receivable).
• Credit card information if the payment code matches a credit
card type.
Click the Credit Card button to specify the card type, card
number, cardholder
name,
expiration
date,
and
authorization
code. Credit card information is encrypted in the Sage Accpac
database, and you can assign security to the credit card
information form.
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Order Entry stores the credit card information for the payment,
but it does not process the transaction with the credit card
company. You must do that separately.
Check/receiptnumber
• Check or receipt number.
If you do not enter a check or receipt number, Order Entry
assigns one when you save the prepayment, using the following
format: Accounts Receivable batch number – entry number.
• Receipt date (if it is not the batch date) and amount.
Multicurrency
ledgers• Rate type and exchange rate (if the prepayment is not in the
company’s functional currency, and the exchange is not between
two EMU member currencies).
• If you select another batch with a different currency after saving
the prepayment, the program clears the receipt amount. You
must re‐enter the information.
The prepayment total is included in the credit limit check for the
customer, but it does not reduce the amount of the next invoice you
create. You can see the total order and shipment prepayments to
date on the Totals tab.
Note: A prepayment that you enter on the invoice reduces
the amount of the invoice immediately.
Verifying Order Totals
Before posting an order, you can choose the Totals tab to verify order
totals, to enter comments and order discounts, and to check
prepayments, taxes, and total miscellaneous charges.
You can use the following fields on the Totals tab:
• Comments. Any comments that you want included on the
invoice.
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• Discount Miscellaneous Charges. Choose whether you want to
apply order discounts to miscellaneous charges. The program
then calculates the discount specified for the Less Order
Discount
field
to
include
miscellaneous
charges.
If you do not select the option, any order discount applies only
to the item subtotal.
• Less Order Discount. This is a discount for a volume purchase,
for example, and not an early payment discount.
If you enter a discount, it is calculated on all the items on the
order. If you discount miscellaneous charges as well, the
discount is also calculated on the miscellaneous charges.
You can enter a percentage discount or a fixed amount.
The order discount is in addition to item discounts and customer
discounts and early‐payment terms specified on the Customer
tab. It does not affect discounts which have already been
applied.
• Less Shipment Discount. Like the Order Entry Totals tab, the
Totals tab on the Shipment Entry form lets you enter a discount
percentage or amount.
• Less Invoice Discount. The Totals tab on the Invoice Entry form
also lets you enter a discount percentage or amount.
Number of Labels • Number of Labels. Specify the number of shipping labels that
you want to print for the order.
When you print shipping labels, you can print the number of
labels specified for each order. To print shipping labels for
printed
order
confirmations,
refer
to
the
steps
described
on
page
2‐69.
• Create Invoice. This option appears on the Shipment Entry
form and if you are shipping goods or posting a miscellaneous
charge with the order.
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When you select the option, additional fields appear on the
Totals tab, letting you enter an invoice number and an invoice
date.
• Shipment Number, Shipment Date, and Shipment Posting Date.
These fields appear if you are shipping items for the order. You
can enter a shipment number or let the program assign it
automatically. The program will use the order date for the
shipment date unless you change it.
The posting date is the date for the general ledger transactions
that arise from the shipment. It determines the fiscal period to
which G/L transactions are posted.
On a posted order, you can click the Drilldown button to view
all the details for the shipment.
• Invoice Number, Invoice Date, and Invoice Posting Date.
These fields appear if you are shipping items or posting charges
and chose the Create Invoice option.
The posting date is the date for the general ledger transactions
that arise from the shipment. It determines the fiscal period to
which G/L transactions are posted.
You can enter an invoice number or let the program assign it
automatically. The program will use the order date for the
invoice date unless you change it.
On a posted order or shipment, you can click the Drilldown
button to view the invoice details.
Information
displayed on the
Totals tab
The Totals tab also displays the following information:
• A summary of all items that could appear on an invoice:
− Order/Shipment/Invoice subtotal (depending on the type of
document).
− Less the amount of all discounts entered on the detail lines.
− Less the amount of the order.shipment/invoice discount.
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− Plus tax not included in the price of items or charges.
− Less total prepayments. (For more information, see
“Entering Prepayments,” earlier in this chapter.)
− Less any payment terms discounts.
− Outstanding order amount.
• Subtotal of all items ordered.
• Subtotal of all miscellaneous charges.
• Included tax on the order.
• Total tax on the order.
See “Calculating Sales Taxes and Editing Tax Information,”
earlier in this chapter.
• Estimated weight for the total order (using the unit weight for
items in Inventory Control).
The order weight uses the default weight unit of measure
selected in the Inventory Control Options form.
• Number of lines on the order.
Overriding the Order, Shipment, or Invoice Discount Percentage
If you override the amount calculated from a percentage, an asterisk
will appear beside the amount field to show that the discount
amount has been manually entered.
The discount amount will not change unless you re‐enter the
discount percentage.
For example, assume that a 33.3333% discount produces a discount
amount of 24,999.94.
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If you change the amount to 25,000:
• An asterisk will appear by the amount to show that the
calculation was overridden.
• If you add more item details to the order, the discount
percentage will be automatically recalculated for each detail, but
the discount amount will not be recalculated unless you re‐enter
the discount percentage.
Posting Orders
After you have finished entering all the order details, you can post
the order.
Credit limit
exceededIf the order will put the customer account over its credit limit, the
program displays a warning message and the following customer
information:
• Credit limit.
• Outstanding Accounts Receivable balance.
• Accounts Receivable pending balance (if you selected this credit
check option in the O/E Options form).
• Order Entry pending balance (if you selected this credit check
option in the O/E Options form).
• Other pending balances (if you selected this credit check option
in the O/E Options form).
• Current order amount.
•
Prepayment amount.
• Total outstanding balance.
• Amount by which the credit limit is exceeded.
• Last invoice amount and date.
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• Last payment amount and date.
Approving credit If you are using security, you or your supervisor must enter a user
ID that is authorized to approve credit before you can continue to
post the order.
If you are not authorized to override the credit limit, or if you want
to put the order on hold, select On Hold. If the order is on hold, you
can post the order but you cannot ship goods and produce an
invoice for it until you remove the on‐hold designation.
What posting does When you post an order in Order Entry:
• The quantity ordered and the quantity backordered are updated
for each item. (The quantity ordered appears as the Backordered
quantity if you select the Calculate Backorder Quantities option.)
• The quantity on sales order (in Inventory Control) is increased
for each item on the order. This is the quantity reserved for
posted items that have not yet been invoiced.
• You can print an order confirmation, shipment picking slip (if
you entered shipped quantities), and the invoice (if you created
an invoice) by selecting each of these reports on the Posting
Complete message box.
The message will also display the order number, along with the
shipment and invoice numbers if you created a shipment and an
invoice.
What posting does
not doPosting orders does not :
• Update item costs in Inventory Control unless you do item
costing with posting. (This is an Inventory Control option.)
• Update sales statistics.
• Create audit records or general ledger transactions unless you
create subledger batches during posting and do not create G/L
transactions manually using the Create Batch icon. (This also is
an Inventory Control option.)
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Day-end
completes the
processing
You must run Day End Processing in Inventory Control to perform
these tasks. See “Day End Processing,” later in this chapter.
Posting Quotes or Orders with Optional Fields
When a quote or an order is posted that contains optional fields, the
optional field information is posted with the transaction and can be
used when looking up quotes or orders and for sorting and selecting
them for inquiries and reports. Quotes and orders do not create
transactions in Inventory Control or Accounts Receivable, so the
optional field information stays in the Order Entry module.
Posting Job-Related Quotes and Orders
The order details for job‐related quotes update contract estimate
amounts when you post the quote in Order Entry.
When you change the order type to Active and post the order, Order
Entry changes the project status to Open for each project to which
you posted a detail.
Note: For quotes, the contract can have an Open status, but
the project status must be Estimate for each of the projects to
which detail lines apply.
Printing Quotes, Order Confirmations, Picking Slips, and Invoices
Order Entry lets you print quotes, order confirmations, picking slips,
and invoices before you ship an order.
Printing forms for a
single quote or
order when you
post
You can print the forms for a single quote or order immediately after
you post by choosing print options from the posting confirmation
form, or you can print batches of quotes, order confirmations, picking slips, and invoices later.
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Note: You can always print quotes and order confirmations
immediately after posting.
You
must
enter
shipped
quantities
on
an
order
to
a
shipment picking slip, and you must create an invoice for
shipped quantities to print an invoice.
You select the forms that you want to print from the Posting
Complete message box, which also displays the appropriate
quote number, order number, shipment number, and invoice
number.
Delivery method Order Entry also lets you send quotes, order confirmations, and
invoices to customers using the delivery method specified in the customer records, or using the currently set print destination.
(Customer delivery methods include mail, fax, e‐mail, contact’s fax,
or contact’s e‐mail.)
Printing quotes
laterWhen you print quotes using the Quotes form in the O/E Forms
folder, you can select the range of quotes that you want to include
and whether to reprint previously printed quotes. You can also print
kit or BOM components.
Printing orderconfirmations later
When you print order confirmations using the Order Confirmations form in the O/E Forms folder, you can select the range of orders that
you want to include and whether to reprint previously printed
confirmations.
You can also indicate whether shipping labels are required, whether
to print kit or BOM components, and whether to print on‐hold
orders.
Printing picking
slips later
When you print picking slips using the Picking Slips form in the O/E
Forms folder, you can select the range of shipment numbers or the range of order numbers to include, the range of locations to include,
whether to reprint previously printed picking slips, whether
shipping labels are required, and whether to print kit or BOM
components.
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Note: Order Entry selects the range of locations based on the
default location specified on the Order tab, even if the
particular goods on the picking slip are from another
location.
Printing invoices
laterWhen you print invoices using the Invoices form in the O/E Forms
folder, you can select the range of invoices that you want to include
and whether to reprint previously printed invoices, whether
shipping labels are required, whether to include backordered items,
and whether to print kit or BOM components.
Print status for orders Each order has a print status associated with it that indicates
whether an order confirmation has been printed or whether a
picking slip has been printed. Printing to any print destination
changes the order status to Printed.
Print statuses form a series, so the picking slip status implies that
order confirmations have already been printed (although you can
print order confirmations after picking slips).
The Order Action report can select orders according to whether
order confirmations or picking slips have been printed.
Order Confirmations
Order confirmation
definedAfter you post an order, you can print an order confirmation to send
to the customer, acknowledging and verifying the details of the
order. Order confirmations are optional, but, if you want to print a
confirmation, you must print it before you invoice the order.
If you have
already invoicedIf part of the order has been invoiced, you can print a confirmation
only for the outstanding portion.
Testing forms You can print test copies of order confirmations to check the alignment of the forms in your printer.
Developing forms Order Entry ships with three order confirmation forms that you may
be able to use or modify to match your requirements. You can also
create your own forms.
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E-mailing order
confirmationsOrder Entry also lets you e‐mail order confirmations and quotes to
customers for whom you have selected E‐mail, or Contact’s E‐mail,
as the Delivery Method in the customer record.
When you select Customer as the Delivery Method (and when e‐mail
is the method selected in the customer record), Order Entry lets you
select the Message ID for the message that will be sent with the
e‐mailed order confirmation or quote.
Shipping Labels
Order Entry lets you specify on the Totals tab the number of
shipping labels that you want printed for the order. Commonly,
users
specify
one
label,
which
they
use
to
send
out
the
order
confirmation, shipment, or invoice. (See “Printing Shipping Labels,”
later in this chapter.)
To print one label for each order confirmation, shipment, or
invoice you print:
1. On the Totals tab of the Order Entry form, specify 1 in the
Number Of Labels field.
2. When you print order confirmations, choose the Require
Shipping Labels option.
3. When you print labels, choose Print Only Labels Marked As
Required. Order Entry will print labels for orders within the
specified range for which you printed confirmations and for
which you chose Require Shipping Labels.
If you do not choose Print Only Labels Marked As Required,
Order Entry will print the number of labels marked on the Totals
tab for all orders in the order range.
Picking Slips
Picking slip defined Before you invoice an order, you can print a picking slip with the
order details for the warehouse or other location where your orders
are filled.
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You can print picking slips immediately after posting or you can
select Picking Slips from the O/E Forms folder to print picking slips,
and then:
• Select picking slips for a range of orders or shipments.
• Specify the order in which items are listed on each picking slip.
Order on picking
slipsOrders can be listed by:
• Picking Sequence.
An optional code defined and entered by
the user in the item record (in Inventory Control), to describe the
most efficient order in which to pick the item. Items are listed on
the picking slip in ascending order of picking sequence codes.
• Item Number. Items are listed on the picking slip in ascending
order of item numbers.
• Line Number. Items are listed on the picking slip in the order in
which you entered them and as they appeared on the Detail
grid.
Testing forms You can print test copies of picking slips to check the alignment of
the forms in your printer.
Developing formats Several picking slips come with Order Entry, allowing you to print
complete picking slips, or print picking slip information on
preprinted forms.
Deleting Orders
If you post an order in error, or one that you later decide not to fill,
you can delete the entire order using the Delete command. When
you delete an order, all of its details are removed. The order no
longer appears in the Finder list.
If you delete an order that has been filled, you can still review the
invoices and credit notes posted to it on the Sales History and
Transaction List reports.
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You can enter, fill, and delete an order before running Day End
Processing without losing crucial information. For example, you can
enter and post an order, ship all items, and post the invoice. You can
delete
the
order
immediately,
and
then
run
Day
End
Processing.
The
order will not appear on any reports, but the invoice will appear on
the Invoice List with all the item details, and the audit information
will appear on the Invoice Posting Journal.
Creating New Orders from Existing Orders
Copy Orders The Copy Orders form, available from the O/E Transactions folder,
lets you select an existing order, or a range of orders, on which to
base a new order.
The details from the existing orders, including the item numbers,
quantities ordered, pricing, and other information, appear as
defaults for the new order.
You can delete any details you do not require in the new order, and
you can change the price list, location, ship date, quantity ordered,
unit of measure, and unit price for any detail line.
Once you have selected and edited the details you want to use, you
simply click the Create button to create the new order. You can then
view, edit, and post the new order, as usual, using the Order Entry
form.
Processing Shipments
You use the Shipment Entry form, in the O/E Transactions folder, to:
•
Enter and
post
shipments.
• Add miscellaneous charges to existing orders before shipping.
(Order Entry lets you ship a miscellaneous charge on its own.)
• Enter prepayments for the shipment.
• Create an invoice automatically when you post a shipment.
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Note:
− You can skip the order process and enter items directly
on a shipment and automatically create the invoice.
− You can recall and edit a shipment until you invoice it or
until the order is fully shipped.
− You can enter and post shipment information on orders.
The Shipment Entry form also lets you drill down to an originating
order and drill down from a posted shipment to any invoice that
references the shipment.
Shipment entry is
like order entryThe information you enter for shipments is almost identical to the
information you enter for orders, with the following exceptions:
Shipment tab • You enter the actual shipment date in the Shipment Date field on
the Shipment tab. The shipment date is used to calculate the
average days between shipments on the Item Status report in
Inventory Control.
The default date is the session date.
Posting date • You enter a posting date on the Shipment tab. Day End
Processing (in Inventory Control) uses the posting date as the transaction date for the general ledger entries that it creates, and
this date also determines the fiscal period to which the
transaction is posted in the general ledger.
• You can ship one order at a time, or you can ship a number of
orders at once for a customer.
− To ship one order, you enter or select the order number in
the Order Number field.
− To record a shipment for several orders at once, you click
the Zoom button beside the From Multiple Orders field,
opening the Create Shipment From Orders form where you
select the orders you want to ship. You click the Ship button
on the Create Shipment From Orders form to ship the details
from the selected orders.
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Ship all items on
the order or part of
an order
• You can ship a whole order at once, or, if you allow partial
shipments for the customer (in Accounts Receivable), you can
ship part of the order.
To ship all the items for a selected order, you click the Ship All
button on the Order Entry form, or click the Ship button in the
Create Shipment From Orders form. When you choose Ship All,
the program fills in the following details from the order in the
detail‐entry grid:
− The full quantity ordered for each item detail in the Qty.
(Quantity) Shipped field.
− The extended price (total price) for each detail.
− An estimated weight for each item detail line.
− The quantities on backorder (set to zero).
Processing partial
shipmentsYou can change detail information, if necessary. For example, if
you cannot ship all item quantities on an order, you can record a
shipment that includes just the shipped quantities and all
miscellaneous charges.
You
can
record
another
shipment
when
you
are
ready
to
ship
the
remaining quantities, until each item on the order is completed.
• The Customer tab lets you enter price list, discount level, and
sales tax information for the invoice, as well as the invoice
payment terms.
• The Tax tab lets you change the customer tax class for individual
taxing authorities and enter tax amounts manually, if necessary.
• The Optional Fields tax lets you enter optional field information
that applies to the shipment document as a whole.
• The Sales Split tab lets you specify the salespeople responsible
for the order.
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• The Rates tab displays the exchange information used on the
original order (if you are shipping only one order), and it lets
you update exchange information for the shipment.
• The Totals tab lets you enter shipping discounts and specify
whether the discounts apply to miscellaneous charges.
The Totals tab also lets you choose to produce an invoice
automatically when you post the shipment. If you select the
option to produce an invoice, you can let the program assign the
invoice number automatically, or you can enter an invoice
number yourself, along with an invoice date and invoice posting
date (used to determine the fiscal period for the G/L transaction).
• Unlike order details, shipment details are not completed
individually. You complete a shipment by posting an invoice for
the entire shipment.
The completed status and the number of the invoice posted for
the shipment appear in the top‐right corner on the Shipment
Entry form.
Shipping Entire Orders
Order Entry provides a quick way to ship all the items on an order.
Choose the Ship All button on the Shipment Entry form to ship all
the outstanding quantities.
Shipping multiple
ordersIf you created the shipment from multiple orders, all the outstanding
quantities from the selected orders are added to the shipment when
you choose Ship in the Create Shipment From Orders form.
Complete lines by
entering “0” in the
B/O field
If you want to cancel a particular line, set the Quantity Backordered
to zero,
marking
the
line
as
complete.
Order
Entry
will
add
the
line
amount (the Quantity Ordered) to the Sales Lost field on the Sales
Statistics report.
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Allow Negative
Inventory Levels
option on or off
Note: If the Allow Negative Inventory Levels option is not
selected in Inventory Control, the program ships only those
quantities on hand in Inventory Control.
If Allow Negative Inventory Levels is selected, you are warned
when you ship items if this will result in negative inventory levels.
Creating Partial Shipments
You create a partial shipment when you ship only part of an order.
You can post as many partial shipments from a single order as you
require, until all the quantities are shipped.
When you post a partial shipment, all the miscellaneous charges
currently entered for the order (and not marked Completed) will be
posted.
When you partly ship an order, the program deducts the quantities
shipped from the quantities on order. The next time you recall the
order, the quantities on order will be the reduced amounts —
showing the quantities outstanding.
You
can
check
the
original
quantity
ordered
for
the
item
on
the
Order Entry form. The amount appears in the Original Order field
for the detail line.
You must allow
partial shipmentsNote that you can create partial shipments only for customers for
whom you have selected the Allow Partial Shipments option in
Accounts Receivable.
Verifying Shipment Totals
Use the Totals tab on the Shipment Entry form to verify the
following shipment totals:
• Subtotals of all items and miscellaneous charges that are being
shipped.
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• Total amount of all discounts applied to individual item and
miscellaneous charge details.
• Net amount and the total amount of the shipment.
• Total amounts of excluded and included tax.
• Estimated weight for the total shipment (using the default
weight unit of measure for items in Inventory Control).
You can enter and edit item weights on the shipment detail lines.
• Number of detail lines on the shipment.
• The number of labels to print for the shipment.
• Whether you are creating an invoice for the shipment, and, if so,
the invoice date.
If item prices include taxes, Order Entry displays the included tax
amounts on the zoomed Item/Taxes form and includes the total tax
amounts on the Totals tab.
If you need to edit the customer’s tax classes, use the Taxes tab. To
edit payment terms, use the Customer tab. For instructions, see
“Calculating Sales Taxes and Editing Tax Information,” earlier in this chapter, and “Editing Payment Terms,” later in this chapter.
Information to enter You can enter the following information on the Totals tab:
• Whether the shipment discount also applies to miscellaneous
charges (in addition to invoiced items).
• Shipment discount percentage or fixed amount.
This is a discount for a volume purchase, for example, and not
an early payment discount. If you enter a discount, it is
calculated on all the items on the shipment. If you discount
miscellaneous charges as well, the discount calculation will also
include the miscellaneous charges.
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When you enter a percentage, Order Entry calculates a discount
amount, which you can override. If you change the amount, an
asterisk appears to show that the calculation was overridden.
• Number of shipping labels.
This number controls the number of labels you can print when
you print labels for a range of shipments. For example, if you
need five labels to ship the items, specify “5” in this field.
See “Printing Shipping Labels,” later in this chapter.
• Invoice number and invoice date if you are creating an invoice
for the shipment.
You can let the program assign the invoice number
automatically, or you can enter an invoice number yourself.
Posting Shipments
When you post a shipment in Order Entry, the program:
• Updates the quantities on hand (in Inventory Control) for the
shipped items. It also updates the item costs the next time you
run Day End Processing or at posting, depending on the options you selected in Inventory Control.
• Changes the status of a line item on an order to Completed if the
ordered quantity has been fully shipped or it has been partially
shipped and you have set the backorder quantity to zero. (See
the next section, “Completing Orders,” for more information.)
• Updates the quantity ordered, quantity shipped to date, and
quantity backordered for the order on the Order Entry form and
on the Order List. Order Entry calculates backordered quantity
only if you use the Calculate Backorder Quantities option.
• Creates an invoice for the shipment, if you selected the Create
Invoice option on the Totals tab of the Shipment form. You can
then print the invoice immediately after posting the shipment.
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If you use automatic numbering, the program assigns the invoice
prefix and next number shown on the Options form.
Posting Job-Related Shipments
Order Entry lets you create job‐related orders in Order Entry and
manage the billing and invoicing in the Project and Job Costing
module by using the Project Invoicing option.
If you are using project invoicing, posting the shipment in Order
Entry completes the transactions for O/E. The transaction is sent to
Project and Job Costing, for it to calculate the extended billing
amount and the cost portion of the order.
You can then process the billings for the transaction:
• By using Project and Job Costing’s Create Billing Worksheet
when the project status is set to Completed.
Or
• By manually entering an invoice in Accounts Receivable.
(Accounts Receivable lets you bill customers for completed
projects when the projects status is set to open.)
If you choose project invoicing, you cannot invoice an order or
shipment in the Order Entry module.
Note: You cannot post credit notes for job‐related, project
invoicing documents. Because of this, Order Entry lets you
enter negative shipments for these job‐related orders.
Completing Orders
An order is complete when the Completed status for each line on the
order is Yes.
Fully shipped If an ordered item is fully shipped, the program sets the Completed
status of the line to Yes during posting.
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Partially shipped If an item is partially shipped and you cancel the unshipped portion
by changing the backordered quantity to zero, the program sets the
Completed status of the line to Yes during posting.
The unshipped quantity will be listed as lost sales in the Sales
Statistics form and on the Sales Statistics report after the order is
processed by Day End Processing.
Note that Order Entry will partially ship items only for customers
for whom partial shipments are allowed in Accounts Receivable.
Unshipped If you want to complete an item detail line and you have not shipped
any of the units ordered for the item detail, you must:
• Set the backordered quantity to zero.
And,
• Change the Completed status of the line to Yes before posting
the order.
The Sales Statistics report will list the unshipped quantity as lost
sales after the order is processed by Day End Processing.
If the order consists of just one line and no shipment is made, you
should simply delete the order before posting. You do not need to
change the backordered amount or Completed status.
Completion date Day End Processing assigns a completion date to completed orders.
The completion date is the session date when you run Day End
Processing in Inventory Control.
Clearing methods Completed orders are cleared from the system using one of two
methods:
• If you did not select the Keep Transaction History option, Day End Processing automatically removes all orders that have been
completed since you last performed day‐end processing.
• If you selected the Keep Transaction History option, you use the
Clear History form to clear all orders with a completion date
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through the date you specify. For example, you can specify that
all transactions through September 30, 2010, should be cleared.
Until deletion, you can use the completed data to answer
customer inquiries and to review repeat orders.
Adding new details
to completed
orders
You can add new detail lines to any completed orders that have not
been cleared. If you add new lines, the order is no longer complete,
and Order Entry resets the order status.
Processing Invoices
You can create invoices for shipments when you post shipments (or
when you post orders with shipped quantities), or you can use the
Invoice Entry form to enter invoices at a later time.
Invoicing from the
Order or Shipment
Entry form
To create an invoice when you post an order or shipment, you select
the Create Invoice option on the first tab or on the Totals tab of the
Order Entry or Shipment Entry form. Order Entry automatically
assigns the invoice number, using the invoice prefix and next
number shown on the Options form, unless you enter a number
manually in
the
Invoice
Number
field
on
the
Totals
tab.
If you do not invoice a shipment when you post it, you use the
Invoice Entry form to create an invoice for an existing shipment or
for a number of shipments to the same customer.
Misc. charges You can add miscellaneous charges to an invoice, and you can create
an invoice just for a miscellaneous charge (by creating a shipment,
adding the miscellaneous charge, and then invoicing it).
Entering Invoices
Invoice Entry
resembles Order
Entry and
Shipment Entry
forms
The Invoice Entry form closely resembles the Order Entry and
Shipment Entry forms, and includes most of the same information.
This section outlines the differences between the Invoice Entry form
and the Order Entry form.
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Note the following points about the information that is included on
invoices:
Posting date • You enter a posting date on the Invoice tab. Day End Processing
(in Inventory Control) uses the posting date as the transaction
date for the general ledger entries that it creates, and this date
also determines the fiscal period to which the transactions are
posted in the general ledger. The invoice date and the posting
date also appear on invoice transactions in Accounts Receivable.
• You can enter only one prepayment with an invoice.
The amount of the prepayment is included in the credit limit
check for the customer, and it immediately reduces the amount
due on the invoice you print from Order Entry.
• You can invoice several shipments at once using the From
Multiple Shipments field, the same way you use the From
Multiple Orders field to ship several orders at one time.
• An invoice contains the billing information only for the part of
an order that is shipped and for miscellaneous expenses.
Note: You cannot delete detail lines from the invoice, and
you cannot add new detail lines.
However, you can choose when you print invoices whether
to show backordered items on the printed invoices, or only
show the items that are being invoiced.
The invoice details include all the items and miscellaneous
charges entered on the shipment, or shipments, selected for
invoicing. If necessary, you can insert detail lines to add
miscellaneous charges
to
the
invoice.
• For each item detail, you can change the quantity being invoiced,
and you can edit the unit price, extended price, discount
percentage/amount, item tax class (on the popup form), unit
weight, extended weight, serial numbers, instructions or
comments, the ship via information, and optional fields.
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By default, Order Entry enters the shipment amount in the
quantity invoiced field.
• You can also change the customer tax group, add optional fields,
change the salesperson split, enter comments, and enter a
discount for the invoice as a whole.
• You can edit the payment terms on the Customer tab— payment
schedules, due dates, and discount dates only on invoices.
(Although you enter the payment terms on orders, you cannot
enter the dates for the payment terms until you create the
invoice.)
Online Help For information on any of the fields while using the Invoice Entry
form, press F1, and then click the Field List button at the top of the
online Help window that appears.
Verifying Invoice Totals
Use the Totals tab on the Invoice Entry form to verify the following
invoice totals.
•
Number of
detail
lines
on
the
invoice.
• Subtotals of all items and miscellaneous charges that are being
invoiced.
• Total amount of all discounts applied to individual item and
miscellaneous charge details.
• Amount due, which is calculated as the:
Invoice subtotal (shipped items + misc. charges)
- Detail discount- Invoice discount
+ Tax (if it is not included in item prices or charges)
- Prepayment (for this invoice)
- Terms discount available
= Amount due
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If you entered a prepayment with the invoice, the amount of the
prepayment reduces the amount due on the invoice.
If you previously entered one or more prepayments with the
order, however, the prepayments are applied to the invoice
when you post the invoice in Accounts Receivable. See the
section “Entering Prepayments,” earlier in this chapter.
• If item prices include taxes, Order Entry displays the included
tax amounts on the right side of the form. Included tax will not
affect the calculation of the invoice amount due.
• Estimated weight for the invoiced items (using the default
weight unit of measure specified in Inventory Control’s Options
form).
If you need to edit the customer’s tax classes, use the Taxes tab. To
edit payment terms, use the Customer tab. For instructions, see
“Calculating Sales Taxes and Editing Tax Information,” earlier in this
chapter, and “Editing Payment Terms,” later in this chapter.
Information to enter You can enter the following information on the Totals tab:
• A comment.
• Whether invoice discounts also apply to miscellaneous charges
(in addition to invoice items).
• Invoice discount percentage or fixed amount.
This is a discount for a volume purchase, for example, and not
an early payment discount. If you enter a discount, it is prorated
to all the items on the invoice. If you discount miscellaneous
charges as well, the discount is also prorated to the
miscellaneous
charges.
When you enter a percentage, Order Entry calculates a discount
amount, which you can override. If you change the amount, an
asterisk will appear by the amount to show that the discount
calculation was overridden.
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• Number of shipping labels for the invoice.
This number controls the number of labels you can print when
you print shipping labels for a range of invoices. For example, if
you need five labels to ship the invoiced items, specify “5” in
this field.
See “Printing Shipping Labels,” later in this chapter.
Editing Payment Terms
Payment terms can be as simple as a due date and a discount date
and rate, or they can include payment schedules to allow for several
installment payments.
All
payment
terms
are
defined
in
Accounts
Receivable, but you can change the terms on the Customer tab of the
Invoice Entry form before you post the invoice.
For detailed information about using terms codes, see the Accounts
Receivable User Guide.
Posting Invoices
Creating and
posting A/R invoicebatches
Posting an invoice in Order Entry may not immediately update
accounting or statistical information.
Order Entry creates invoices for Accounts Receivable when you
create subledger transactions in Inventory Control — during posting
or during Day End Processing.
You can choose in O/E Options whether to post batches of A/R
transactions to Accounts Receivable automatically (during posting or
during Day End Processing) or whether you want to post them using
the Create Batch icon in Order Entry. You can also post the invoice
batches in Accounts Receivable using A/R’s Post Batches form.
You must run Day End Processing in Inventory Control to update
Order Entry sales statistics, sales commissions, and audit
information.
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Printing Invoices
After posting an
invoiceYou can print an invoice directly after posting it, or you can print a
range of posted invoices using the Invoices form in the O/E Forms
folder.
Printing invoices from the Invoice Entry form is useful when you
want to produce an invoice quickly if, for example, you want to
hand it to a customer who is in your office.
When posting is complete, the program asks whether or not you
want to print the invoice. If you choose Yes, Order Entry displays the
Invoices form. If you choose No, Order Entry once again displays the
first tab of the Invoice Entry form to let you enter another invoice.
Deleting invoices You cannot delete invoice information from Order Entry until you
have printed the invoice. You can reprint invoices at any time before
the information is deleted with the Clear History form (or by Day
End Processing, if you do not keep history).
To print a range of posted invoices, choose the Invoices form from
the O/E Forms folder.
When printing, you can:
• Print to the current print destination or use the delivery method
specified in the customer records. (Customer delivery methods
include mail, fax, e‐mail, contact’s fax, or contact’s e‐mail.)
• Limit printing to those invoices that were not previously printed.
• Reprint invoices as many times as you need to get the clear
copies you want to send to the customer or file in your records.
• Indicate whether the invoices require shipping labels.
The Require Shipping Labels option lets you print shipping
labels only for those invoices that you printed with the option
selected. (The Shipping Labels form has an option to print labels
only for those invoices marked as required.) See the next section,
“Printing Shipping Labels.”
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• Indicate if you want backordered items listed on the invoice. If
you do not choose backordered items, the invoices will only list
items that are being invoiced.
• Print the component items for kits or items assembled from bills
of material.
Testing forms You can print test copies of invoices to check the alignment of the
forms in your printer.
Developing formats You may be able to use the sample forms included with Order Entry
or modify them to match your requirements. You can also create
your own invoice forms to use with Order Entry. (You use Crystal
Reports from Business Objects to modify existing Order Entry
forms.)
E-mailing Invoices Order Entry also lets you e‐mail invoices to customers for whom you
have selected E‐mail or Customer’s E‐mail as the Delivery Method in
the customer record in Accounts Receivable.
When you select Customer as the Delivery Method on the Invoices
form, you can select the Message ID for the message you want to
send with the e‐mailed invoice.
Printing Shipping Labels
Shipping label
definedShipping labels contain the customer’s shipping address and are
attached to packages in a shipment.
Follow these steps to print labels for orders, shipments, and invoices:
Number Of Labels
field1. Enter an order, a shipment, or an invoice in the appropriate
transaction entry form, specifying on the Totals tab how many
labels
to
print.
Choose “Require
Labels”2. Print an order confirmation, picking slip, or an invoice, and
specify whether to print labels only for the confirmations,
picking slips, or invoices you are printing (by choosing the
Require Shipping Labels option on the print form).
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3. Print labels using the Shipping Labels form from the O/E Forms
folder, specifying:
• The range of order, shipment, or invoice numbers for which
to print labels.
Include Labels
Already Printed• Whether or not to reprint labels that you printed before for
the selected orders, shipments, or invoices. You may need to
reprint labels if they were not printed successfully the first
time, or if you need more labels than you expected when
you posted the order, shipment, or invoice.
Print Only Labels
Marked Required• Whether to limit printing to orders, shipments, and invoices
marked as requiring labels when order confirmations,
picking slips, and invoices were printed.
If you do not select this option, labels are printed for all the
orders, shipments, or invoices in the range for which a
number of labels was specified prior to posting.
Testing forms You can print test copies of shipping labels to check the alignment of
the forms in your printer.
Developing formats You may be able to use the sample labels included with Order Entry
or modify them to meet your requirements. (Use Crystal Reports from Business Objects to modify existing labels.)
Processing Credit Notes and Debit Notes
This section provides an overview of the information you need to
enter for credit notes and debit notes in the Credit/Debit Note Entry
form.
You enter credit notes and debit notes to adjust a customer’s account
for returned merchandise, damaged items, or price reductions, to
correct an error on an invoice, or to post a debit or a credit for a
miscellaneous charge.
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All Order Entry
credit and debit
notes affect sales
All credit notes and debit notes affect sales amounts. If you do not
want to affect any Order Entry or Inventory Control amounts or
statistics, enter the credit note or debit note in Accounts Receivable.
Multicurrencyrealized
gains or
losses
If the exchange rate for the credit note or debit note is different from
the rate on the invoice, you will realize an exchange gain or loss on
the transaction.
For detailed instructions on entering credit notes and debit notes, see
Chapter 5, “Processing Credit Notes and Debit Notes,” in this guide.
Entering an Invoice Number
You can
enter
a credit
note
or
a debit
note
for
an
existing
invoice,
one
that no longer exists in Order Entry, or one that never existed in
Order Entry.
Existing invoice
numberIf you issue a credit note or a debit note for an existing Order Entry
invoice, all the details of the invoice are displayed when you enter
the invoice number.
Using the Accounts
Receivable invoice
number
If you want to credit or debit an invoice that was deleted from Order
Entry but still exists in Accounts Receivable, you must enter the
original invoice number to ensure that the credit or debit is properly
posted in Accounts Receivable.
Non-existent
invoice numberThe ability to enter a non‐existent invoice number addresses
situations where invoices have not yet been issued or have been
deleted by Day End Processing. If you enter an invoice number that
does not currently exist in Order Entry, the program provides
default entries from the order entry template.
Note: If the invoice number does not exist in Order Entry,
the program displays unit costs for items based on the items’
costing method.
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Completing Credit Notes and Debit Notes
Crediting an entire
invoiceWhen you enter an existing invoice number, the program displays
all detail lines from the invoice so you can choose what you want to
credit or debit.
If you select credit note as the document type, the program displays
all item lines with the default credit type (items returned to
inventory). If you select debit note as the document type, the
program displays all item lines with the default debit type (items
removed from inventory).
If you want to credit or debit the entire invoice, select Credit Note or
Debit Note, and choose the Post button to post the credit note or
debit note.
If you do not want to credit the entire invoice, you can:
• Delete lines that are not affected by the credit note or debit note.
• Add new detail lines to the credit note or debit note.
• Change the quantities or amounts on lines that you want to be
credited or debited.
Enter credit/debit
note informationUse the Credit Note or Debit Note tab to verify or change the
following header information:
• Credit note number or debit note number.
If you use automatic numbering, the program assigns the credit
note prefix and next number, or debit note prefix and next
number, shown on the Options form.
• Document type — either credit note or debit note.
• Invoice number and purchase order number.
• Actual return date for a credit note or actual ship date for a debit
note.
• Credit or debit note date, if it is not today’s date.
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Posting date • Posting date for the general ledger entries arising from the credit
or debit note. This date also determines the fiscal period to
which the transaction is posted in the general ledger.
• The inventory location where goods are being returned.
• Job‐related option — cannot be changed if you are referencing
an existing invoice.
Note: You cannot post a credit note for job‐related, project
invoicing documents. Because of this, Order Entry lets you
enter negative shipments to provide credit note functionality
for job‐related project invoicing.
• Retainage option — available only if you are entering a job‐
related credit/debit note and have selected the Retainage
Accounting option in your Accounts Receivable system.
• A description and a reference.
Credit/debit type For each detail line to be credited (or debited) on the invoice, you
select the credit (or debit) type:
• Items returned to inventory (for a credit note) or items removed
from inventory (for a debit note).
• Damaged items. (Items are not returned to inventory.)
• Price adjustment (increase or decrease).
Each of these types is described below.
Delete lines which
you are not
crediting
You can delete lines you do not want to credit or debit, and add
detail lines for items or miscellaneous charges to the invoice being
credited or
debited.
Items Returned to Inventory / Items Removed from Inventory
Items Returned To Inventory is the default credit type. Items
Removed From Inventory is the default debit type. If you use one of
these types for a detail line, you can enter the number of items
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returned or removed in the Quantity field. The program calculates
the extended amount (quantity multiplied by price), or you can just
edit the value in the Extended Amount field.
If you select an existing invoice number, the displayed cost is the
cost of the sold item. If the invoice number is blank or does not
match an existing invoice, the program displays a unit cost for the
item based on the item’s costing method.
The costing method is one of the following:
• Most recent cost.
• Standard cost.
• Average cost — for average, LIFO, and FIFO costing methods.
You cannot edit information from previous orders and shipments,
but you can edit information for the credited or debited items, such
as the price, weight, quantities, serial numbers, comments, ship via,
or optional fields.
When you post the transaction or run Day End Processing
(depending on your options in Inventory Control), the program
updates
quantities
on
hand
with
items
returned
to
inventory.
Damaged Items
If you select this type for a detail line, enter the number of damaged
items in the Quantity field.
Damaged items do not change the quantities on hand and costs in
Inventory Control. Order Entry adjusts only the sales transaction (by
debiting the damaged goods account and crediting the receivables
account).
Price Adjustment
If you select this type for a detail line, enter the amount of the
adjustment in the Price/Adjustment field. The program multiplies
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the adjustment by the quantity to determine the adjustment for the
detail line, which is displayed in the Extended Amount field.
Verifying Credit Note and Debit Note Totals
When you have entered all the credit note or debit note details, enter
the following information on the Totals tab.
Totals tab • Comments.
• Whether miscellaneous charges were discounted on the invoice,
in addition to items.
• Discount percentage or fixed amount for the credit note or debit
note.
This is the discount from the invoice that has to be subtracted
from the amount of the note. The amount you enter is prorated
to all the items on the note. If you discounted miscellaneous
charges as well, the discount is also prorated to the
miscellaneous charges.
When you enter a percentage, Order Entry calculates a discount
amount,
which
you
can
override.
If
you
change
the
amount,
an
asterisk will appear by the amount to show that the discount
calculation was overridden.
The program displays the following information:
• Number of detail lines on the credit note or debit note.
• Subtotal of all items and miscellaneous charges on the note.
• Total amount of all discounts applied to individual item and
miscellaneous charge
details.
• Total amounts of excluded and included tax.
If item prices include tax, the amount of the included tax is
displayed on the right side of the form. It does not affect the
calculation of the credit note or debit note amount.
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If necessary, you can edit the customer’s tax classes on the Taxes
tab.
• Credit note or debit note amount, which is calculated as:
Credit/Debit note subtotal (shipped items + misc. charges)
- Discounts entered for detail lines
- Discount for the whole credit/debit note
+ Tax (if it is not included in item prices)
= Credit/Debit note amount
• Estimated weight for all items on the note (using the default
weight unit of measure set in Inventory Control’s Options form).
Posting Credit Notes and Debit Notes
Order Entry assigns the credit note or debit note number during
posting, using the prefix and starting number you entered on the
Documents tab on the Order Entry Options form.
Items returned to
inventoryWhen you post a credit note or a debit note for items returned to or
removed from inventory, the quantities on hand in Inventory
Control are immediately adjusted:
• If you entered a credit note, Inventory Control quantities are
increased.
• If you entered a debit note, Inventory Control quantities are
decreased.
Day End Processing Depending on your processing options in Inventory Control, sales
statistics, the quantity sold, sales amount, invoice amount, and item
cost of sales are adjusted when you run Day End Processing in
Inventory Control.
The
number
of
returns
and
the
returned
amount
(or the number and amount for items removed) are updated if you
keep sales history.
When you post a credit note for an item that had serial numbers
assigned to it when invoiced, the returned numbers are reported on
the Serial Numbers List in Inventory Control.
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Processing Credit Notes and Debit Notes
User Guide 2–77
Damaged items If you post a note for damaged items, there is no effect on the
quantity on hand or on costs. The amount is posted to the damaged
goods account you specified for the item in Inventory Control.
Damaged items update sales statistics and history after Day End
Processing, just as items do when they are returned to inventory.
Price adjustments If you post a price adjustment, there is no effect on the quantity on
hand or on costs.
The item sales and invoice amounts are adjusted when you post or
run Day End Processing, but the number of returns and the returned
amounts (or the number and amount for items removed) are not.
Sales commissions If your salespersons earn commissions, credit notes and debit notes posted against invoices reduce or increase the commission earned
accordingly. The recalculation of commissions is done during Day
End Processing.
Printing Credit Notes and Debit Notes
Order Entry does not let you delete credit note and debit note
information until you have printed the credit notes and debit notes.
In addition,
you
can
reprint
credit
notes
and
debit
notes
any
time
before they are cleared from Order Entry using the Clear History
form.
You can print credit notes or debit notes from the Credit/Debit Note
Entry form immediately after posting, or you can use the
Credit/Debit Notes form in the O/E Forms folder to print them.
When printing from the Credit/Debit Notes print form, you can:
Testing forms • Print
test
copies
of
the
notes
to
check
the
alignment
of
your
forms in your printer.
• Print to the current print destination or use the delivery method
specified in the customer records. (Customer delivery methods
include mail, fax, e‐mail, contact’s fax, or contact’s e‐mail.)
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Day End Processing
2–78 Sage Accpac Order Entry
E-mailing credit
notesOrder Entry lets you e‐mail debit notes and credit notes to
customers for whom you have selected E‐mail or Customer’s
E‐mail as the Delivery Method in the customer record.
• Limit printing to those notes that were not previously printed.
• Reprint notes as many times as you need to get the clear, correct
copies you want to send to the customer or file in your records.
• Print the component items for kits or items assembled from bills
of material.
Developing formats You may be able to use the sample forms included with Order Entry
or modify them to match your requirements. You can also create
your own forms to use with Order Entry. (You use Crystal Reports from Business Objects to modify existing Order Entry forms.)
When you select Customer as the Delivery Method on the
Credit/Debit Note form, you can select the Message ID for the
message you want to send with the e‐mailed debit note or credit
note.
Day End Processing
When you post Order Entry transactions, the program immediately
updates item quantities in Inventory Control and adds any
prepayment you enter to an Accounts Receivable receipt batch.
If you selected the Inventory Control option to cost items on posting,
posting shipments also updates item costs, and if you selected the
Inventory Control option to create subledger transactions during
posting, Inventory Control may also create transactions for the
general ledger
when
you
post
shipments.
You must run Day End Processing in Inventory Control, however, to
completely update your Order Entry, Inventory Control, and
Accounts Receivable data.
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Day End Processing
User Guide 2–79
Each time you run Day End Processing, the program processes all
the transactions that you posted since the last time you ran Day End
Processing. You should run Day End Processing as part of your daily
routine,
to
keep
your
audit
trail
and
reports
up
to
date.
You
can
run
Day End Processing as many times a day as you want.
WARNING The time it takes to complete day‐end processing
varies according to your computer and the number of
transactions you entered since the last time you ran Day End
Processing. We recommend that you run Day End
Processing when you do not need to use your computer for
other tasks. You might find it best to run it overnight.
Tasks Performed by Day End Processing
What does day-
end processing
do?
Day End Processing performs the following tasks:
• Activates and posts future orders that have reached their order
date; the quantities on sales order are updated.
When Day End Processing is complete, you can print order
confirmations and picking slips, enter shipments, and issue
invoices for these orders.
Activating future
ordersTip. If you usually run Day End Processing at the end of the
work day, future orders set to be activated on a certain day
will not become active until the end of the day. To be sure a
future order is ready to be processed on the correct date,
assign a date earlier than the desired date for the order.
• Removes quotes with expiration dates up to and including the
session date
for
day
‐end
processing,
unless
you
have
used
the
quotes in orders.
• If you cost items during day‐end processing, calculates the unit
cost for each item on a shipment using the item’s costing
method. For more information, see Chapter 2, “What You Need
to Know Before Using Inventory Control,” in the Inventory
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Day End Processing
2–80 Sage Accpac Order Entry
Control User Guide. The unit costs calculated are the default unit
costs for credit notes entered against the invoices.
• If you chose the option to create entries during day‐end
processing, creates general ledger entries for posted shipments.
• Updates Inventory Control with costing information for:
− LIFO‐ and FIFO‐costed items.
− The costs of items returned.
• Updates statistics and history in both Order Entry and Inventory
Control.
• Updates sales commissions, if you track commissions and you
entered salesperson commission rates in Accounts Receivable or
with the commissionable item categories in Inventory Control.
Batch created in
Accounts
Receivable
• Creates a batch of Accounts Receivable summary invoices and
credit notes and debit notes from posted Order Entry
transactions, using the next available Accounts Receivable batch
number (unless you create transactions during posting).
For more information, see the next section, “Batches Created in
Accounts Receivable.”
• Creates the shipment, invoice, and credit/debit note posting
journals in Order Entry for the new day‐end sequence number.
These journals are the detailed records of the general ledger
entries that will be created for posted shipments and for the
batches you post in Accounts Receivable.
What to Do Before Running Day End Processing
Before running Day
End ProcessingTake the following steps before running Day End Processing:
• Enter and post all the transactions that you want to process at
day‐end.
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Batches Created in Accounts Receivable
User Guide 2–81
• Back up your Order Entry data. For information about making
backups, see the System Manager User Guide.
After running Day
End Processing
Before you post any transactions after running Day End Processing,
do the following:
• Print the posting journals in Order Entry for a record of the
general ledger entries created for invoices, credit notes, debit
notes, and shipments in Accounts Receivable.
• Print the G/L Transactions Listing report.
• Print any reports that you want for updating your records.
• Modify
options
on
the
Options
form,
as
needed.
Batches Created in Accounts Receivable
The Accounts Receivable batch of invoices, credit notes, and debit
notes created from posted Order Entry transactions contains
summary details only.
Batch creation
depends on I/Csettings
Order Entry creates A/R invoice transactions when you post Order
Entry transactions or when you run Day End Processing, depending
on the options you chose on the Costing tab of the Inventory Control
Options form.
Batch posting
depends on O/E
settings
Order Entry can automatically post the invoice batch in A/R during
posting or during Day End Processing, or you can manually post the
batch using the Create Batch form in Order Entry or using the Post
Batches form in Accounts Receivable.
Batch printing To print the batch, use the Accounts Receivable Invoice Batch Listing
form. The batch date is the posting date or the Day End Processing
date, the batch description is O/E Invoices/Credit Notes, the batch
type is Imported, the batch status is Ready To Post, and the detail
type is Summary.
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Journal Entries Generated by Posted Transactions
2–82 Sage Accpac Order Entry
Editing in Accounts
ReceivableIf you selected the Accounts Receivable option to Allow Edit Of
Imported Batches, you can open and edit the batch (other than
customer number, document type, and document number) before
you
post
it.
When you post the batch, Accounts Receivable makes sure there are
no duplicate invoice, credit note, or debit note numbers. If duplicate
numbers exist, they are placed in an error batch.
Add customers
before postingYou can add orders, shipments, invoices, credit notes, and debit
notes for customers before you add the customer records to
Accounts Receivable. Note, however, that you cannot post the
invoices in Accounts Receivable until you add the customers. When
you
add
these
customers,
make
sure
you
use
the
same
customer
number that you used on the Order Entry transaction.
Journal Entries Generated by Posted Transactions
This section describes the journal entries that are created for your
general ledger when you post the O/E invoice and receipt batches in
A/R, or when you post shipments in O/E.
You can view and print the G/L Transactions report for posted
invoices, debit notes, and credit notes in A/R.
You can view and print the G/L Transaction report for posted
shipments in O/E either before running Day End Processing in I/C,
or before using the Create G/L Batch icon in O/E (depending on the
O/E Integration option you selected).
The following diagram illustrates the interaction between Order
Entry, Accounts Receivable, and Inventory Control.
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Journal Entries Generated by Posted Transactions
User Guide 2–83
Order Entry
Accounts ReceivableInventory
Control
General
Ledger
InventoryControl
ShipmentClearing COGS Sales
A/RControl
X X X X X
InvoicesShipments
X
Shipments
OE-SH source code Shipments are assigned source code OE‐SH on the Order Entry G/L
Transactions report.
While posting a shipment immediately updates item quantities in
Inventory Control, costs are updated either during day end
processing or on posting, depending on the I/C option.
Example The following transaction is created by Order Entry and posted
directly to the general ledger to record a shipment.
General Ledger Account Debit Credit
Shipment Clearing X
Inventory Control X
If an item’s costing method is the standard or most recent method,
then the item’s cost variance account is debited or credited with the difference between the standard or most recent cost and the
weighted average cost of the items shipped.
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Journal Entries Generated by Posted Transactions
2–84 Sage Accpac Order Entry
Invoices
OE-IN source code Transactions arising from invoices are assigned source code OE‐IN
on the G/L Transactions report, and are created in General Ledger by
the Accounts Receivable module.
Invoice transactions debit the customer’s receivables control account
and the item’s cost of goods sold account, and credit the general
ledger shipment clearing account, the general ledger tax liability
accounts, and the item’s sales account.
Example The following example records an invoice transaction.
General Ledger Account Debit Credit
Receivables Control XCost of Goods Sold X
Shipment Clearing X
Tax Liability X
Sales X
If an itemʹs costing method is the standard method or the most
recent cost method, then the itemʹs cost variance account is debited
or credited with the difference between the standard or most recent
cost, and the weighted average cost of the items shipped.
If you decrease the quantity shipped on an invoice, Order Entry
creates an entry to adjust Inventory Control (either when you run
Day End Processing or when you use the Create G/L Entries icon), as
follows:
General Ledger Account Debit Credit
Inventory Control X
Shipment Clearing X
The source code that appears on the G/L Transactions report for this entry is OE‐IN.
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Journal Entries Generated by Posted Transactions
User Guide 2–85
Unconsolidated Details on A/R Invoices for Job-Related Order
Details and Order Details with Optional Fields
Order Entry creates detail lines differently in A/R invoices if you use
detail optional fields or use the Project and Job Costing module.
Without optional
fields or Project
and Job Costing
If you do not use optional fields in Order Entry invoice details and
in Accounts Receivable invoice details, and if you do not use Project
and Job Costing , the Order Entry program creates A/R invoices with
separate detail lines for sales, cost of goods sold, and shipment
clearing entries (as in earlier versions of Order Entry).
A/R details are
consolidatedAll A/R invoice details are consolidated by G/L account, so if you
use only one sales account, one cost of goods sold account, and one
clearing account, you will see only three lines on an invoice.
Sales Acct 4111 750.00
Cost of Goods sold Acct 5200 -500.00
Shipment Clearing Acct 5900 500.00
With optional fields
or Project and Job
Costing
If you use optional fields in Order Entry invoice details and in
Accounts Receivable invoice details, or if you use Project and Job
Costing , the Order Entry program now creates a single A/R invoice
detail
line
for
each
Order
Entry
invoice
detail
line.
Details are t
consolidatedEach A/R invoice detail includes the entries for the revenue,
inventory (shipment clearing), and cost of goods sold accounts, and
there will be as many invoice detail lines as there were on the
original O/E invoice.
Sales item 1 Acct 4111 250.00
Sales item 2 Acct 4111 250.00
Sales item 3 Acct 4111 250.00
Each of the unconsolidated A/R invoice lines will produce a G/L
entry with sales account, cost of goods sold account, and clearing
account details when posted in Accounts Receivable.
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Journal Entries Generated by Posted Transactions
2–86 Sage Accpac Order Entry
Entries for Kitting Items on A/R Invoices
As of Order Entry 5.5, A/R invoices created if you have Project and
Job Costing or if you added optional fields to invoice details will
show only one detail line for each kitting item listed on an invoice,
instead of showing one line for each component of each kitting item.
Order Entry handles the accounting for kitting items with the
following G/L entries.
Shipments When you ship kitting items, Order Entry creates G/L entries for
each of the components in the kitting item:
General Ledger Account Debit Credit
Shipment Clearing, comp. 1 X
Inventory Control X
Shipment Clearing, comp. 2 X
Inventory Control X
Invoices When you invoice a kitting item, Order Entry creates the following
G/L entries to back out the components for the master item from the
shipment clearing account:
General Ledger Account Debit Credit
Shipment Clearing, master item X
Shipment Clearing, comp. 1 X
Shipment Clearing, comp. 2 X
The source code that appears on the G/L Transactions report for the
shipment entry is OE‐SH. The source code that appears on the G/L
Transactions report for the invoice entry is OE‐IN.
Prepayments
AR-PI source code Prepayments are assigned source code AR‐PI on the G/L Transactions report.
Prepayments are added directly to Accounts Receivable receipt
batches when you post an order, shipment, or invoice with a
prepayment. Prepayments debit the general ledger prepayment
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Journal Entries Generated by Posted Transactions
User Guide 2–87
liability account and credit the customer’s receivables control
account.
Example The following example records a prepayment to an invoice.
General Ledger Account Debit Credit
Prepayment Liability X
Receivables Control X
Credit Notes and Debit Notes
OE-CN / OE-DN
source codeCredit notes are assigned source code OE‐CN and debit notes are
assigned OE‐DN on the G/L Transactions report.
If an item’s costing method is the standard or most recent cost
method, then the item’s cost variance account is debited or credited
with the difference between the standard or most recent cost and the
weighted average cost of the items shipped.
Order Entry uses the Credit/Debit Note Clearing account in the
Inventory Control account sets when you enter and post credit and
debit note entries.
Items returned to
inventory The
following
example
records
a
credit
note
transaction
for
items
returned to inventory.
General Ledger Account Debit Credit
Inventory Control X
Transaction
sent to G/L
Credit/Debit Note Clearing X
General Ledger Account Debit Credit
Sales Returns X
Credit/Debit Note Clearing X
Tax Liability XReceivables Control X
Transaction
sent to A/R
Cost of Goods Sold X
Damaged items The following example is a credit note for damaged items.
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Journal Entries Generated by Posted Transactions
2–88 Sage Accpac Order Entry
General Ledger Account Debit Credit
Damaged Goods X
Transaction
sent to G/L
Credit/Debit Note Clearing X
General Ledger Account Debit Credit
Sales Returns X
Credit/Debit Note Clearing X
Tax Liability X
Receivables Control X
Transaction
sent to A/R
Cost of Goods Sold X
* The Cr/Dr Note Clearing and the COGS entries will always
be zero for damaged goods.
This transaction will appear differently in the A/R Invoice form
depending on whether or not the transaction is job‐related or uses
optional fields.
• If the transaction is job‐related or uses optional fields, the invoice
will list a single detail line for the damaged goods account.
• If the transaction is not job‐related and does not use optional
fields, the invoice will list three lines—one for damaged goods,
one for cost of goods sold, and one for credit/debit note
clearing—but only the damaged goods line will have an amount.
Price adjustment The following is a credit note for a price adjustment that reduces the
invoice amount. The transaction is only to A/R.
General Ledger Account Debit Credit
Sales X
Tax Liability X
Receivables Control X
Debit notes generate opposite debit and credit entries.
Job-Related Transaction Entries
Job‐related transactions can take two separate paths. You can invoice
orders through Project and Job Costing (by choosing the Project
Invoicing option) or you can create invoices in Order Entry.
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Journal Entries Generated by Posted Transactions
User Guide 2–89
Shipping and Invoicing in Order Entry
The following example shows the shipping and invoicing
transactions for an order with one item and one miscellaneous
charge.
The miscellaneous charge is considered internal, because itʹs a
handling charge and one of your employees is packaging the
shipment. You can enter both the revenue and cost for the
miscellaneous charge or only the revenue.
Usually, you would enter the cost because you wanted to associate
both the cost and revenue to the job and have labor and overhead
calculated on the cost.
Type Item/Misc. Chrg Qty. Unit Cost Billing Cost Type Ext. Billing Amt.
Item A1-103/0 1 50.00 Billable 100.00
Misc. HC 15.00 30.00
Shipment posting entry:
General Ledger Account Debit Credit
Shipment Clearing 50.00
Misc. Charges Clearing 15.00
Inventory Control 50.00Shipping Expense 15.00
Invoice posting entry:
General Ledger Account Debit Credit
Receivables Control 146.90
Cost of Goods Sold 71.50
Revenue 130.00
Overhead Allocated 3.25
Labor Burden 3.25
GST (Fed sales tax) 9.10
PST (Prov/State sales tax) 7.80
Shipment Clearing 50.00
Misc. Charges Clearing 15.00
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Journal Entries Generated by Posted Transactions
2–90 Sage Accpac Order Entry
Project Invoicing in Project and Job Costing
The following example shows an item being shipped from Order
Entry and invoiced through Project and Job Costing. It also show the
entries for an additional shipping cost (FedEx) coming through
Accounts Payable instead of through O/E.
The shipping cost is recorded in Accounts Payable, picked up by PJC
when you run the Billing Worksheet, and, finally, included on the
invoice created in Accounts Receivable.
Type Item/Misc. Chrg Qty. Unit Cost Billing Cost Type Ext. Billing Amt.
Item A1-103/0 1 50.00 Billable 100.00
Shipment posting entry:
General Ledger Account Debit Credit
Work in Progress 55.00
Inventory Control 50.00
Overhead Burden 2.50
Labor Burden 2.50
Accounts Payable invoice entry for FedEx charge:
General Ledger Account Debit Credit
Work in Progress 16.50
Work in Progress (Prov/State tax) .90
GST (Fed sales tax) 1.05
A/P Invoice Posting 16.95
Overhead Allocated .75
Labor Burden .75
A/R invoice created from the billing worksheet:
General Ledger Account Debit Credit
Receivables Control 146.90
Billings 130.00
GST (Fed sales tax) 9.10
PST (Prov/State sales tax) 7.80
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Reporting Order Entry Data
User Guide 2–91
Revenue recognition:
General Ledger Account Debit Credit
Billiings 130.00
Cost of Sales 72.40
Revenue (Sales) 130.00
Work in Progress 72.40
Reporting Order Entry Data
Order Entry allows you to view posted transactions and print a
variety of reports to help you manage your sales orders. Printed
reports also serve as a source of backup information in case any of the data gets damaged on your computer.
Viewing Data
If you keep transaction history or sales history, before you use the
Clear History form to clear your historical data, you can view posted
transactions in three ways:
You must keep
transaction historyto view
• To view posted orders, shipments, invoices, credit notes and
debit notes, display them in the transaction entry forms where
you originally entered them.
• To display all orders for a selected customer choose the Current
Orders Inquiry form from the O/E Statistics and Inquiries folder.
You can view the order number, PO number, status, order date,
expected ship date, location, whether the order is on hold, the
order type, ship via method and description, FOB point,
territory,
terms,
reference,
price
list,
and
tax
group
for
each
order
displayed.
You must keep
sales history to
view
• To display the details of customer transactions you have not yet
cleared from the program, choose Salesperson Inquiry from the
O/E Statistics and Inquiries folder.
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Reporting Order Entry Data
2–92 Sage Accpac Order Entry
You can view a list of customer transactions (invoices, credit
notes, and debit notes) according to each salesperson in your
company, and view and print a copy of the original invoice,
credit
note,
or
debit
note.
Printing Reports
There are four ways you can print reports in Order Entry:
• Print directly from the program to the printer, to obtain
permanent copies of the information.
• Print the information on your screen, for quick review.
• Print to a file for printing later, importing into another program,
or transferring to a diskette.
• Print to an e‐mail message.
Order Entry reports can be printed on laser printers with 8½ʺ x 11ʺ
paper or A4‐sized paper, or on dot matrix printers.
Setup reports You can print reports showing the information entered to define
each of the records you create when setting up or updating your
Order Entry system.
The Order Entry setup reports you can print show the following
information:
• Options • E‐mail messages
• Miscellaneous charges • Optional fields
• Ship‐via codes • G/L integration options
• Templates
Any time you add, delete, or change any of these records, you
should print and file the corresponding reports, to keep your printed
records up to date.
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Clearing Historical Data
User Guide 2–93
Sales analysis and
transaction reportsOrder Entry provides reports for analyzing sales orders. There are
also reports about the Order Entry transactions you post (shipments,
invoices, credit notes, and debit notes), and the journal entries
created
for
the
general
ledger
from
these
transactions.
You can print the following Order Entry transaction and analysis
reports:
• Transaction lists • Sales history
• Order action • Sales statistics
• Invoice action • Salesperson commissions
• Aged
orders •
G/L
transactions
• Posting journals
Printing Forms
Finally, Order Entry provides you with the standard forms you need
to process sales orders and invoice customers:
• Order
confirmations •
Shipping
labels
• Quotes • Invoices
• Picking slips • Credit/debit notes
For more detailed information, see Chapter 7, “Reports,” in this
guide.
Clearing Historical Data
You can clear order and sales data you no longer need by choosing
the Clear History icon and specifying which data you want to clear.
Order Entry allows you to clear transaction history, sales history,
sales statistics, salesperson commissions, and printed posting
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Clearing Historical Data
2–94 Sage Accpac Order Entry
journals. (If you do not keep sales history, Order Entry clears all
transaction history data automatically once orders are complete and
invoiced.)
Before you clear history, make sure you have entered and posted
transactions and run Day End Processing in Inventory Control to
update Order Entry records.
Transaction history Order Entry clears all orders, shipments, invoices, credit notes, and
debit notes with completion dates up to and including the date you
specify.
Completed orders An order is complete if nothing on it remains to be shipped.
Completedshipments A shipment is complete when you have processed an invoice for the
shipped items and any miscellaneous charges.
Completed
invoices, credit
notes, and debit
notes
An invoice, credit note, or debit note is complete as soon as it is
posted and printed.
The completion date for an order, shipment, invoice, credit note, or
debit note is the session date assigned to it by Day End Processing.
Sales history Order Entry clears sales history through the year and period that
you
specify,
and
by
the
range
of
item
numbers
or
customer
numbers
that you select.
Sales statistics The program also clears sales statistics through the year and period
you specify.
Salesperson
commissionsOrder Entry clears salesperson commission amounts for the range of
salespersons that you specify.
Print salesperson
commissions
before clearingthe data
Note that you must print the Salesperson Commission report before
clearing commissions. Note also that you automatically start a new
commission period when you clear salesperson commissions,
because Order Entry accumulates only one set of commission figures
for each salesperson.
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Using Order Entry with Other Sage Accpac Programs
User Guide 2–95
Printed posting
journalsIn addition, you can clear posting journals which you have printed
through a specific day‐end number, specifying only invoices or
credit notes, or both.
Using Order Entry with Other Sage Accpac Programs
Order Entry is not a stand‐alone accounting program. You must
install and activate Sage Accpac Accounts Receivable and Inventory
Control before you can activate Order Entry.
Order Entry also works with Purchase Orders and Project and Job
Costing if
you
have
installed
those
modules.
Accounts Receivable
Order Entry uses information from Accounts Receivable customer
records and ship‐to records for customer number, name, address,
customer type (price level), price list, territory, tax group, terms,
salespersons, and sales split. It also uses the terms codes and
salesperson records defined in Accounts Receivable.
In addition, Order Entry checks customer account balances in
Accounts Receivable and posts warnings during transaction entry in
Order Entry if the account is over its specified credit limit or is about
to go over the limit. (Depending on the options you choose, Order
Entry may or may not check pending Accounts Receivable and
Order Entry transactions.)
Order Entry also creates and posts batches of summary invoices,
credit notes, and debit notes posted directly in Accounts Receivable,
updating customer
account
balances
and
creating
journal
entries
for
the general ledger.
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Using Order Entry with Other Sage Accpac Programs
2–96 Sage Accpac Order Entry
General Ledger
If you use Sage Accpac General Ledger with the same database as
Order Entry, Order Entry displays and validates General Ledger
account numbers in Order Entry.
Order Entry also creates batches of general ledger transactions to
record Order Entry shipments when you run post shipments or run
Day End Processing, or using the Create Batch icon, depending on
the G/L Integration option you choose. You can also choose to post
batches automatically in General Ledger.
To review the G/L transactions generated from Accounts Receivable
invoices, print the Accounts Receivable posting journal. The
summary at the end of the report lists the general ledger accounts
that will be debited and credited when you post the Accounts
Receivable batch of Order Entry transactions.
Inventory Control
Order Entry displays item numbers, inventory locations, categories,
and price list information from Inventory Control when you enter
orders. It also provides manufacturers’ item numbers and vendors’
item numbers to make entering orders easier.
Order Entry transactions affect Inventory Control data as follows:
• Sales orders posted in Order Entry increase the item quantities
on sales order in Inventory Control.
• Shipments posted in Order Entry decrease the item quantities on
sales order and the item quantities on hand in Inventory Control.
•
Credit
notes
posted
in
Order
Entry
that
return
items
to
inventory
increase item quantities on hand in Inventory Control.
Day End Processing in Inventory Control updates sales statistics and
transaction history for Order Entry transactions (and for Inventory
Control transactions) in both Order Entry and Inventory Control,
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Using Order Entry with Other Sage Accpac Programs
User Guide 2–97
and creates Accounts Receivable invoices and credit notes from
Order Entry transactions.
Note that Order Entry does not have its own day‐end processing
form.
Purchase Orders
Using the Create POs From O/E form in the Purchase Orders
module, you can create purchase orders for all items on active sales
orders, or just for backordered items or items with insufficient
inventory quantities on hand to fill the orders.
You can
create
purchase
orders
from
Order
Entry
by
ranges
of
customer numbers, order numbers, order dates, and expected ship
dates. You can also consolidate purchase orders by vendor number
or create a purchase order for each vendor listed on each order.
If you create purchase orders by vendor number, all orders for the
same item, location, and vendor are consolidated into a single detail
on the purchase order for the vendor.
If you create purchase orders by sales order, you produce a separate
purchase order
for
each
vendor
specified
on
the
selected
orders,
resulting in more than one purchase order for vendors specified on
more than one order. This option retains order numbers and lets you
print the Shippable Backorders report for the transactions you post
for Order Entry orders.
The Purchase Orders module also lets you drop‐ship orders, so
goods can go directly to your customers.
Project and Job Costing
Order Entry provides sales order integration with Project and Job
Costing.
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Using Order Entry with Other Sage Accpac Programs
2–98 Sage Accpac Order Entry
You can create an order and specify the job (contract, project,
category, and resource, if applicable) to which each order detail
applies.
• If an order is job‐related, all detail lines on the order must be job‐
related.
• Orders can list material details items from inventory used on the
job and they can list miscellaneous charges, which can be labor,
subcontracting charges, or charges such as shipping and
handling.
• You can handle the complete order processing cycle in Order
Entry, or you can create the order in Order Entry and manage
the billing and invoicing in the Project and Job Costing module.
Invoicing in PJC is called “Project Invoicing.”
Quotes and Estimates
Order Entry provides access to the New Contract Wizard so you can
create new contracts when you enter job‐related quotes in Order
Entry.
Contracts created from Order Entry quotes start as estimates in
Project and Job Costing, and all Order Entry detail line amounts that
you add will update contract estimate amounts when you post the
quote in Order Entry. (The contract can have an Open status, but the
project status must be Estimate.)
When you change the order type to Active and post the order, Order
Entry changes the project status to Open for each project to which
you posted a detail.
Miscellaneous Charges
Miscellaneous charges perform several functions on job‐related
orders:
• They let you record internal non‐material transactions such as
equipment, subcontractors, labor, etc.
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Where To Now?
User Guide 2–99
• They let you add charges to customer orders for invoicing
external charges such as freight (UPS or FedEx).
You can choose by project in Project and Job Costing whether to use
the amount specified in Order Entry for the miscellaneous charge or
use a default billing rate specified for the contract in PJC.
Where To Now?
If you have not set up your Order Entry system, refer to Chapter 3,
“Setting Up Your Order Entry System,” in the Getting Started
manual.
If you are new to using Order Entry, you should do the lessons in the
Workbook that comes with Sage Accpac ERP, so you can practice
using the program before you begin to work with your own data.
For information on using the various aspects of the Order Entry
program, see the remaining chapters of this guide.
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User Guide 3–i
Chapter 3
Maintaining Setup Information
Icons Used for Maintaining Setup Information ....................................3–2
Setup Maintenance .........................................................3–2
Setup Reports ..............................................................3–3
Changing Order Entry Options ..................................................3–3
Changing Company Options ................................................3–4
Changing Processing Options................................................3–4
Changing Document Numbering ...........................................3–10
Changing Aging Periods ...................................................3–10
After Changing Options....................................................3–10
Changing G/L Integration Options ..............................................3–11
Changing Options on the Integration Tab ....................................3–12
Changing Options on the Transactions Tab ..................................3–14
After Changing Options....................................................3–16
Adding, Editing, and Deleting Templates........................................3–16
Adding a Template
........................................................3–17
Editing a Template ........................................................3–17
Deleting a Template .......................................................3–18
After Changing Templates .................................................3–18
Adding, Editing, and Deleting Miscellaneous Charges ................................3–18
Using Miscellaneous Charges with Project and Job Costing ....................3–19
Adding a Miscellaneous Charge Record .....................................3–20
Editing a Miscellaneous Charge Record......................................3–21
Deleting a Miscellaneous
Charge
Record
.....................................3–21
After Changing Miscellaneous Charge Records...............................3–22
Adding, Editing, and Deleting Ship‐Via Codes ...................................3–22
Adding a Ship‐Via Code ...................................................3–22
Editing a Ship‐Via Code....................................................3–23
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3–ii Sage Accpac Order Entry
Deleting a Ship‐Via Code .................................................. 3–24
After Changing Ship‐Via Codes ............................................ 3–24
Adding and Editing E‐mail Messages........................................... 3–24
Adding E
Messages
.................................................. 3–25
Editing E‐mail Messages................................................... 3–25
After Changing E‐mail Messages ........................................... 3–26
Adding, Editing, and Deleting Optional Fields................................... 3–26
Adding Optional Fields.................................................... 3–26
Editing Optional Fields .................................................... 3–27
Deleting Optional Fields ................................................... 3–27
After Changing Optional Fields ............................................ 3–28
Importing and
Exporting
Setup
Records
........................................ 3–28
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User Guide 3–1
Chapter 3
Maintaining Setup Information
This chapter explains how to maintain options and setup records.
The following topics are discussed:
• Changing Order Entry options.
• Changing G/L Integration options.
• Adding, editing, and deleting:
− Miscellaneous charges
− Salesperson commission rates
− Ship‐via codes
− Templates
− E‐mail messages
• Assigning optional
fields
to
transactions.
• Printing record information.
• Importing and exporting records.
See Chapter 2 of the Order Entry Getting Started manual for
explanations of all Order Entry setup options. See Chapter 3 of the
Getting Started manual for step‐ by‐step instructions on setting up
Order Entry and adding setup records.
For specific information about a field in a form, press the F1 key, and
then choose the Field List button on the Help form. For instructions
on how to use Help, press F1 when Help is displayed.
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Icons Used for Maintaining Setup Information
3–2 Sage Accpac Order Entry
Icons Used for Maintaining Setup Information
Use the icons from the O/E Setup folder to maintain setup
information.
Setup icons
Setup Maintenance
If you intend to change Order Entry options or setup records, you
should refer to the Order Entry Getting Started manual to make sure
you understand the impact of the changes on your ledger.
Icon Description
Options Options allow you to enter general information about how your order entry
system operates.G/L Integration Options that control when and how you create general ledger batches,
whether you automatically post them to G/L accounts, and whatdescriptive information you want to include with each transaction.
Templates Templates provide default settings for order and invoice entry. Settings ina template can override information in a customer record, and settings ina customer record can override information in a template.
MiscellaneousCharges
Miscellaneous charges are charges added to invoices and credit notes forcosts other than for items purchased and returned (such as shipping andhandling or assembly).
Ship-Via Codes Ship-via codes identify shipping methods for delivering goods to
customers.E-Mail Messages E-mail messages are sent with e-mailed order confirmations, quotes,
invoices, and credit notes.
Optional Fields You can assign optional fields (created in Common Services) to OrderEntry miscellaneous charges and to transactions and transaction details.
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Changing Order Entry Options
User Guide 3–3
Setup Reports
You print reports for setup information using the following icons
from the O/E Reports folder: Options, G/L Integration, Templates,
Miscellaneous Charges,
Ship
‐Via
Codes,
E
Messages,
and
Optional Fields.
Changing Order Entry Options
This section lists the Order Entry options you can select in the
Options form, and includes some points to consider when changing
your choices for particular options. Topics are listed in the order in
which they appear in the Options form.
For descriptions of all Order Entry options, see the Order Entry
Getting Started manual. Chapter 2 of the Getting Started manual
explains the purpose of each option, and Chapter 3 guides you
through the steps for choosing options and setting up a new Order
Entry system.
Before you start Make sure no one else is using Order Entry when you change
options.
You can
update
some
information
while
others
are
using
Order
Entry (such as the order entry contact person and the optional
fields), but most options can be changed only if no one is using the
system and no other Order Entry forms are open.
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Changing Order Entry Options
3–4 Sage Accpac Order Entry
Changing Company Options
The Company tab contains the contact name, and the telephone and
fax numbers for your order entry clerk or department. You can
change the
information
on
this
tab
at
any
time.
Changing Processing Options
The Processing tab contains options that specify how your Order
Entry system works and the type of information that is kept for
orders, invoices, and credit notes.
Options you
cannot changeThe functional currency is determined on the Company Profile form
in Common
Services
when
you
first
set
up
your
Sage
Accpac
ERP
accounting system. The multicurrency setting depends on your
selection in Accounts Receivable (if Accounts Receivable is
multicurrency, Order Entry is multicurrency also). You cannot
change either of these fields.
Use the Processing tab to change choices for these options:
Multicurrency • Default Rate Type. The default rate type sets the type of
exchange rate that will be used to convert orders to your
functional currency,
if
the
order
is
for
a customer
for
whom
there is no record in Accounts Receivable. If the customer record
exists, the rate type comes from the customer record. Note that
the multicurrency setting in Accounts Receivable determines
whether Order Entry supports multicurrency transactions.
• Calculate Backorder Quantities. If you select this option, the
program automatically calculates a backorder — the difference
between the quantity ordered and the quantity shipped — when
you enter or change an item line on an order or shipment. This
amount is
displayed
in
the
Backordered
field.
When
you
change
the amount in the Shipped field, the quantity in the Backordered
field is reduced accordingly.
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Changing Order Entry Options
User Guide 3–5
If you use the Purchase Orders program, you can also generate
purchase orders automatically from backordered items on sales
orders.
If you
do
not
select
this
option,
zeroes
are
displayed
in
the
Backordered field.
• Keep Transaction History. Select this option if you want to be
able to print completed order, invoice, and credit note
information on the Transaction List, and view posted
transactions on the Invoice Inquiry and Credit Note Inquiry
forms.
If you do not select this option, Day End Processing removes
information for
fully
shipped
and
invoiced
orders
and
removes
information for printed invoices and credit notes so they no
longer appear on transaction lists. (This option does not affect
posting journals.)
• Allow Non-existent Customers. Select this option if you want to
post orders for customers for whom you have not set up a record
in Accounts Receivable.
If you do not select the option, Order Entry prevents you from
entering orders,
shipments,
and
invoices
for
a customer
for
whom no record exists in Accounts Receivable.
• Default Quantity Committed. Select this option to ensure that
quantities entered in orders are automatically committed if
available in inventory (that is, entered in the Quantity
Committed field in the order).
By entering committed quantities in orders, you ensure that
items are available when you come to ship them (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.
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Changing Order Entry Options
3–6 Sage Accpac Order Entry
• Calculate Tax Reporting Amounts Automatically. Select this
option if you want the program to automatically calculate tax
reporting amounts on orders and invoices.
This option
sets
the
default
for
the
Calculate
Tax
Reporting
checkbox on the Taxes tabs for Order Entry, Shipment Entry,
and Invoice Entry forms. You can change the setting when you
enter transactions.
Note that the Calculate Tax Reporting checkbox appears only if a
tax authority for the transaction has a tax reporting currency that
is different from the source or functional currency.
Default Order UOM Unit of Measure). Select either the stocking
unit or
the
pricing
unit
as
the
default
unit
of
measure
to
appear
on item lines in the Order Entry, Shipment Entry, Invoice Entry,
and Debit/Credit Note Entry forms.
− The stocking unit of measure is specified for each item in the
Item form in Inventory Control.
− Pricing units of measure (you can have one or more per
item) are specified in the Item Pricing form in Inventory
Control.
For example, you may use “each” as the stocking unit for an
item, but “dozen” as the pricing unit.
If you price an item by weight, the program will always use the
stocking unit of measure for an item.
• Default Order Weight UOM Unit of Measure). Choose the
weight unit of measure that is used by default for items that are
priced by weight.
Note: This setting applies only to items that are priced by
weight. If you price an item by quantity, the program will
always use the weight unit of measure in the item record.
(Pricing by weight is available only in Sage Accpac 500 ERP.)
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Changing Order Entry Options
User Guide 3–7
You can select either the weight unit of measure from the item
record, or the weight units of measure from the Item Pricing
form in Inventory Control.
• Default Template Code.
Select
one
of
the
templates
you
have
set up as a default. For information about setting up templates,
see “Add Templates,” later in this chapter.
• Default Quote Expiration Days. In this field, type the number of
days you normally allow before quotes expire.
When you enter a quote, Order Entry calculates and displays the
default expiration date based on the number of days you specify.
• Default Create Invoice Option to.
Select
Yes
or
No
in
this
field
depending on whether you want the Create Invoice checkbox on
the Order Entry and Shipment Entry forms selected or not
selected by default.
When you select the Create Invoice checkbox, Order Entry
creates an invoice for all items shipped on the Order Entry or
Shipment Entry form.
Generally, you would select this setting if you always invoice
shipments, even
for
partially
shipped
orders,
or
you
would
turn
it off if you only invoice completed orders.
• Apply Credit Note to Previously Credited Invoice. Choose how
you want Order Entry to handle credit notes being posted for
previously credited invoices: display a warning, display an error
message, or ignore previous credit notes and continue with
posting.
If you choose to display an error message, Order Entry will
prevent you
from
posting
a second
credit
note
to
an
invoice.
• Post A/R Batches. This setting lets you choose when to post A/R
batches generated from Order Entry Invoices, credit notes, and
debit notes:
− During Posting or Day End Processing.
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Changing Order Entry Options
3–8 Sage Accpac Order Entry
This choice posts Accounts Receivable invoice batches
created by Order Entry when you post invoices or when you
run day end processing in Inventory Control (depending on
when
you
cost
transactions
in
I/C).
− On Request Using Create Batch Icon.
This choice lets you post batches using the Create Batch icon
in Order Entry or using the Post Batch form in the Accounts
Receivable module.
You can change your selection any time.
• Default Posting Date. This option lets you choose which date
the program
displays
by
default
for
the
Posting
Date
when
you
enter dates for shipment, invoice, and credit/debit note
transactions.
You can choose from two settings:
• Document Date. Select this choice if you usually want the
posting date and fiscal period to match the document date.
• Session Date. Select this choice if you usually want the
posting
date
and
fiscal
period
to
match
the
current
session
date.
If you choose this setting, the program keeps the session
date as the default posting date even if you change the
document date.
• Keep Sales History. If you turn off the option after you have
accumulated some history, the history is retained until you clear
it using the Clear History form. If you later turn the option on
again,
there
will
be
a
gap
in
the
historical
information
for
the
time when the option was not used. You can select or clear this
option at any time.
• Accumulate By. You can specify whether to keep sales history
by fiscal year or calendar year, and specify the type of period by
which you accumulate history.
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Changing Order Entry Options
User Guide 3–9
If you accumulate by calendar year, the starting date for history
will be January 1. If you accumulate by fiscal year, the starting
date will be the first day of your fiscal year, as specified in the
fiscal
calendar
in
Common
Services.
• Period Type. You can change the type of year and period by
which Order Entry keeps history, but such changes will distort
the figures in past periods.
If you need to change the type of year or period by which Order
Entry keeps history, you should clear history first.
• Keep Sales Statistics. You can select or clear this option at any
time, but if you turn off the option after you have accumulated
some statistics,
the
statistics
are
retained
until
you
clear
them
using the Clear History form. If you later turn on the option
again, there will be a gap in the statistical information for the
time when the option was not used.
• Allow Edit Of Statistics
.
This option lets you enter past period
statistical information when you set up your system. You will
usually run Order Entry with this option turned off.
• Accumulate By. You can specify whether to keep statistics by
fiscal year
or
calendar
year.
(See
above
for
more
information.)
• Period Type. You can change the type of year and period by
which Order Entry keeps statistics.
If you need to change the type of year or period by which you
keep statistics, you can edit the statistics to correct distortions for
the earlier periods in the year.
• Track Commissions. If you track commissions, Order Entry
calculates commissions
earned
by
salespeople
since
the
last
time
you cleared commissions. Order Entry calculates commissions
using rates for inventory categories or using up to five rates for
each salesperson.
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Changing Order Entry Options
3–10 Sage Accpac Order Entry
• Commissions By. Order Entry lets you base commissions on the
sales amount or the margin. You can change this setting at any
time, but it only affects commissions earned after the change.
• Credit Checks. Choose whether
you
want
customer
credit
checks to include unposted transactions in Accounts Receivable,
Order Entry, and other associated applications, as well as the
A/R account balance.
Note: Checks that include pending transactions take more
time than checks that do not. You can turn these checks off
to improve processing speed.
Changing Document Numbering
The Documents tab allows you to change your choices for length,
prefix, and next number for orders, shipments, invoices, credit notes,
debit notes, and quotes. The maximum length of document numbers
is 22 characters.
If you want to change the next number to assign to orders,
shipments, invoices, credit notes, or debit notes to a lower number,
you should
also
change
the
prefix
for
the
document
type
to
prevent
Order Entry from assigning the same document number twice. You
cannot post two documents with identical document numbers.
Changing Aging Periods
The aging periods on the Documents tab are the default time periods
into which you can separate orders on the Aged Orders report. You
can change them when you print the report.
After Changing Options
Print the Options report by choosing File, Print from the menu on
the Options form or by choosing the Options icon in the O/E Reports
folder. Verify that all your changes have been made correctly.
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Changing G/L Integration Options
3–12 Sage Accpac Order Entry
Changing Options on the Integration Tab
The Integration tab determines when and how shipment transactions
are created for your general ledger. You can change your selections
for these
options
at
any
time.
Any
changes
you
make
apply
only
to
general ledger transactions produced after the change.
Create G/L Transactions. This setting specifies when to create a
batch for the general ledger.
• During Posting or During Day End Processing. The choice that
appears here depends on whether you create subledger
transactions (in the Inventory Control module) during posting or
when you run day‐end processing. You choose when to create
subledger transactions
on
the
I/C
Options
form.
Order Entry can automatically create general ledger transactions
when you post transactions that include shipments or when you
run day‐end processing (depending on when you create
subledger transactions in the Inventory Control module).
• On Request Using Create Batch Icon. Select this option if you
want to use the Create Batch form to create general ledger
transactions. You must select this option if you want to be able to
consolidate general
ledger
transaction
details
and
Order
Entry’s G/L Transactions report.
Selecting this option also enables you to consolidate transactions
using the Consolidate G/L Batches option.
Create G/L Transactions by. Order Entry lets you choose to:
• Add general ledger transactions to an existing Sage Accpac
General Ledger batch.
Do not select this option if you want to create a new General
Ledger batch each time that you produce general ledger
transactions. (You might do this for auditing purposes.)
• Create a new General Ledger batch each time that you generate
G/L transactions.
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Changing G/L Integration Options
User Guide 3–13
This choice will isolate the general ledger transactions that you
create while setting up (so you can easily delete them after setup
to ensure that you do not accidentally post general ledger
transactions
twice).
• Create a new General Ledger batch each time that you generate
G/L transactions, and automatically post the batch in the General
Ledger program.
Note: If you create G/L transactions when you post, this
option will post a G/L batch each time that you post a
shipment in Order Entry.
If you do not useSage Accpac
General Ledger
This option
has
an
effect
only
if
you
use
Sage
Accpac
General
Ledger with the same database as Order Entry.
If you use another general ledger or if your Sage Accpac General
Ledger system is at another location, Order Entry places all general
ledger transactions into a single batch file that you can import into
your general ledger system.
Consolidate G/L Batch. Select whether you want transactions
consolidated in the general ledger batch.
You must choose On Request Using Create Batch Icon as your
method of creating general ledger batches if you want Order Entry
to consolidate general ledger batches.
Choose from:
• Do Not Consolidate.
• Consolidate Transaction Details By Account.
• Consolidate Transaction
Details
By
Account
And
Fiscal
Period.
• Consolidate Transaction Details By Account, Fiscal Period, And
Source.
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Changing G/L Integration Options
3–14 Sage Accpac Order Entry
Partial consol.
during posting or
day-end
processing
If you create batches of G/L transactions during posting or day‐end
processing, the program can only consolidate the details within
transactions; it cannot consolidate the details from different
transactions.
Create G/L Batch
lets you fully
consolidate details
If you use the On Request Using Create Batch Icon option, you can
consolidate transaction details from all transactions for each general
ledger account if you choose Consolidate by Account and Fiscal
Period or Consolidate by Account, Fiscal Period, and Source.
For more details about these four options, see Chapter 3 in the
Getting Started guide.
G/L Source Codes. This option allows you to change the source
type code
(the
last
two
characters)
for
each
type
of
transaction
created by the Order Entry module.
The combination of source ledger code and source type code is called
a source code in the General Ledger module.
You cannot change the source ledger code—the first two characters
of G/L source codes.
If you change Order Entry source codes, the new source codes are
automatically added
to
the
General
Ledger
module,
but
you
will
have to update G/L source journal profiles (in the General Ledger
module) to include transactions on source journals.
Changing Options on the Transactions Tab
The Transactions tab lets you specify:
• The shipment information that is passed in G/L transactions to
the
general
ledger
in
transaction
entry
descriptions,
transaction
detail reference fields, detail description fields, and detail
comment fields.
• The invoice information that is passed in invoices to Accounts
Receivable, and, potentially, in G/L transactions to the general
ledger in transaction entry descriptions, transaction detail
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Changing G/L Integration Options
User Guide 3–15
reference fields, detail description fields, and detail comment
fields.
You can change your selections for these options at any time. Any
changes you
make
apply
only
to
general
ledger
transactions
produced after the change.
To edit G/L transaction information:
1. In the grid, double‐click the G/L transaction field for the
particular transaction type that you want to define.
For example, double‐click the G/L Entry Description field for
Receipt transactions.
A detail form appears that displays the transaction type and the
G/L transaction field you selected on the Transactions tab.
2. Specify information for the selected G/L transaction field, as
follows:
Segment separator a. Select a character to separate segments of information. (The
separator is used only if you assign more than one segment
to a field. The default separator is a hyphen.)
Choose SegmentsFrom List
b. Select segments
from
the
Choose
Segments
From
List,
and
then click Include.
You can assign a maximum of five segments to a
G/L Transaction field, providing that the combination does not
exceed 60 characters. If the assigned information exceeds this
number of characters (including separators), it will be truncated
when the transaction is posted.
3. Click Save to record your selections for the field in the G/L
Integration Detail
form.
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Adding, Editing, and Deleting Templates
3–16 Sage Accpac Order Entry
After Changing Options
• Print the G/L Integration report using the G/L Integration icon
in the Setup Reports folder, or choose Print from the File menu
in G/L
Integration.
• Verify that you made all changes correctly by comparing the
new printout to the report you printed before making the
changes.
Further
informationSee Chapter 7, “Reports,” for more information about the G/L
Integration report.
Adding, Editing, and Deleting Templates
Choose Templates from the O/E Setup folder to add or edit Order
Entry Templates.
Templates contain standard order information to speed up the order
entry process. You can choose a default template in the Order Entry
Options form to provide standard default information for all new
orders. These initial defaults are replaced by information from the
customer record.
See Chapter 2 of the Order Entry Getting Started manual for
background information on setting up and using templates. For step‐
by‐step instructions on using the Templates form and descriptions of
all the fields, see Chapter 3 in the Getting Started manual, or press F1
to display online Help.
Before you start • Add ship‐via codes in Order Entry for the delivery methods and
carriers you use. All other records are added in other Sage
Accpac ERP modules.
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Adding, Editing, and Deleting Templates
User Guide 3–17
Adding a Template
Order Entry templates are optional. They supply default customer
and order information for new orders and new credit notes.
Order Entry inserts information into new orders or credit notes
according to the following rules:
• Order Entry first inserts customer information from the default
order template.
• The program replaces the default information with information
from the customer record.
•
If
you
choose
a
new
template,
the
program
will
once
again
replace the information.
To add templates:
1. Click the New icon next to the Template Code field, and then
type the code that you want to use.
The code can be up to 6 letters or numbers long.
2. Fill in the fields and add the record as described in Chapter 3 of
the Getting
Started manual.
Finding detailed
instructionsFor information about all the fields in the Templates form and step‐
by‐step instructions for adding templates, see “Add Templates” in
Chapter 3 of the Getting Started manual.
Using Help You can also press F1 to display Help while working in a form.
Editing a Template
You can change all the information in a template at any time, except
the identifying code.
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Adding, Editing, and Deleting Miscellaneous Charges
3–18 Sage Accpac Order Entry
To edit templates:
1. Type the template code, or use the Finder to select the template
you want to change.
2. Make the changes you need.
3. Click Save to record the changes.
Effects of changes Changing the template has no effect on current orders. You will see
the changes the next time you select the template for a new order.
Deleting a Template
Before you start Check that the template you are deleting is not the default template
for entering orders. You are not able to delete the default template
code.
To delete a template:
1. Type the template code, or use the Finder to select the template
you want to delete.
2. Click the Delete button. If a message appears asking you to
confirm the
deletion,
click
Yes.
After Changing Templates
Print the Templates report to check the new information and to
update your printed records.
Adding, Editing, and Deleting Miscellaneous Charges
Choose Miscellaneous Charges from the O/E Setup folder to add,
edit, or delete miscellaneous charges.
Miscellaneous charges are charges added to invoices or credit notes
for costs other than for items purchased or returned. For example,
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Adding, Editing, and Deleting Miscellaneous Charges
User Guide 3–19
miscellaneous charges can include postage, shipping, assembly, and
restocking charges.
Currency
code
If you use multicurrency accounting, you need to specify a currency
code for
each
miscellaneous
charge.
You
can
use
the
same
miscellaneous charge code for charges in different currencies.
For each miscellaneous charge, you should specify the tax authority
that levies taxes on the charge and the applicable tax class. Order
Entry does not track costs for miscellaneous charges. If you need
costing information on charges, set them up as non‐stock items in
Inventory Control.
Using Miscellaneous Charges with Project and Job Costing
Miscellaneous charges can have two different functions on job‐
related orders:
• They let you add additional charges to customer orders for
invoicing external charges such as freight (UPS or FedEx).
• They let you record internal non‐material transactions such as
equipment, subcontractors, labor, etc.
To create miscellaneous charges for job‐related orders, you must
select the Allow For Jobs option on the Miscellaneous Charges form,
and then specify:
• An extended cost.
For any project, you can use this cost by default, or use a cost
specified with the contract.
You can also choose by project in PJC whether to use the amount
specified for
the
miscellaneous
charge
or
use
a default
billing
rate for the contract.
• A miscellaneous charge expense account.
• A miscellaneous charge clearing account.
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Adding, Editing, and Deleting Miscellaneous Charges
3–20 Sage Accpac Order Entry
See Chapter 2 of the Order Entry Getting Started manual for
background information on using miscellaneous charges. For step‐
by‐step instructions on using the Miscellaneous Charges form and
descriptions
of
all
the
fields,
see
Chapter
3
in
the
Getting
Started
manual, or press F1 for online Help.
Before you start Print the Miscellaneous Charges report (choose Miscellaneous
Charges from the O/E Reports folder).
Adding a Miscellaneous Charge Record
The fields in the Miscellaneous Charges form vary between single‐
currency and
multicurrency
systems
because
you
must
specify
the
currency of charges in a multicurrency ledger.
To add a miscellaneous charge:
1. Click the New icon next to the Miscellaneous Charges field.
2. If you use multicurrency accounting, type the currency code or
select it from the Finder.
3. Type a new charge code — up to 6 letters or numbers long —
and then
press
Tab
to
activate
the
rest
of
the
fields
on
the
form.
4. Fill in the remaining fields and add the record as described in
Chapter 3 of the Order Entry Getting Started manual.
Finding detailed
instructionsFor information about all the fields in the Miscellaneous Charges
form and step‐ by‐step instructions for adding miscellaneous
charges, see “Add Miscellaneous Charges” in Chapter 3 of the Order
Entry Getting Started manual.
Using Help You can
also
press
F1
to
display
Help
while
working
in
a form.
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Adding, Editing, and Deleting Miscellaneous Charges
User Guide 3–21
Editing a Miscellaneous Charge Record
You can change all the information in a miscellaneous charge record
at any time, except the miscellaneous charge code and the currency
(in a multicurrency
system).
To edit a miscellaneous charge:
1. Type the code for the miscellaneous charge, or use the
navigation buttons or the Finder to select the miscellaneous
charge.
Multicurrency
ledgers2. If you use multicurrency accounting, type the currency code or
use the Finder to select it.
3. Make the changes you need.
4. Click Save to record the changes.
Effects of changes Changes to the account number or to the taxes have no effect on
existing orders.
Deleting a Miscellaneous Charge Record
Before you start Make sure that no current orders list this miscellaneous charge as an
incomplete detail. If you post an order or invoice with a code that no
longer exists, Order Entry will post an error message, and you will
have to change the miscellaneous charge detail on the order before
you can post it.
To delete a miscellaneous charge:
1. Type the code for the miscellaneous charge, or use the
navigation buttons or the Finder to select the miscellaneous
charge.
Multicurrency
ledgers2. If you use multicurrency accounting, type the currency code or
use the Finder to select it.
3. Click the Delete button. If a message appears asking you to
confirm the deletion, click Yes.
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Adding, Editing, and Deleting Ship-Via Codes
3–22 Sage Accpac Order Entry
After Changing Miscellaneous Charge Records
• Print the Miscellaneous Changes report to check the new record
information and to update your printed records.
• Print the Transaction list for orders (including the order details)
to check that no orders use miscellaneous charges that you have
deleted. Edit the orders if necessary.
Adding, Editing, and Deleting Ship-Via Codes
Choose Ship‐Via Codes from the O/E Setup folder to add or edit
ship‐
via
codes.
You add ship‐via codes to identify the shipping methods or carriers
you use to deliver goods to customers (for example, courier, air
mail, parcel post).
See Chapter 2 of the Order Entry Getting Started manual for
background information on using ship‐via codes. For step‐ by‐step
instructions on using the Ship‐Via form and descriptions of all the
fields, see Chapter 3 in the Getting Started manual, or press F1 for
online
Help.
Before you start Print the Ship‐Via report for the records you want to edit or delete
(choose Ship‐Via Codes from the O/E Reports folder).
Adding a Ship-Via Code
Ship‐via codes are optional. If you do not use them, the program
displays the ship‐via information from the default template or the
information entered
for
the
ship
‐to
location
in
Accounts
Receivable
(if you specify a ship‐to location for the order).
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Adding, Editing, and Deleting Ship-Via Codes
User Guide 3–23
To add ship-via codes:
1. Click the New icon next to the Ship‐Via Code field and then
type the code you want to use. The code can be up to 6 letters or
numbers long.
2. Fill in the fields and add the record as described in Chapter 3 of
the Getting Started manual.
Finding detailed
instructionsFor information about all the fields in the Ship‐Via Codes form and
step‐ by‐step instructions for adding ship‐via codes, see “Add Ship‐
Via Codes” in Chapter 3 of the Order Entry Getting Started manual.
Using Help You can also press F1 to display Help while working in a form.
Editing a Ship-Via Code
You can change all the information in ship‐via codes at any time,
except the identifying codes.
To edit ship-via codes:
1. Type the ship‐via code, or use the Finder to select the code you
want
to
change.
2. Make the changes you need.
3. Click Save to record the changes.
Effects of changes Changing the description of a ship‐via code has no effect on current
orders. To change the description in an order, you have to edit the
order and choose the code again.
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Adding and Editing E-mail Messages
3–24 Sage Accpac Order Entry
Deleting a Ship-Via Code
Before you start Make sure that no current orders list this ship‐via code. If you post
an order or invoice with a code that no longer exists, Order Entry
will post
an
error
message,
and
you
will
have
to
change
the
ship
‐via
code on the order before you can post it.
To delete a ship-via code:
1. Type the ship‐via code, or use the Finder to select the code you
want to delete.
2. Click the Delete button. If a message appears asking you to
confirm the deletion, choose Yes.
After Changing Ship-Via Codes
• Print the Ship‐Via Codes report to check the new information
and to update your printed records.
• Print the Templates report to check that no Order Entry
templates use ship‐via codes that you deleted. Edit templates if
necessary.
• Print the
Transaction
list
for
orders
(including
the
order
information) to check that no orders use ship‐via codes that you
deleted. Edit the orders if necessary.
Adding and Editing E-mail Messages
Choose E‐mail Messages from the O/E Setup folder to add or edit
e‐mail messages that you send with e‐mailed order confirmations,
quotes, invoices,
debit
notes,
and
credit
notes.
The form also lets you insert variables from your company database
so that the e‐mailed messages will include customer or company
information.
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Adding and Editing E-mail Messages
User Guide 3–25
See Chapter 2 of the Order Entry Getting Started manual for
background information on e‐mail messages. For step‐ by‐step
instructions on using the E‐mail Messages form and descriptions of
all
the
fields,
see
Chapter
3
in
the
Getting
Started
manual,
or
press
F1
for online Help.
Adding E-mail Messages
To add e-mail messages:
1. Choose the E‐mail Messages icon from the O/E Setup folder.
2. Select the message type, and then enter a unique message ID,
description, subject
line,
and
message
text.
In the subject line and message text, you can include variable
names for company data that you want to substitute in the
e‐mailed message.
3. Click the Save button to save the message.
Finding detailed
instructionsFor information about all the fields in the E‐mail Messages form and
for step‐ by‐step instructions for adding E‐mail Messages, see “Add
E‐mail Messages” in Chapter 3 of the Order Entry Getting Started
manual.
Using Help You can also press F1 to display Help while working in a form.
Editing E-mail Messages
You can edit e‐mail messages at any time.
To edit e-mail messages:
1. Type the message ID, or use the Finder to select it.
2. Make the changes you need.
3. Click Save to record the changes.
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Adding, Editing, and Deleting Optional Fields
3–26 Sage Accpac Order Entry
After Changing E-mail Messages
Print the E‐mail Messages report to check the new information and
to update your printed records.
Adding, Editing, and Deleting Optional Fields
Optional fields are available if you use Transaction Analysis and
Optional Field Creator, a separately licensed package available for
Sage Accpac ERP. Optional Fields let you store more information
with records and transactions.
Click
Optional
Fields
in
the
Setup
folder
to
add,
edit,
or
delete
optional fields for the transaction entry forms and miscellaneous
charges that you use in your Order Entry system.
See Chapter 2 in the Getting Started manual for background
information on optional fields. For step‐ by‐step instructions on using
the Optional Fields form and descriptions of all the fields, see
Chapter 3 in the Getting Started manual.
Adding Optional Fields
To add a new optional field:
1. Choose Optional Fields from the O/E Setup folder.
2. In the Optional Field For field, select the type of transaction to
which you want to add the optional field. (You can also assign
optional fields to miscellaneous charges.)
3. Use the Finder to select the optional fields that you want to use
with the
transactions,
and
then
enter
the
default
entries
for
the
optional fields, and indicate whether the fields will be
automatically inserted on new transactions that you enter.
4. For an optional field you are assigning to a shipment detail,
invoice detail, or credit/debit note detail, click the Settings
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Adding, Editing, and Deleting Optional Fields
User Guide 3–27
button, and then select the type of General Ledger accounts to
which optional field entries can be passed.
Click the Settings button for invoices and credit/debit notes to
choose whether
the
optional
fields
will
be
passed
to
Accounts
Receivable with invoice and credit/debit note transactions.
5. Click Add (or Save) to add the optional field.
Editing Optional Fields
You can change the default value and the Required and Auto Insert
status for an optional field at any time.
If the field is validated, you must select a blank or a value that is
defined for the optional field in Common Services, or choose No in
the Value Set field.
To change an optional field:
1. Choose the Optional Fields icon from the Setup folder.
2. Select the type of optional field you want to edit in the Optional
Field For field.
3. Make the changes you need on the grid.
4. Use the Settings button to select the type of General Ledger
accounts to which optional field information can be passed.
5. Click Save to record the changes.
Effects of changes
Any change you make affects records or transactions added after
you make the change.
Deleting Optional Fields
You can delete only optional fields that are not assigned to records
or transactions.
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Importing and Exporting Setup Records
3–28 Sage Accpac Order Entry
To delete an optional field:
1. Select the type of optional field in the Optional Fields For field,
and then select (highlight) the optional field that you want to
remove on
the
grid.
2. Click the Delete button, or press the Delete key on the keyboard.
If a message appears asking you to confirm the deletion, click
Yes.
After Changing Optional Fields
• Print the Optional Fields report to check the new record
information and
to
update
your
printed
records.
Importing and Exporting Setup Records
Use the Import and Export commands on the File menu to transfer
information between your Order Entry system and other Sage
Accpac Order Entry databases or non‐Sage Accpac ERP modules.
You can use the Import command when setting up a new Order
Entry system,
and
you
can
use
Export
and
Import
to
update
groups
of records by exporting the records you want to change, changing
them in a spreadsheet, and then re‐importing them into Order
Entry.
You can import and export all setup records, except the contents of
the Options form.
Other restrictions may apply, depending on the options you use in
Order Entry. For example, if you do not keep statistics, you will not
be able
to
import
or
export
statistics.
If
you
do
not
use
the
Allow
Edit
of Statistics option, you can export statistics, but you will not be able
to import them.
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Importing and Exporting Setup Records
User Guide 3–29
Use the Display Import Fields command on the Import form to
display the name, type, and length of each field in the record that
you want to import. The report also indicates key fields.
For more
information
about
importing
and
exporting
Order
Entry
records, see Appendix B, “Importing and Exporting,” in this guide.
Refer also to the chapter, “Importing and Exporting Data,” in the
System Manager User Guide.
After importing • Check data integrity.
• Print reports of the records to verify imported data.
• If necessary, delete the file containing the imported records in
the program
where
you
created
it.
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User Guide 4–i
Chapter 4
Processing Orders,
Shipments, and Invoices
Icons Used to Process Orders, Shipments, and Invoices ............................4–3
Using the Order Entry Form.....................................................4–5
Adding and Editing Orders..................................................4–8
Payment Terms ...........................................................4–25
Editing Tax Information....................................................
4–26
Editing Optional Fields for O/E Transactions .................................4–29
Posting Orders with Optional Fields.........................................4–31
Editing Sales Allocations ...................................................4–31
Editing Exchange Rates ....................................................4–32
Entering Order Prepayments ...............................................4–34
Verifying Order Totals .....................................................4–36
Authorizing Credit ........................................................4–38
Using the New Contract Wizard for Job‐Related Quotes.......................
4–39 Copying Existing Orders to New Orders.....................................4–40
Assigning Optional Fields in the Copy Orders Form ..........................4–43
Viewing Current Orders ...................................................4–44
Using the Shipment Entry Form ................................................4–45
Adding and Editing Shipments .............................................4–46
Verifying Shipment Totals..................................................4–51
Posting Shipments with Optional Fields .....................................4–53
Using the Invoice Entry Form ..................................................
4–54 Editing Payment Terms ....................................................4–58
Entering Invoice Prepayments ..............................................4–59
Verifying Invoice Totals....................................................4–62
Posting Invoices with Optional Fields .......................................4–63
Printing Posting Journals.......................................................4–64
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4–ii Sage Accpac Order Entry
Printing Quotes............................................................... 4–66
Printing a Single Quote Immediately after Posting ........................... 4–67
Printing a Range of Quotes after Posting .................................... 4–68
Printing Order Confirmations..................................................
4–70 Printing a Single Order Confirmation Immediately after Posting............... 4–71
Printing Confirmations for a Range of Orders................................ 4–73
Printing Picking Slips ......................................................... 4–75
Printing Shipping Labels ...................................................... 4–78
Printing Invoices.............................................................. 4–79
Printing a Single Invoice Immediately after Posting .......................... 4–80
Printing a Range of Invoices after Posting ................................... 4–82
Using the
Current
Orders
Inquiry
and
Pending
Shipment
Inquiry
Forms
........... 4–84
Looking Up Current Orders................................................ 4–84
Looking Up Pending Shipments............................................ 4–86
Using the Sales Statistics, Salesperson Inquiry, and Sales History Forms............ 4–88
Viewing Sales Statistics .................................................... 4–88
Viewing Salesperson Statistics.............................................. 4–89
Viewing Sales History ..................................................... 4–91
Adding, Editing, and Deleting Sales Statistics................................ 4–92
Importing and
Exporting
Order
Information
....................................
4–92 Importing Orders and Shipments........................................... 4–92
Exporting Orders, Shipments, and Invoices.................................. 4–93
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User Guide 4–1
Chapter 4
Processing Orders,
Shipments, and Invoices
This chapter contains instructions for entering, posting, and
reporting orders, shipments, and invoices in your Order Entry
system. The following topics are discussed:
• Icons used to process orders, shipments, and invoices.
• Using the Order Entry form, including:
− Adding and editing orders.
− Using kits and assembled items in orders.
− Entering shipped quantities on orders.
− Editing tax information.
− Entering optional field information.
− Editing sales allocations.
− Editing exchange rates.
− Entering prepayments.
− Verifying order totals.
− Creating invoices for shipped goods.
− Authorizing credit.
− Creating new orders from existing orders.
− Viewing all sales orders for a selected customer.
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Icons Used to Process Orders, Shipments, and Invoices
4–2 Sage Accpac Order Entry
• Using the Shipment Entry form, including:
− Adding and editing shipments for existing orders.
− Creating shipments
without
prior
orders.
− Verifying shipment totals.
− Creating invoices from shipments.
• Using the Invoice Entry form, including:
− Adding and editing invoices.
− Editing payment terms.
− Verifying invoice totals.
• Printing posting journals.
• Printing quotes, order confirmations, picking slips, shipping
labels, and invoices.
• Importing and exporting order and shipment information.
• Using the Sales Statistics, Salesperson Inquiry, and Sales History
forms.
For an overview of order, shipment, and invoice processing, see
Chapter 2, “What You Need to Know Before Using Order Entry,” in
this guide.
See the Sage Accpac Workbook for lessons with step‐ by‐step
instructions for using the Order Entry, Shipment Entry, and Invoice
Entry forms. You can refer to the tutorial lessons for information
about using the form, and you can do the lessons with the sample
data to practice using the form without risking your own data.
For specific information about the fields on a form, press the F1 key,
and then click the Field List button on the help page. For
instructions on how to use online Help, press F1 a second time when
Help is displayed.
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Icons Used to Process Orders, Shipments, and Invoices
User Guide 4–3
Icons Used to Process Orders, Shipments, and Invoices
This section describes the icons you use to process orders,
shipments, and
invoices,
and
to
order,
shipment,
and
invoice
forms and reports.
Choose the following icons from the O/E Transactions folder to
process orders, shipments, and invoices:
• You use the Order Entry form to enter, edit, import, export and
post orders.
You can also use the Order Entry form to enter shipped
quantities with an order, enter prepayments, and generate an
invoice for shipped items.
• You use the Shipment Entry form to record the shipment of
items for existing orders and to add miscellaneous charges. You
can edit shipments until all the items on an order have been
shipped, and you can import and export shipment entries.
You can also use the Shipment Entry form to skip the order
process, and directly enter shipments and generate invoices.
• You use the Invoice Entry form to enter, edit, export, and post invoices for shipments. You can also use the Invoice Entry form
to enter one prepayment with an invoice.
• The Copy Orders form lets you create a new order from the
details of an existing order, or a range of orders. The details of
the existing orders are copied to the new order, which you can
edit as required.
O/E Forms folder Order Entry provides a set of standard forms for printing order
confirmations, quotes, picking slips, shipping labels, invoices, and credit and debit notes, which you print using the following icons:
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Icons Used to Process Orders, Shipments, and Invoices
4–4 Sage Accpac Order Entry
Form Description
OrderConfirmations
Prints details of posted orders before they are fully invoiced, for use inconfirming orders.
Quotes Prints copies of order quotations you have posted using the Order Entry
form.
Picking Slips Prints picking slips for staff to use in filling orders.
Shipping Labels Prints shipping labels for order confirmations, picking slips, and invoices.
Invoices Prints copies of the invoices you created in the Invoice Entry form forinvoiced orders.
Credit/Debit Notes Prints copies of the credit/debit notes you created in the Credit/DebitNotes form.
E-mail Order Entry lets you send quotes, order confirmations, credit/debit
notes, and invoices by e‐mail to your customers. To e‐mail a quote,
order confirmation, or invoice, you must specify e‐mail as the
delivery method in the customer record (in the Accounts Receivable
modules), and then choose Customer as the delivery method when
printing the quote, order confirmation, invoice or credit/debit note.
O/E Reports folder Order Entry also provides a comprehensive set of reports for listing
and tracking orders, shipments, and invoices. You choose the icons
to print these reports from the O/E Reports folder.
See Chapter 7, “Reports,” for further information about reports.
Report Description
Transaction List Print detail or summary information about posted orders, invoices, orcredit/debit notes, selected and sorted according to the order number orcustomer number.
Order Action Print incomplete orders, sorted by order number, customer number, orprimary salesperson, choosing order source, type, print status, itemstatus, and currency.
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User Guide 4–5
Report Description
Invoice Action Print partially or fully invoiced shipments, sorted by order number orshipment, for a range of customers or salespeople, and optionally listingshipment details.
Aged Orders Print incomplete orders, with monetary amounts, sorted by age in thesystem.
Posting Journals Print a record of the general ledger entries created for order invoices,shipments, and credit/debit notes in Accounts Receivable from postedOrder Entry transactions, sorted by day end number, transaction date,customer number, or shipment number.
G/L Transactions Print a list of the general ledger transactions created from all shipmentsposted in Order Entry since the last time you created the general ledgerbatch, sorted by account or year and period.
Sales History Print a summary of sales totals from invoices and credit/debit notesposted since the last time the data was cleared.
Sales Statistics Print a summary of sales, invoices, and credit/debit note statisticsaccumulated since the data was last cleared.
SalespersonCommissions
Print all sales commissions earned by salespersons since the data waslast cleared.
Other report icons in the O/E Reports folder are Setup reports,
including: Options, G/L Integration, Templates, Miscellaneous
Charges, Ship‐Via Codes, Salesperson Commission Rates, E‐Mail
Messages, and Optional Fields.
Using the Order Entry Form
Use the Order Entry form to enter, edit, and post orders. You can
also use the Order Entry form to enter shipped quantities with an
order, enter prepayments, generate an invoice for shipped items,
and to import orders.
To open the Order Entry form, choose the Order Entry icon from the
O/E Transactions folder.
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Using the Order Entry Form
4–6 Sage Accpac Order Entry
Before you start Before you enter new orders, you should define the following Order
Entry setup information:
• Order options (set in the O/E Options form):
− Verify the prefixes and numbers you want Order Entry to
assign to orders, if you want to assign them automatically.
− Select the options for processing orders.
− Select a default order template (optional).
• Order templates.
• Miscellaneous charges.
• Ship‐via codes.
• Salesperson commission rates.
• Optional fields (if used) you want to add to the Order Entry
form or to Order Entry detail lines.
Set up information
in other Sage
Accpac modules
You must also set up the following:
• Customer, ship‐to location, payment terms, and salesperson
records in Accounts Receivable.
If you frequently have one‐time cash sales, create a one‐time
customer record in Accounts Receivable.
Check that customers in A/R to whom you will e‐mail quotes,
confirmations, and invoices use the e‐mail delivery method.
You can also add customers to Accounts Receivable when you
enter orders in Order Entry.
• Item, price list, location, account set, and category records in
Inventory Control.
• Bank, tax, and currency records in Common Services.
• Kitting items in Inventory Control (if you will be using kits).
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User Guide 4–7
For a complete description of the steps required to set up an Order
Entry system, see the Order Entry Getting Started manual.
Preparing to enter
ordersBefore 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.
Most customer information is kept with the customer record in
Accounts Receivable and appears by default with a new order.
Preparing to enter
details• If you need to enter miscellaneous charges on an order, find out
the types and dollar amounts of each charge.
• For each item on the order, find out the item number/bar code/
customer item number, price list, unit of measure, quantity, unit
price, location, and item category.
Find out the rate type, rate date, and exchange rate to use for
invoices and prepayments.
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4–8 Sage Accpac Order Entry
Adding and Editing Orders
Choose Order Entry from the O/E Transactions folder to add or edit
orders.
To add or edit an order:
1. Use the Order Number field to add a new order or select an
existing order.
• To add a new order, press the Tab key or click the New
button.
You can type a new order number yourself if you do not
want Order Entry to assign the order number automatically.
• To select an existing order for editing, use the Finder, or
type the order number and then press Tab or Enter.
You can also use this field to select an existing quote to convert
to an order. If you are going to use several quotes in this order,
or if you want to reuse a quote, however, use the From Multiple
Quotes field to select the quote, or quotes.
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User Guide 4–9
2. Enter the customer number.
Select a customer • To select an existing customer, use the Finder or type the
customer number and press Tab.
• To add a new customer, do one of the following:
Add a new
customer− If you want to add the customer record now, click the
New button beside the Customer No. field. Fill in the
customer information on the Accounts Receivable form,
click Add, and then click Close to return to Order Entry.
− If you do not want to add the customer record now, and
you use the option to allow orders for non‐existent
customers (in O/E Options), you can type the customer number only.
WARNING We suggest that you do not use this
option in a multicurrency system.
If the tax reporting currency for the tax group that
you want to use differs from the customer’s
currency, you must create the customer record
before you enter the order.
In any case, you must create the customer record in
Accounts Receivable before you can post an invoice.
Rates tab If the customer currency differs from the company currency,
Order Entry adds a Rates tab where you can verify and edit
the order and invoice exchange rates.
Zoom key 3. To edit the customer’s billing address, click the Zoom button or,
with the insertion point in the Customer Number field, press F9.
Type your changes, and then click Close.
4. On the Order tab, add or edit order information, including:
• Template Code. If you select a new template after choosing
the customer, Order Entry will replace the order information
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4–10 Sage Accpac Order Entry
and customer information from the customer record with
the information from the template.
• PO Number (if required).
• Order Date (for a future order, enter the date that the order
becomes active). Click the calendar button to view the
calendar.
• Location. This is the default warehouse location used to fill
the order — from the customer record or customer’s ship‐to
address.
• Order Type. If you select Quote, enter the expiration date in
the field that appears.
Job-related quotes If you are creating a job related quote, see “Using the New
Contract Wizard for Job‐Related Quotes,” later in this
chapter.
The New Contract Wizard lets you create a new contract in
the Project and Job Costing module by copying an existing
contract.
Detail
line
prices
on
your
new
quote
will
appear
as
project
estimates in Project and Job Costing. This means that you
can only apply details to projects with an Estimate status.
• From Multiple Quotes. Use this field to select an existing
quote, or quotes, on which to base the order, as follows:
a. Click the Zoom button beside the field.
b. Use the Create Order From Quotes form that appears to
enter the quote numbers or select them using the Finder.
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User Guide 4–11
c. Click the Order button to add the quote details to the
order, and then click Close to return to the Order Entry
form.
Job-related quotes If you are creating an active order from a job‐related quote,
Order Entry will change the contract status from Estimate to
Open for contracts specified in the Quote details when you
post the new order. You cannot change a project’s status
back to Estimate.
• Job Related. Select the Job Related option if this order
applies to a project that you are managing using Sage
Accpac Project and Job Costing.
• Project Invoicing (available if job‐related). If you select this
option, all of the billing for this order will be handled by the
Project and Job Costing module.
Order Entry will not create an invoice for this order, but will
pass all information to Project and Job Costing for it to
process billings using the Create Billing Worksheet.
• Retainage. This option appears only if you are entering a
job‐related order and have selected the Retainage
Accounting option in your Accounts Receivable system.
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4–12 Sage Accpac Order Entry
When you select the Retainage option, a Retainage tab
appears on the Order Entry form where you specify how to
process the retainage invoice for this order.
• Calculate Taxes
(the default setting for this option is set in
the O/E Options form). You can change this option to enter
taxes manually or have them automatically calculated.
• On Hold. If the customer account is on hold, the order is
automatically placed on hold.
• Create Invoice. Select this option to create an invoice when
you post the order/shipment.
This checkbox appears only if you are shipping goods on the order or if the order has miscellaneous charges that you can
invoice.
Zoom • Ship-To Location (or leave blank and zoom the field to enter
or edit the shipping address). This is the default shipping
address is the address in the customer record.
• Expected Ship Date (the date on which you expect to ship
the order). You can enter a different expected ship date for
each order item on the detail grid of the Order tab.
• Description. A description for the order, using up to
60 characters.
• Reference. An optional reference for the order, using up to
60 characters.
Change customer
settings if
necessary
5. Before you add order details in the detail entry grid, check the
following items on the Customer tab. These settings determine
detail
pricing,
so
any
changes
should
be
done
before
you
add
order details.
• Customer Type.
• Price List (default price list for new detail lines).
• Tax Group.
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User Guide 4–13
Order
currencyThe tax group determines the currency of the order if you
entered a new customer number without adding the
customer record to Accounts Receivable.
Order details 6. Add order details in the detail entry grid.
Note:
• The default price list comes from the customer record,
and appears on the Customer tab. You can change it
before entering item details.
• If you are creating the order from an existing quote, the
order details will already be filled in for you. You can
edit the details, or add new details, as necessary.
a. On the detail entry grid, click the first detail line. (If
necessary, use the Insert key to start a new detail name.)
b. If you wish to use Order Entry’s Items/Taxes form to enter
the details, click the Item/Tax button, or press the F9 key.
c. Select the type (item or miscellaneous charge).
Job-related orders d. Select the
contract,
project,
and
category
for
the
item
or
miscellaneous charge.
If the 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.
These fields will not appear unless you have Project and Job
Costing
and
select
the
Job
Related
option
in
the
top
section
of
the Order tab.
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4–14 Sage Accpac Order Entry
Add an item e. Using the Finder in the Item No./Misc. Charge field, select
the item number. You can edit the displayed description,
price list, location, order unit of measure, weight unit of
measure,
unit
price,
unit
weight,
and
category,
if
necessary.
• If you have set up manufacturers’ item numbers (such as
UPC bar code), you can enter them here in place of the
item numbers.
• If you have set up customers’ item numbers, you can
enter them here in place of the item numbers.
Drill down to check
availabilityWhen you tab out of the Item Number field, you will see the
number of items at the default location and at all locations.
• Click the Drilldown buttons for sales orders and
purchase orders to see when items are arriving and
being shipped.
• Click the Finder for the Location field to display
quantities at each location.
Add a
miscellaneous
charge
If you are entering a miscellaneous charge, you can edit the
displayed description or amount, if necessary.
f. Fill in the remaining fields on the detail line:
• Kit/BOM. If this is an assembled item, use the Finder to
select the Kit or BOM Number.
You can check the components for a kit item or an item
assembled
from
a
BOM
by
clicking
the
Components
button after you specify the kit or BOM number.
• Price List (from the customer record, but you can specify
a different price list). If you enter a non‐stock item, the
price list can be blank.
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User Guide 4–15
You can change the default price list for the order on the
Customer tab.
• Location (the code entered on the Order tab, but you can
select a different location). If you enter a non‐stock item,
the location can be blank.
• Expected Ship Date. Enter the expected ship date (if it
differs from the expected ship date entered above).
• Quantity Ordered. Enter the quantity ordered in the
order unit of measure.
Whether or not you can enter decimal places is
determined by the Allow Fractional Quantities option in the Inventory Control Options form.
If the detail line does not have a Completed status, you
can increase or decrease the quantity for backordered
items (those you have not yet shipped).
If you are unable to ship all the items on an order and
want to cancel unshipped items, you can edit the item
lines to reduce the backordered quantities to match the
quantities shipped.
• Order Unit Of Measure (the unit of measure for the
quantity being ordered). The stocking unit is displayed
by default.
If you use the Finder to select another unit of measure,
the conversion factor for that unit of measure appears in
the Finder form. The conversion factor is the number of
stocking units contained in the alternative unit. For
example, if you use a stocking unit of “each,” and “carton” has a conversion factor of 36, it takes
36 stocking units to equal one carton.
• Order Weight Unit of Measure. This is the unit of
measure for weighing this item on the order.
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4–16 Sage Accpac Order Entry
Depending on your settings in O/E Options, the
program displays either the item weight unit (from the
item record) or the pricing weight unit (from the price
list).
The weight UOM for the complete order is determined
by the default weight unit of measure set in Inventory
Controls Options form.
• Price By (Quantity or Weight). This field shows whether
the price of this item is based on weight or on quantity.
(Pricing by weight is available in Sage Accpac 500 ERP
only.)
If pricing is by quantity, the program sets volume
discount amounts or percentages according to the
quantity of goods that are ordered.
If pricing is by weight, the program sets volume
discount amounts or percentages by item weight.
• Pricing Unit of Measure (the unit of measure in which
the item is priced). You cannot edit this field.
If the item is not onthe price list If the item does not exist on the price list, Order Entry
uses the stocking unit for the pricing unit.
• Unit Price (the suggested selling price for the item). The
displayed price is 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.
You can use the Finder to select another price from the
item price list in Inventory Control. You can also
override the unit price.
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Price approvals Note that if you use security with Order Entry, you can
change the unit price only if you have security
authorization to override the unit price.
Note also that individual items may require price
approvals for different price change amounts, or may
reject any price changes.
• Price Approval. Price checks are set in Inventory
Control price lists for particular items, price lists, and
Sage Accpac user IDs.
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:
− 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.
− Price approval is in Sage Accpac 500 ERP only.
Click the Zoom button beside the Unit Price field to display the Price Approval popup.
• Quantity Shipped. If applicable, type the quantity
shipped or to be shipped on an active order.
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4–18 Sage Accpac Order Entry
If you are shipping goods, click the Create Invoice
checkbox on the Order tab or Totals tab to automatically
generate an invoice for the shipped goods.
• Qty. B/O (Quantity Backordered). 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
amount.
Each time you enter a shipped amount, the backordered
quantity is reduced. When the backordered amount is
zero, the item is considered to be fully shipped. To
cancel unshipped quantities of an order, change the
Backordered entry to zero.
• Unit Weight. This is the weight of a single item for this
detail line expressed in the Order Weight Unit of
Measure. Order Entry uses the weight to calculate the
total weight of the order (which you can use to estimate
a shipping charge).
You can edit the item weight and the extended weight
on the order, if necessary.
• Extended Weight. The quantity shipped multiplied by
the unit weight entered for the item in Inventory
Control.
• Extended Price. The program automatically calculates
the extended price when you enter a quantity.
If you override the extended price calculated by the
program, an asterisk appears beside it in the “zoomed”
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User Guide 4–19
detail entry form and also appears beside the item on the
Invoice List.
If you change the extended price, the program does not
recalculate the unit price.
• Discount Percent / Discount Amount. Order Entry lets
you specify a discount separately for each detail. You
can enter a percentage or an amount for the discount.
You can also enter a discount for the order as a whole on
the Totals tab, later. Order Entry displays the total of all
discounts entered on the details, as well as the discount
for the order on the Totals tab.
• Discounted Extended Amount. This field displays the
extended amount of the order, after the discount has
been applied.
• Category (the category assigned to the item record in
Inventory Control). You can select a different category
for the detail line from the list displayed by the Finder.
• Unit Cost (editable if the costing method for the item is
user‐specified).
The Unit Cost displayed in the Order Entry form shows
the estimated cost of the item. Upon costing (during
posting or day end processing, depending on the I/C
Costing option), the actual cost is updated in the
Shipment Entry form and Invoice Entry form. The order
retains the estimated cost and is not updated.
• Costing Unit Of Measure (editable if the costing method
for the item is user‐specified).
• Serial Numbers (for the units shipped; optional). These
numbers update the Serial Numbers Report in Inventory
Control.
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4–20 Sage Accpac Order Entry
• Comments/Instructions (that are specific to this item;
optional). Comments and instructions can include as
many lines as you need, each line up to 75 characters.
• Ship Via (optional). You can use this field to enter a
separate shipping method for the detail, if you plan to
ship the detail items separately from the rest of the
order.
• Tracking Number (optional). If you know the waybill
number for the shipment, you can enter it in this field.
Normally, you would enter a tracking number for a
detail only if you are shipping the detail items
separately.
• Original Order. Displays the quantity specified when
the detail line was first entered and posted. This number
does not change even if you change the ordered quantity
for the detail.
• Shipped To Date (drill down). The field displays the
number of item units that have been posted for the detail
line.
You can click the drilldown button to display shipment
and invoice information for the detail line, and to drill
down to the shipment and invoice transactions.
• Quantity Committed. Order Entry lets you commit an
inventory quantity 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.
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In the O/E Setup Options form, you can default the
quantity committed. If you had selected to do so, the
amount of your order for this item appears
automatically.
• Completed. A detail line is automatically assigned the
status of Completed when you post a shipment for all
ordered units for the line, or for some of the ordered
units where you also change the backordered quantity to
zero.
You can also set the status for a line to Completed by
entering Yes in the Completed column (or by clicking
the
Completed
field
in
the
Items/Taxes
form)
if
you
have
not entered a quantity shipped for the line.
The unshipped quantity will be listed as lost sales on the
Sales Statistics report after the order is processed by Day
End Processing.
• Manufacturers’ Item Numbers and Customer’s Item
Numbers. If you used a manufacturers’ item number or
a customer item number in the item number field, the
number
that
you
used
there
will
also
appear
in
the
appropriate field.
Otherwise, if you know them, you can enter the
manufacturers’ and/or customer’s item number in the
next two fields.
• Non-stock Clearing Account. If you selected a non‐
stock item, the non‐stock clearing account used by the
item’s account set appears as the default in this field, but
you
can
change
the
account
number,
if
necessary.
• Optional Fields. Click the column heading for Optional
Fields, or click the zoom button beside the Optional
Fields checkbox in the zoomed form to edit optional
fields.
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If an optional field is required, you cannot save the
transaction unless the field has a default value — or
until you fill in the field yourself.
Click the zoom button to review Optional Field entries if
the Optional Field column shows “Yes” or the checkbox
is selected (in the zoomed Item/Tax detail form).
To add optional item fields to the popup form 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 transactions
forms using the O/E Optional Fields form before you can
add them to individual transactions.
• A/R Item Number. If this is a job‐related order and you
are using project invoicing, the program displays the
A/R Item number that is assigned to the
item/miscellaneous charge for billing in Project and Job
Costing. You can change it if necessary.
• A/R Item UOM. You can also change the unit of measure
assigned for the item in Project and Job Costing.
• WIP/COGS Account. If the sales order is job‐related, and
you selected Project Invoicing, you also specify the Work
In Progress account for each order detail.
The account number specified in Project and Job Costing
will appear by default, but you can change it.
(The level at which the WIP account is specified in
Project and Job Costing depends on the project type and accounting method.)
• Revenue Account. If you selected a non‐stock item, the
non‐stock clearing account used by the item’s account
set appears as the default in this field, but you can
change the account number, if necessary.
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• COGS Account. If you selected a non‐stock item, the
non‐stock clearing account used by the item’s account
set appears as the default in this field, but you can
change
the
account
number,
if
necessary.
• Billing Type. If the sales order is job‐related, the program
displays the billing type for the line item (whether the
item is billable or non‐ billable).
• Retainage Percentage. The program displays the
retainage percentage used to calculate the retainage
amount for the shipment. It is a weighted average
percentage, based on the sum of the details
• Retention Period. 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.
Edit a detail 7. To edit a detail, select the line number, and then tab through or
click the fields, and type new information.
Delete a detail 8. To delete a detail, select the line number, and then press the
Delete key. If you see a message asking you to confirm the
deletion, click Yes. If you are using the Items/Taxes form, click
Delete.
Add more details 9. To add another detail line, press Insert.
If you are using the Items/Taxes form, click Add to accept the
new item. The fields will then be cleared so you can enter
another item. Click Close when you are finished adding new
items or editing details. You return to the Order form, where the
new items that you entered appear on new lines.
Customer and
shipment data10. Click the Customer tab, then shipping information, payment
terms, and other, customer‐oriented details:
• Ship via code (appears automatically if one is assigned to the
customer record).
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• Tracking number for the shipment (waybill number).
• FOB Point.
• Territory.
• Terms Code (can be edited on the Customer tab).
• Customer Account Set.
The account specifies the general ledger receivables control,
payment discounts, prepayment liability, retainage, and
write‐offs accounts to which the transaction will be
distributed. You wouldn’t normally change this.
11. If you need to check or change tax information for the order, see
“Editing Tax Information,” later in this chapter.
Optional fields 12. If the form has an Optional Fields tab, click it to enter additional
information for the order. See “Entering Optional Field
Information,” later in this chapter.
Sales splits 13. To check or change sales allocations for the order, click the Sales
Split tab. For more information, see “Editing Sales Allocations,”
later in this chapter.
Exchange
rates14. If the order does not use the functional currency and you need to
change the exchange rate, rate type, or rate date for the order,
click the Rates tab. For more information, see “Editing Exchange
Rates,” later in this chapter.
15. If you want to enter a prepayment, click the Prepayment button.
For more information, see “Entering Order Prepayments,” later
in this chapter.
16. To verify order and tax totals and prepayment amounts before posting, click the Totals tab. For more information, see
“Verifying Order Totals,” later in this chapter.
17. To post the order, click Post.
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Printing an order
confirmation18. Click Yes in response to the “Posting completed” message to
print an order confirmation. Click No if you do not want to
print an order confirmation now.
If you entered shipped quantities on the order, and created an
invoice, you can choose which documents you want to print on
the Posting Completed form.
For more information, see “Printing Order Confirmations,” later
in this chapter.
19. Click Close to close the Order Entry form.
After posting • If you haven’t shipped this order yet, you can use the Shipment
Entry form when you are ready, as described in the section,
“Using the Shipment Entry Form,” later in this chapter.
• You use the Invoice Entry form to invoice the shipment, as
described in the section, “Using the Invoice Entry Form” later in
this chapter.
Payment Terms
You can specify a payment terms code on an order that will appear
as the default on shipments and invoices for the order. However, you can edit the payment and discount dates only on the invoice.
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To enter or change the terms code:
1. Enter the order details as usual.
2. Click the
Customer
tab,
and
then
select
the
terms
code
you
plan
to use for the invoice.
Editing Tax Information
Before you start Before you enter orders, you must define the tax authorities, classes,
groups, and rates you need using the Tax Services folder in
Common Services.
You must also assign a tax group to each customer record in
Accounts Receivable, and you must specify the tax authority and tax
class for each item, and whether tax is included in the item price, in
Inventory Control.
Tip To change tax amounts on order details, you can:
• Change the customer’s tax group.
• Change the tax class or taxable status for the customer.
•
Change the
tax
class
or
taxable
status
for
any
detail
lines.
• Change tax amounts manually.
To edit tax information for a detail (item or miscellaneous charge):
1. Select a detail line on the Order tab.
2. Click the Item/Tax button.
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Items/Taxes form
for modifying item
taxes
3. To make your changes you can:
• Edit the customer’s tax class.
• Change the tax‐included status (if permitted by the tax
authority).
• Clear the Calculate Taxes option (on the Order tab or Taxes
tab), and change the tax bases and/or tax amounts.
4. Click Save, and then click Close.
Viewing Tax totals 5. To check tax amounts for the invoice and compare the totals on
the screen with the totals on the source document, click the
Totals tab.
To edit tax information for the complete order:
1. To check or change customer tax information for the order, click
the Taxes tab on the Order Entry form.
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Taxes tab
You must uncheck
the Calculate Tax
option to edit the
tax base and tax
amount for tax
authorities.
The Calculate
Tax Reporting
checkbox and
Tax Reporting
information
appears only if
the tax currency is
different.
2. To make your changes you can:
• Edit the customer tax class, if necessary.
• Clear the Calculate Tax option to enter taxes manually.
The Distribute
Taxes
button
appears
if you
turn
off
the
Calculate Tax option.
3. If you are entering taxes manually, enter the new tax amounts
for each authority, and then click Distribute Taxes to allocate tax
to each detail.
4. Click Calculate Taxes to see the results of changes to the tax
classes. (If you entered taxes manually, clicking this button will
override the entered tax amounts.)
5. If the tax reporting currency is different from the customer
currency, you can Clear the Calculate Tax Reporting option to
enter the tax reporting amount manually.
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Editing Optional Fields for O/E Transactions
You can edit optional fields that apply to the complete transaction on
the Optional Fields tab.
Note: The Optional Fields tab will not appear unless you
have installed Sage Accpac Transaction Analysis and
Optional Fields Creator with Sage Accpac ERP.
Order Entry lets you add optional fields to orders, miscellaneous
charges, shipments, invoices, and credit/debit Notes — on the
Optional Fields tab and on individual detail lines.
Fields on
the
Optional
Fields
tab
apply
to
the
whole
document.
All optional fields are created first in Common Services (see System
Manager documentation), and then assigned to transaction forms
using the Optional Fields form in the Order Entry Setup folder (see
Chapter 2 in the Order Entry Getting Started guide).
Only the fields which have been assigned to transactions can be
inserted or edited on this tab. (Optional fields can be inserted
automatically, or be available for the user to insert them.)
To edit or insert optional fields on the Optional Fields tab:
1. Click the Optional Fields tab.
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Optional Fields tab
for Order Entry
transaction
2. Click the Value field to edit the contents of a field that is inserted automatically on the Optional Fields tab.
To insert a field that is assigned to the transaction, but is not
inserted automatically:
a. Click in the field grid, and press the Insert key on your
keyboard.
b. Click the Finder button in the Optional Field column:
Optional FieldsFinder
c. Highlight the optional field in the list that you want to
insert, and click Select.
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Posting Orders with Optional Fields
Optional fields appear in several reports and online inquiries, and
are passed as default values to shipments and invoices if you use the
same fields in all three forms. Additionally, many reports let you
select information using optional fields.
Shipment detail optional fields can be sent to the General Ledger in
G/L transactions created by shipments, and invoice optional fields
can be sent to Accounts Receivable and the General Ledger if you
assign the same fields to A/R invoices and to G/L transactions.
Editing Sales Allocations
Before you start Assign the appropriate salespeople and percentages to customer
records in Accounts Receivable.
Note that the following instructions apply also to the Shipment
Entry and Invoice Entry forms.
To edit the sales allocation for an order:
1. Click the Sales Split tab on the transaction entry form.
Sales Split tab
2. For each salesperson who earns a commission on this order, type
the salesperson code, or select it from the Finder.
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To delete a salesperson allocation, highlight the line, and then
press the Delete key.
3. Type the percentage of the order total to allocate to the
salesperson. The percentages must total 100.
Editing Exchange Rates
Rates tab The Rates tab appears on the Order Entry, Shipment Entry, and
Invoice Entry forms in a multicurrency ledger only if the customer
does not use the functional currency.
You enter exchange rate information on the transaction entry forms
only if you
do
not
want
to
use
the
current
exchange
rate
for
the
order
or invoice rate date, or if no rate is entered for that date.
Note, however, that you cannot edit exchange rates between EMU
member currencies, or between the euro and EMU member
currencies.
Order rate The order rate has two purposes:
• It shows you the exchange rate that was in effect when the order
was
taken.
• It is the default rate for a prepayment on the order.
Shipment rate The shipment rate is the rate in effect when you create the shipment.
Invoice rate The invoice rate is the rate in effect for the invoice you are
producing.
To edit the exchange rate for an order:
Note:
You
use
the
same
procedure
to
edit
the
shipment
and
invoice rate. If you are shipping goods and creating an
invoice, all three rates will appear on the Rates tab on the
Order Entry form.
1. Click the Rates tab on the Order Entry form.
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Rates tab on the
Order Entry form
This example shows
shipment and
invoice ratesbecause goods
are being shipped
on the order and
invoiced.
It also shows the
exchange rates for
a separate, tax
reporting currency.
Order Entry
displays
the
rates
that
the
program
will
use
by
default.
2. You can change:
Order/Shipment/Invoice Rate Type code. This code identifies
the method used to convert source‐currency amounts on orders
to functional‐currency equivalents.
Order/Shipment/Invoice Rate Date. The date for selecting the
exchange rate from the currency rate table in Common Services.
Order/Shipment/Invoice Rate. If the rate you want is not
displayed, enter the rate to use to convert the source‐currency
amounts on the order to functional‐currency amounts. Press Tab
to record the rate.
Different tax
reporting currencyTax Reporting Currency Exchange Rate Information for Order,
Shipments, and Invoice. These fields appear only if the tax
reporting currency is different from the customer currency.
If you turn off the “Calculate Tax Reporting” option on the Taxes tab, and enter Tax Reporting Amounts manually, you can
use the Derive Rate button on the Rates page to calculate the
actual Tax Reporting Currency Exchange Rate.
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Entering Order Prepayments
You can enter prepayments with orders, shipments, and invoices.
The prepayments that you enter with orders and shipments do not
reduce the amount of the next invoice you create; they are matched
to the invoice when you post them in Accounts Receivable.
You can enter as many prepayments as you want for an order.
Before you start Find out the Accounts Receivable receipt batch and deposit number
to use for the prepayment.
To enter a prepayment with an order:
1. Click the Prepayment button on the Order Entry form.
Prepayments form
2. Choose the Accounts Receivable receipt batch to which you want
to add the prepayment, or create a new batch.
• To open an existing batch, type the batch number or use the
Finder or the navigation buttons to select it.
• To create a new batch, click the New button, and then:
a. Type over the batch date if you want to change it.
b. Type the bank code or select it from the Finder.
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Prepayment
currencyc. If you use multicurrency accounting, select the currency
of the prepayment. (You can select the prepayment
currency only if it is one of the currencies used by the
bank
you
selected.)
Enter
the
rate
date,
rate
type,
and
exchange rate.
You can edit the exchange rate only between two non‐EMU
member currencies, or between a non‐EMU member
currency and an EMU member currency.
Batch
currencyThe currency of the first receipt added to a batch sets the receipt
batch currency. If another user adds a receipt in a different
currency to this new batch before you post the order, Order
Entry
will
report
an
error
when
you
post
and
you
will
have
to
select a different batch.
Deposit number 3. If this is a new batch, you can select an existing deposit number
or click the New button to create a new deposit (or leave the
number blank to have it assigned in Accounts Receivable).
By selecting an existing deposit number, you can consolidate a
number of receipt batches into one bank deposit.
4. Select the payment code for the prepayment using the Finder.
5. If the payment code matches a credit card type, enter credit card
information.
• Click the Credit Card button to specify the card type, card
number, cardholder name, expiration date, and
authorization code. Credit card information is encrypted in
the Sage Accpac database, and you can assign security to the
credit card information form.
Order Entry stores the credit card information for the payment, but it does not process the transaction with the
credit card company. You must do that separately.
6. Type the check number or other receipt number that identifies
the prepayment, or leave the field blank to let Order Entry
assign a receipt number when you save the prepayment.
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7. Type the date and amount of the prepayment.
Rates 8. If the prepayment is not in the company’s functional currency,
select the rate type and exchange rate.
9. If this is a job‐related order, click the Jobs button to distribute the
prepayment amount to order details.
Order Entry provides two automatic methods for distributing
the prepayment amount:
• Apply By Amount. Distributes the payment amount
proportionately to each of the job details.
• Apply Top Down.
Starts
by
applying
the
payment
to
the
first
detail, and then moves down the list until the payment
amount is completely applied.
You can also apply amounts manually to order details.
10. Click Add to add the prepayment to the selected batch.
If you left the Check/Receipt No. field blank, Order Entry
displays the assigned number.
11. Click Close to return to the Order Entry form.
Order Entry displays the total amount of all prepayments for the
selected order on the Totals tab of the Order Entry form.
Verifying Order Totals
Before you post an order, you can verify the order amount, specify
the number of labels to produce, and enter an order discount.
To verify order totals:
1. Click the Totals tab on the Order Entry form.
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Totals tab for an
order
The Order
Totals
tab
shown
above
includes
shipped
quantities
that are being invoiced.
2. Add or edit the following information for the order:
• Any comments you want to add to the order.
• A discount amount or percentage that applies to the order.
Note that the program displays the total amount of the
discounts that you entered with details (if any), as well as a
discount that you apply to the whole order.
If you override the percentage calculation in the amount
field, the program displays an asterisk beside the field.
• Whether you discount miscellaneous charges or just items.
• The number of labels (a total for the invoice, order
confirmation, and picking slip).
If you are shipping items and creating an invoice, you can enter
a shipment and invoice number, or let the program assign
document numbers automatically.
3. If you need to check or edit the customer’s tax classes, see
“Editing Tax Information,” earlier in this chapter.
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4. If you need to check or edit the customer’s terms, see “Editing
Payment Terms,” earlier in this chapter.
Authorizing Credit
If you try to post an order that puts an account over its credit limit,
Order Entry displays a warning message and customer information:
Credit Limit
Authorization
Do one of the following:
• If you are authorized to approve credit, type your user ID (and
your password, if you use security), and then click Proceed.
• If you are not authorized to approve credit, follow your normal
business procedures. You can ask the person who normally
authorizes credit to enter his or her user ID and password, or
you can select On Hold to place the order on hold for later
invoicing. Click Proceed to continue.
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Note: You can post an order that is on hold, but you cannot
ship any quantities, or create an invoice for it until you
remove the on‐hold designation for the order in Order Entry
or for the customer in Accounts Receivable.
Using the New Contract Wizard for Job-Related Quotes
If you are creating a job‐related quote in Order Entry, you can use
the New Contract wizard to create a new contract in the Project and
Job Costing module by copying an existing one.
The wizard copies the settings, projects, categories, and resources
from the existing contract to the new contract. The wizard also lets you choose to use original or current estimates, actual revenues and
costs, or no amounts from the existing contract as the default
estimate for the new contract. You can also choose whether to use
the same optional fields as the existing contract or the program
default optional fields.
Note: When you add job‐related detail lines to a quote, the
detail lines must be applied to projects with an Estimate
status.
Quote
amounts
appear
as
estimates
in
the
new
contract.
To use the New Contract Wizard:
1. Start a new order in the Order Entry form.
2. Choose Quote as the Order Type.
3. Click the Contracts button at the bottom of the Order Entry
form.
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The following form appears:
The Contracts
button
appears
after you
choose
Quote
as
the
Order Type.
4. Enter a new contract number (you can use the Contract Number
tab to help you do this), and specify the number of the contract
that you are copying to create this new contract.
5. Click the Contract Style tab, and choose whether you want to
create a basic contract or a standard contract.
6. Click the Optional Fields tab and choose whether you want to
copy the optional fields from the template contract, use the PJC
default optional fields, or use no optional fields for this contract.
7. Click the Finish button to create the contract.
Copying Existing Orders to New Orders
Order Entry provides a convenient way to enter orders for customers
who frequently order the same items.
The Copy Orders form lets you use an existing order, or a range of
orders, as the basis for a new order. The details from the existing
orders, including the item numbers, quantities ordered, pricing, and
other information, are copied to the new order.
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You can delete the details not required for the new order, and you
can change the price list, location, ship date, quantity ordered, unit
of measure, and unit price for any detail line.
To create an order from an existing order, or orders:
1. Choose Copy Orders from the O/E Transactions folder.
2. In the From Customer Number field, type the code for the
customer whose orders you are copying, or use the Finder or the
navigation buttons to select it.
3. In the To Customer Number field, type the code for the customer
for whom you are creating the new order, or use the Finder or
the navigation buttons to select it.
4. In the From Order Number and To Order Number fields, enter
the range of existing orders (for the From Customer) to use as
the basis for the new order.
5. If the From and To customers are different and have different tax
groups, enter or select the tax group for the To customer.
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6. Specify the type of order that you are copying (Active, Future,
Standing, or Quote).
7. If you use Project and Job Costing, choose whether you are
copying job‐related orders.
8. If job‐related, specify whether the new order will use project
invoicing.
9. If the customers and the customer currencies are different, enter
or select the price list for the To customer. (If the From and To
customer is the same, the program copies the prices directly
from the previous orders.)
10. Click the Go button to add the details from the existing orders to the new order.
Enter order
information11. Enter information in the fields on the Copy Orders tab, as
follows:
Order Number. Type an order number if you wish to assign a
number manually, or accept the ***New*** entry to let the
program assign the next number in the order number sequence.
Order Date.
Enter
or
choose
the
date
for
the
order.
The
program
automatically displays the session date as the order date.
On Hold. If you need to put the order on hold for some reason,
select this option.
Order Type. You can create a quote, future order, or standing
order, as well as an active order which you can immediately fill.
Description and Reference. Enter a description and a reference
for the order, using up to 60 characters for each.
Edit order details 12. Use the detail grid on the Copy Orders form to edit details as
necessary.
You can change the Copy Detail choice to No or Yes, and you
can change the inventory location, price list, expected ship date,
quantity, units of measure, and price of each detail line.
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To delete a detail line, you simply click the detail line, and then
press the Delete key on your keyboard.
Optional Fields 13. If you use optional fields with orders, click the zoom button in
the Optional Fields column heading, or click the Optional Fields
tab to edit fields for whole order.
14. When you have finished entering and editing information for
the order, click the Create button to add the new order.
Note that the program displays the new order number in the
Order Number field, if you let the program assign the order
number automatically.
15. Make a note of the new order number, so that you can work with the order, later, in the Order Entry and Shipment Entry
forms.
You can use the Order Entry form to view, edit, and post the new
order, or you can ship the new order immediately using the
Shipment Entry form, if you are confident that all the order
information is correct.
Assigning Optional Fields in the Copy Orders Form
The optional fields and values assigned to orders in the O/E Optional
Fields setup form are also available when an order is created by
copying existing orders.
• All optional fields (and values) that were flagged in the setup
form as Auto Insert will appear in Copy Orders.
• If the optional fields defined for the customer match the optional
fields
assigned
to
orders,
the
optional
field
values
for
the
customer will automatically appear in the order optional fields.
• If an optional field has been assigned to orders (but not to a
customer), the default optional field value specified for the
orders optional field will appear.
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Viewing Current Orders
Use the Current Orders Inquiry form to look up all posted sales
orders for a selected customer.
To view current orders:
1. Choose Current Orders Inquiry from the O/E Statistics and
Inquiries folder.
Identify thecustomer 2. In the
Customer
Number
field,
enter
the
number
for
the
customer whose orders you want to review.
Specify ranges 3. To limit the display to orders that meet certain criteria, specify a
range of order numbers, order dates, and expected ship dates.
Order type 4. Select the type of order (All orders, Active, Future, Standing, or
Quote) that you are inquiring on.
Order status 5. Select the status of order you are inquiring on (Posted,
Quote/Confirmation Printed, Picking Slip Printed, Never
Invoiced, Partially Invoiced, Never Shipped, Partially Shipped,
Complete, or On Hold). You can also choose All.
Note that if you shipped goods from an order and printed the
picking slip after posting from the Order Entry form, the
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shipment will have the print status set to “Picking Slip Printed,”
but picking slips will not have been printed for the order.
6. Click the Go button to list the orders and quotes that meet your
criteria.
7. To view the details of a particular order, select the order line,
then click the Details button, or double‐click the order line on
the detail grid.
The program displays the original order in the Order Entry
form, where you can view all the information for the order,
including sales history for a selected item.
Help key You can display online help for the form by pressing the F1 key or by clicking the Help button (if one is displayed).
Using the Shipment Entry Form
Use the Shipment Entry form to record the shipment of items and to
add miscellaneous charges for existing orders. You can edit
shipments until all the items on an order have been shipped.
The Shipment Entry form lets you:
Skip orders — just
ship and invoice• Skip the order process, and directly enter shipments and
generate invoices.
Use Shipment Entry for a one‐step order/shipping/invoicing
process. Shipment Entry also lets you enter payments.
• Print picking slips and invoices (if you created an invoice)
immediately after
posting
shipments.
• Add miscellaneous charges to existing orders.
• Import and export shipment entries.
Shipments update inventory item quantities and costs either when
you post the shipment or when you run Day End Processing,
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depending on the costing settings specified on the Costing tab of the
I/C Options form.
Before you start Before you enter new shipments, you should:
• Verify the prefix and next number you want Order Entry to
assign to shipments, if you assign numbers automatically.
• Confirm shipping information, such as the ship via method and
tracking numbers for orders (if you know them).
Adding and Editing Shipments
To add or edit a shipment:
1. Choose Shipment Entry from the O/E Transactions folder.
2. Enter the number for the customer to whom you are shipping items, and then press the Tab key.
3. Select the order, or orders, that you are shipping:
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If you are shipping
goods without first
adding an order
• Leave the order field blank if you are directly entering items
and shipping them without using an existing order .
− Check the Shipment Date and Posting Date. The Posting
Date is the date used for the general ledger transactions
when they are posted in the G/L.
− Choose the location from which you are shipping goods.
− Choose or enter the customer’s ship‐to location if
different from the customer address.
− Select the Job Related option if this shipment is for a
contract in maintained in Project and Job Costing.
− Select the Project Invoicing option for job‐related
shipments that are going to be invoiced from the Project
and Job Costing module.
− Click the Customer tab before adding shipment details
to make sure that you are using the correct price list and
tax group for this customer.
− Start entering item details and miscellaneous charges. If
necessary,
use
the
insert
key
to
start
a
new
detail
line.
If you are shipping
one or more
existing orders
• If you are shipping one order, type the order number or
select it using the Finder.
• If you are shipping several orders:
a. Click the Zoom button beside the From Multiple Orders
option.
b. On the Create Shipment From Orders form that appears,
select the order numbers using the Finder, and then click the Ship button.
c. Click Close to return to the Shipment Entry form.
The program copies the details from the specified orders to the
detail‐entry grid on the Shipment tab.
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4. Enter the shipped quantities as follows:
To ship lines for an existing order:
•
To ship
all
quantities
on
the
order,
click
the
Ship
All
button.
The Ship All button will not appear if you did not choose an
existing order.
• To create a partial shipment (ship only some of the details),
type the quantity you are shipping in the Quantity Shipped
field in the detail line for each item you are shipping.
• To complete an order detail line after partially shipping the
items, change the backordered quantity for the detail to zero,
and then tab out of the Quantity Backordered field (the B/O
field on the Items/Taxes form). Select the Completes Order
option to complete the detail line.
To add new detail lines:
Add miscellaneous
charges to orders• You can add new miscellaneous charge lines when you ship
an existing order, but you cannot add new order details.
• If you want, click the Item/Tax button to display item details
on an entry form instead of using the detail entry grid.
Add items and
charges if no order• If you are not shipping an existing order, add new shipment
lines as follows:
a. Click in the detail entry grid and press the Insert key (if
necessary) to start a new line.
b. Select the type (item or miscellaneous charge).
Job-related orders c. Select the contract, project, and category for the item or
miscellaneous charge if this is a job‐related shipment.
If the 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,”
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“Project,” and “Category” in Project and Job Costing, the
program displays them instead.
These fields will not appear unless you have Project and Job
Costing
and
select
the
Job
Related
option
in
the
top
section
of
the Order tab.
Item number or
miscellaneous
charge code
d. Using the Finder in the Item No./Misc. Charge field,
select the item number or charge code. You can edit the
displayed description, price list, location, order unit of
measure, weight unit of measure, unit price, unit
weight, and category, if necessary.
• If you have set up manufacturers’ item numbers
(such as UPC bar code), you can enter them here in
place of the item numbers.
• If you have set up customers’ item numbers, you can
enter them here in place of the item numbers.
Drill down to check
availabilityWhen you tab out of the Item Number field, you will see
the number of items at the default location and at all
locations.
• Click the Drilldown buttons for sales orders and
purchase orders to see when items are arriving and
being shipped.
• Click the Finder for the Location field to display
quantities at each location.
e. Fill in the remaining fields on the detail line.
• Kit/BOM. If this is an assembled item, use the Finder
to select the Kit or BOM Number.
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You can check the components for a kit item or an
item assembled from a BOM by clicking the
Components button after you specify the kit or
BOM
number.
• Price List (from the customer record, but you can
specify a different price list). If you enter a non‐
stock item, the price list can be blank.
You can change the default price list for the
shipment on the Customer tab.
• Location (the code entered above on the Shipment
tab, but you can select a different location). If you
enter a non‐stock item, the location can be blank.
• Quantity Shipped. Enter the quantity ordered and
shipped in the shipment unit of measure.
See Adding or
Editing Orders fpr
more information
For information on the remaining detail fields, see
Adding or Editing Orders, earlier in this chapter.
5. Click the Totals tab to check the totals for the shipment.
6. Click
the
Prepayments
button
to
enter
a
payment
for
the
shipment.
7. Select the Create Invoice option if you are creating the invoice at
this time.
Note: If you are using Project Invoicing option for job‐
related shipments, you cannot invoice the customer from
Order Entry. Once you post the shipment, you will use the
Project and Job Costing module to invoice the customer.
8. Specify the number of shipping labels you require for the
shipment.
9. Click the Prepayments button to enter a payment. See “Entering
Order Prepayments,” earlier in this chapter for more
information.
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10. If you are invoicing the shipment, enter the invoice number if
you assign them yourself, or let the program automatically
assign the document number.
11. Click Post to post the shipment and post an invoice for the
shipment (if you selected the Create Invoice option on the Totals
tab).
If you are about to post an invoice that will put the customer
account over its credit limit, a message is displayed. Follow the
instructions under “Authorizing Credit,” later in this chapter.
12. When the Posting Completed message appears, choose whether
you want to print the picking slip and invoice (if you created an
invoice).
Verifying Shipment Totals
Before you post a shipment, use the Totals tab on the Shipment Entry
form to:
• Enter any comments you want to include on the shipment.
• Verify
the
shipment
total.
• Specify any shipping discount that applies and whether the
discount applies to miscellaneous charges.
• Specify the number of shipping labels you want to print.
• Indicate whether to create an invoice automatically when you
post the shipment.
• Enter a document number for the invoice unless you let the
program assign
document
numbers.
To verify shipment totals:
1. Click the Totals tab on the Shipment Entry form.
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Totals tab for a
shipment
This example shows a shipment with the Create Invoice option
selected.
2. Add or edit the following information:
• Enter any comments you want to include on the shipment in
the Comment field.
• Enter a discount amount or percentage that applies to the
shipment, and indicate whether the discount also applies to
miscellaneous charges.
Note that the program displays the total amount of the
discounts that you entered with the shipped details (if any),
as well as the discount that you apply to the whole
shipment.
You can override the percentage calculation in the amount field. If you do, the program displays an asterisk beside the
amount field.
• Whether you discount miscellaneous charges or just items.
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• Number of labels (the number you require for the invoice
and for shipping the items).
• Specify whether to create an invoice automatically when you
post the shipment, and enter an invoice number if you do
not want the program assign the next sequential shipment
number.
3. If you need to check or edit the customer’s tax classes, see
“Editing Tax Information,” earlier in this chapter.
4. If you need to check or edit the customer’s terms, see “Editing
Payment Terms,” earlier in this chapter.
Errors on shipments You can correct errors on shipment transactions until the order is fully shipped by recalling the order, making the corrections, then
posting the shipment. O/E adjusts the quantities in inventory and
generates an adjustment for General Ledger.
Posting Shipments with Optional Fields
Shipment Headers Optional fields included with Shipment headers are used for
reference and inquiry on shipments, and can be used to select
shipments on
many
reports.
The
field
information
will
also
appear
as
default entries for the optional fields on invoices if you assigned the
same fields to shipments and invoices in Order Entry.
Shipment Details Optional fields included in Shipment details will be passed on to
general ledger transactions if:
• You select the G/L account in the Shipments Details Settings
dialog box in the O/E Optional Fields form.
• The
Shipment
Details
optional
fields
match
Transaction
Details
optional fields defined for G/L transactions (Inventory Control,
Non‐stock Clearing, Shipment Clearing, and Cost Variance).
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Using the Invoice Entry Form
Use the Invoice Entry form to enter, edit, and post invoices for
shipments that
you
have
posted.
You
can
also
use
the
form
to
enter
a
prepayment with an invoice.
Note:
• You can create invoices automatically from the
Shipment Entry form and from the Order Entry form.
• Job‐related orders that use the Project Invoicing option
are invoiced from Project and Job Costing or directly in
Accounts Receivable — not in Order Entry.
To add or edit an invoice:
1. Choose Invoice Entry from the O/E Transactions folder.
2. In the Invoice Number field, accept the ***New*** entry to let the
program assign the invoice number automatically, or type the
number you want to assign to the invoice.
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3. Enter the number for the customer you are invoicing, and then
press the Tab key.
You can skip the
customer numberfield
You can also skip this field and enter the shipment number
directly in the shipment number field, or click the Finder to look
up shipments.
4. Specify the shipment, or shipments, that you are invoicing:
• If you are invoicing only one shipment, type the number of
the shipment, or select the number using the Finder.
You can click the Drilldown button beside the Shipment
Number field to view all shipment details.
• If you are invoicing several shipments:
a. Click the Zoom button beside the From Multiple
Shipments option, and then use the Create Invoice From
Shipments form that appears to select the shipment
numbers.
b. Click the Invoice button at the bottom of the Create
Invoice From Shipments form.
c. Click Close to return to the Invoice Entry form.
All the details from the specified shipment entry, or entries, are
copied to the Invoice tab.
If you select the From Multiple Shipments option, the Shipment
Number field becomes inactive. If you select the Shipment
Number field, the Multiple Shipments option becomes inactive.
5. Enter header information for the invoice, as follows:
a. In the Invoice Date field, use the calendar to select the
invoice date or enter the date manually.
b. Change the posting date if necessary. This is the posting date
for the G/L transactions arising from the invoice. The posting
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date determines the fiscal period to which the G/L
transactions are posted.
c. In the Location field, enter or select the location from which
you shipped the items. (The program displays the location
entered with the shipment.)
d. In the Ship‐To Location field, enter or select the code for the
address to which you are sending the invoice.
e. Choose the Retainage option if this is a job‐related invoice
and you use retainage accounting in Accounts Receivable.
f. Select the Calculate Tax option, unless you plan to enter
taxes manually.
g. Enter a description and a reference for the invoice in the
spaces provided, or use the ones from the shipment.
6. Edit invoice details, as necessary. You can edit the details right
on the detail entry grid, or you can select a detail and then click
the Item/Tax button (or press F9) to edit the detail using the
Items/Taxes form. (Use the Items/Taxes form if you need to
change detail tax information.)
For each detail, you can edit:
• Quantity invoiced.
• Unit price (if you use security with your system, you need
security authorization).
• Extended price.
• Unit weight.
• Extended weight.
• Discount percentage or discount amount.
• Unit and extended cost for items that are assigned a user‐
specified costing method in Inventory Control.
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• Ship‐via method and tracking number.
• Serial numbers for the item.
• Comments and
instructions.
• Customer and manufacturers’ item number.
• Whether the customer can receive a discount on the item for
early payment.
• Item tax class, tax included status (if the tax authority
permits), and, if you are entering taxes manually, the tax
amount.
If the invoice is job‐related, you can also edit:
• The revenue and cost of goods sold accounts.
• A retainage percentage, retainage amount, and retention
period if you use retainage accounting.
You can also drill down to the shipment and to the original
order from each detail line by clicking the drilldown button.
You
can
choose
among
shipments
if
you
are
invoicing
multiple
shipments.
7. Click the Customer tab to check the customer type, tax group
and payment terms, and to adjust any discounts or scheduled
payments associated with the terms code.
You can also specify a different customer account set to change
the receivables control, payment discounts, prepayment liability,
retainage, and write‐offs accounts to which the transaction will
be
distributed.
8. Click the Taxes tab to check the customer tax class and tax
registration number for this invoice. If you are entering taxes
manually, you can adjust the tax base and tax amount, if
necessary.
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Note: You must uncheck the Calculate Tax checkbox to edit
the tax base or tax amounts on the Taxes tab.
9. Click the Totals tab to check the invoice totals.
10. Click Post to post the invoice and automatically assign the
invoice number (unless you entered the invoice number
yourself).
Editing Payment Terms
You specify the payment terms on the Customer tab of the Invoice
Entry
form.
Terms
are
defined
in
Accounts
Receivable,
but
you
can
edit payment and discount dates for each invoice.
• You must enter the details for the invoice before you can edit the
terms.
• If the terms code is for a multiple payment schedule, Order
Entry calculates a schedule for you, beginning with the order
date that you enter, but you can change each of the dates on the
payment schedule.
• You can edit the amounts, due dates, and discount dates on a payment schedule, but you cannot add payments.
To edit payment terms:
1. On the Invoice Entry form, click the Customer tab.
2. Specify the code for the invoice payment terms, and then edit
the due date, discount date, discount percentage, or discount
amount as necessary.
To edit a multiple payment schedule:
1. On the Customer tab, specify a terms code that uses a multiple
payment schedule.
The customer payment schedule appears.
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Payment schedule
on the Customer
tab
2. Check the As Of Date to make sure it is the correct date from
which to calculate the due date for the first payment. (The
displayed As Of Date is the invoice date.)
For example, if the payment schedule calculates 30 days to the
first due date, and the first payment is not until July 30, type
June 30 as the As Of Date.
3. Edit the dates and amounts in the schedule, if necessary.
For example, if your payment schedule spaces due dates 30 days
apart, you can change the dates to the last day of each month.
You cannot increase the number of payments, unless you change
to another terms code that provides more payments.
Tip: If you make changes to a payment schedule, be sure to
check that there are no outstanding payment amounts in the Amount remaining field.
Entering Invoice Prepayments
You can enter one prepayment with an invoice. The prepayment you
enter immediately reduces the amount due on the invoice, and it is
automatically applied to the invoice when you post the invoice.
Before you start
• Find out which Accounts Receivable receipt batch and deposit number you should use for the prepayment.
To enter a prepayment:
1. Click the Prepayment button on the Invoice Entry form.
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Prepayments form
2. Choose the Accounts Receivable receipt batch to which you want
to add the prepayment, or create a new batch. (The Jobs button
appears only if this is a job‐related invoice.)
• To open an existing batch, type the batch number or use the
Finder.
• To create a new batch, click the New button, and then:
a. Type over the batch date if you want to change it.
b. Type the bank code or select it from the Finder.
Prepayment
currency
c. If you use multicurrency accounting, select the currency
of the prepayment. (You can select the prepayment
currency only if it is one of the currencies used by the
bank you selected.) Enter the rate date, rate type, and
exchange rate.
You can edit the exchange rate only between two non‐EMU
member currencies, or between an EMU member currency
and a non‐EMU member currency.
Batch
currency
The currency of the first receipt added to a batch sets the receipt
batch currency. If another user adds a receipt in a different
currency to this new batch before you post the order, Order
Entry will report an error when you post, and you will have to
select a different batch.
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Deposit number 3. If this is a new batch, you can select an existing deposit number
or click the New button to create a new deposit (or leave the
number blank to have it assigned in Accounts Receivable).
By selecting an existing deposit number, you can consolidate a
number of receipt batches into one bank deposit.
4. Select the payment code for the prepayment from the Finder.
5. If the payment code matches a credit card type, enter credit card
information.
• Click the Credit Card button to specify the card type, card
number, cardholder name, expiration date, and
authorization code. Credit card information is encrypted in the Sage Accpac database, and you can assign security to the
credit card information form.
Order Entry stores the credit card information for the
payment, but it does not process the transaction with the
credit card company. You must do that separately.
6. Type the check number or other receipt number that identifies
the prepayment, or leave the field blank to let Order Entry
assign a receipt number for you when you save the prepayment.
7. Type the date and amount of the prepayment.
Rates 8. If the prepayment is not in the company’s functional currency,
select the rate type and exchange rate.
9. If this is a job‐related invoice, click the Jobs button to apply
payment amounts to individual invoice detail lines.
Order Entry provides two automatic methods for distributing
the prepayment amount:
• Apply By Amount. Distributes the payment amount
proportionately to each of the job details.
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• Apply Top Down. Starts by applying the payment to the first
detail, and then moves down the list until the payment
amount is completely applied.
You can also apply amounts manually to order details.
10. Click Add to add the prepayment to the selected batch.
If you left the Check/Receipt No. field blank, Order Entry
displays the assigned number.
11. Click Close to return to the Invoice Entry form.
The amount of the prepayment is displayed on the Totals tab.
Verifying Invoice Totals
Before you post an invoice for a shipment, you can verify the invoice
total, and enter any invoice discount that applies.
To verify invoice totals:
1. Click the Totals tab on the Invoice Entry form.
Totals tab on the
Invoice Entry form
2. Add or edit the following information:
• Comments that you want to save with the invoice.
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• A discount amount or percentage that applies to the invoice,
and whether the discount also applies to miscellaneous
charges.
Note that the program also displays the total amount of the
discounts that you entered with the invoiced details (if any),
as well as the discount that you apply to the whole invoice.
You can override the percentage calculation in the amount
field. If you do, the program displays an asterisk beside the
amount field.
• Whether you discount miscellaneous charges or just
inventory items.
• Number of labels that you require for the invoice.
3. If you need to check or edit the customer’s tax classes, see
“Editing Tax Information,” earlier in this chapter.
4. If you need to check or edit the customer’s terms, see “Editing
Payment Terms,” earlier in this chapter.
5. When you are satisfied with the information on the Totals tab,
click
the
Post
button.
Posting Invoices with Optional Fields
Invoice Headers In the Optional Fields form, choose the Settings button for the
Invoices, and select the A/R Invoices Optional Fields checkbox to
have optional fields included with invoices that are sent to Accounts
Receivable.
You must also ensure that the optional fields for invoices in Order
Entry match the A/R Invoices optional fields.
Invoice Details To have optional fields from invoice detail lines passed to Accounts
Receivable invoice detail lines, select the Sales/Shipment Clearing/
Cost of Goods Sold, and Miscellaneous Charges checkboxes in the
Settings dialog box for Invoice Details optional fields.
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Optional field information will be passed to A/R detail lines when:
• You select the Accounts Receivable Detail G/L Accounts listed
above.
• The optional fields defined for Order Entry Invoice Details
match the optional fields defined for A/R Invoice Details.
You must select the G/L Accounts checkboxes in the Settings dialog
box to have optional fields added to G/L transactions that are created
by invoice posting and sent to G/L Accounts. Again, you must
ensure that the same optional fields are assigned to Order Entry
Invoice Details and to General Ledger transactions.
Printing Posting Journals
You use the Posting Journals form, available from the O/E Reports
folder, to print posting journals that list all the invoices and all the
shipments you posted in Order Entry.
You can erase (clear) the information in a posting journal after
printing, or after Day End Processing. Use the Clear History form to
clear posting
journals.
See Chapter 7, “Reports,” in this User Guide for more information
about the Invoice Posting Journal.
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To print a posting journal:
1. Choose Posting Journals from the O/E Reports folder.
2. Select the type of posting journal you want to print. You can
select Shipments, Invoices, or Credit/Debit Notes.
3. Select the range of day‐end numbers for which you want to print
the report.
Day End Processing in Inventory Control assigns day‐end
numbers that appear on all audit reports.
Normally, you would accept the default range of all journals (to
print all journals that you have not yet printed).
4. Select the sorting order.
5. Specify whether to include sales split information, a tax
summary, Accounts Receivable audit information (for invoices),
tax reporting information, journals that you printed previously,
optional fields, or, if you use Project and Job Costing, job details.
Normally, you would not reprint journals. (You cannot reprint
journals that have been cleared.)
6. Choose the paper size.
7. Click Print, and then click Close.
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You can clear posting journals that you have printed using the Clear
History form.
Printing Quotes
You can provide quotes to customers by opening the Order Entry
form, selecting Quote as the order type, and entering details for the
quotes as you would for orders. You can then print the quotes and
send them to your customers.
Quotes do not
affect quantitiesQuotes do not affect quantities on sales order until you convert them
to Active orders.
Job-related quotes Job‐related quotes must be applied to projects that have an Estimate
status. If you are creating a job related quote, you can use the New
Contract Wizard to create a new contract in the Project and Job
Costing module.
Order Entry lets you to print quotes at two stages of order
processing:
• You can print a quote immediately after posting the quote.
• You can print quotes for a range of posted quotes before they are
cleared from Order Entry.
If printing a range of quotes from the Quotes form in the O/E
Forms folder, you can choose to reprint quotes.
Before you start • Create the format for the quote or use one that comes with Order
Entry.
• Select the destination to which you will print.
You can set up e‐mail addresses and delivery methods in
Accounts Receivable customer records that let you e‐mail quotes,
order confirmations, and invoices directly to customers.
• If necessary, print a test copy of the quote to check the alignment
of the form in your printer.
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Printing Quotes
User Guide 4–67
Printing a Single Quote Immediately after Posting
You can print a quote immediately after entering item details and
posting it.
Before you start • If you plan to e‐mail the quote, make sure your e‐mail program
is running.
To print a quote after posting:
1. Click the Post button to post the quote.
When Order Entry is finished posting the quote, it displays the
following confirmation.
2. Click Yes to print the quote. Order Entry displays this form.
Quotes form for
single-quote
printing
3. Complete
the
information:
Use Quote. Select the name of the quote form to use for
printing. If you are not sure of the name, click Browse, and then
select the form from the list that appears.
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Delivery Method. Select Print Destination to print to your usual
print destination; choose Customer to use the delivery method
specified in the customer record (for example, the customer’s e‐
address).
Message ID. This field appears when you choose Customer as
the delivery method.
If you are e‐mailing the quote to a customer whose delivery
method is e‐mail, select the ID for the message to send with the
quote or accept the default ID.
To view or edit the message for the selected ID, or to add a new
e‐mail message for quotes, click the Zoom button for the
Message ID field.
4. Select the print options for the quote.
Custom Form. This option is for custom forms that do not use
the report selection criteria sent by this print form. Do not select
this option unless you are using a customized quote that
requires it.
Print Kit Component Items. This option prints all of the
components in kit assemblies on the quote form.
Print Bills of Material Component Items. This option prints all of
the components in assemblies that are manufactured from bills
of material on the quote form.
5. If you are printing the quote on preprinted forms, you can test
the printer alignment by clicking the Align button.
6. Click Print.
Printing a Range of Quotes after Posting
You can print a range of quotes after they are posted and before they
are cleared from Order Entry.
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Printing Quotes
User Guide 4–69
To print a range of quotes:
1. Choose Quotes from the O/E Forms folder.
2. Select the quotes to print:
Use Quote. Select the name of the invoice form to use. If you are
not sure of the name, click Browse, then select the form from the
list that appears.
From Order Number / To Order Number. Enter the first and last
quote numbers you want to print, or use the Finder to select the
quotes.
Delivery Method. Select Print Destination to print to your usual
print destination; choose Customer to use the delivery method
specified in each customer record (for example, the customer’s
e‐mail address).
Message ID. This field appears when you choose Customer as
the delivery method.
Select the ID for the message you want to e‐mail with quotes to
customers that use e‐mail as the delivery method.
To view or edit the message for the selected ID, or to add a new
e‐mail message for quotes, click the Zoom button for the
Message ID field.
3. Select the print options for the quote.
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Printing Order Confirmations
User Guide 4–71
• Print a test copy of the order confirmation to check the
alignment of the forms in your printer.
Printing a Single Order Confirmation Immediately after Posting
You can print an order confirmation immediately after posting it.
To print an order confirmation after posting an order:
1. Click the Post button to post the order.
Note: If you are producing an invoice, you cannot print the
order confirmation. You can print the invoice only.
When Order Entry is finished posting the order, it displays the
following message.
2. Click Yes
to
the
order
confirmation.
Order
Entry
displays
the following form.
Order
Confirmations form
for single-
confirmation
printing
3. Complete the information:
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Use Confirmation. Select the name of the order confirmation
form you want to use. If you are not sure of the name, click
Browse, then select the form from the list that appears.
From Order Number / To Order Number. Enter the first and last
order numbers you want to print, or use the Finder to select the
orders.
Delivery Method. Select Print Destination to print to your usual
print destination; choose Customer to use the delivery method
specified in each customer record (such as the e‐mail address).
Message ID. This field appears when you choose Customer as
the delivery method.
Select the ID for the e‐mail message if the customer record
specifies e‐mail as the delivery method.
To view or edit the message for the selected ID, or to add a new
e‐mail message for order confirmations, click the Zoom button
for the Message ID field.
4. Select the print options for the order confirmation.
Require Shipping Labels.
Select
this
option
if
you
want
to
shipping labels for marked order confirmations only. (When you
print shipping labels, you can print labels for the order
confirmations that were marked as requiring them.)
Note that you can print shipping labels only if you entered a
number on the Totals tab for each order.
Custom Form. This option is for custom forms that do not use
the report selection criteria sent by this print form. Do not select
this
option
unless
you
are
using
a
customized
order
confirmation that requires it.
Print Kit Component Items. This option prints all of the
components in kit assemblies on the confirmation form.
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Printing Order Confirmations
User Guide 4–73
Print Bills of Material Component Items. This option prints all of
the components in assemblies that are manufactured from bills
of material on the confirmation form.
Print On Hold Orders. This option lets you choose to print the
order confirmation even if the order is on hold.
5. If you are printing the confirmation on preprinted forms, you
can test the printer alignment by clicking the Align button.
6. Click Print.
Printing Confirmations for a Range of Orders
You can print order confirmations for a range of orders at any time
after they are posted and before they are cleared from Order Entry.
Note, however, that order confirmations list items and quantities
that have not yet been invoiced.
To print a range of confirmations:
1. Choose Order Confirmations from the O/E Forms folder.
2. Select the order confirmations to print:
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Use Confirmation. Select the name of the confirmation form to
use. If you are not sure of the name, click Browse, then select the
form from the list that appears.
From Order Number / To Order Number. Enter the first and last
order numbers for which you want to print confirmations, or use
the Finder to select a range of orders.
Delivery Method. Select Print Destination to print to your usual
print destination; choose Customer to use the delivery method
specified in each customer record.
Message ID. This field appears when you choose Customer as
the delivery method.
Select the ID for the e‐mail message you want to send with order
confirmations to customers that use the e‐mail delivery method.
To view or edit the message for the selected ID, or to add a new
e‐mail message for order confirmations, click the Zoom button
for the Message ID field.
3. Select the print options for the order confirmation.
Include Confirmations Already Printed.
Select
this
option
if
you
want to print new copies of confirmations that you printed
before.
Require Shipping Labels. Select this option if you want to print
shipping labels for marked order confirmations only. (When you
print shipping labels, you can print labels for the order
confirmations that were marked as requiring them.)
Note that you can print shipping labels only if you entered a
number
on
the
Totals
tab
for
each
order.
Custom Form. This option is for custom forms that do not use
the report selection criteria sent by this print form. Do not select
this option unless you are using a customized order
confirmation that requires it.
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Printing Picking Slips
User Guide 4–75
Print Kit Component Items. This option prints all of the
components in kit assemblies on the confirmation form.
Print Bills of Material Component Items. This option prints all of
the components in assemblies that are manufactured from bills
of material on the confirmation form.
Print On Hold Orders. This option lets you print the order
confirmations for orders that are on hold, or restrict the printing
to orders that can be shipped.
4. If you are printing the confirmation on preprinted forms, you
can test the printer alignment by clicking the Align button.
5. Click Print.
Printing Picking Slips
Use the Picking Slips form to print picking slips for orders and items
that you are shipping.
You can also print picking slips immediately after posting shipments
by choosing Yes when asked if you want to print on the Posting
Completed confirmation form.
Before you start • Create the format for the picking slip. For instructions, see the
online document, “Customizing Printed Forms Using Crystal
Reports.”
• Select the print destination to which you will print.
• Print a test copy of the picking slip to check the alignment of the
forms in your printer.
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4–76 Sage Accpac Order Entry
Note: If you shipped goods from an order and printed the
picking slip after posting from the Order Entry form, the
print status of the shipment will be set to “Picking Slip
Printed,” but
the
status
of
the
order
will
not
be
changed.
To update the status for orders, post the order but do not
print the picking slip. Instead, go to the O/E Forms folder,
choose Picking Slips, select the form you want, and change
the Select By field to Order Number. Print the picking slip,
and the status will be correctly updated.
To print picking slips:
1. Choose Picking Slips from the O/E Forms folder.
2. Select the picking slips to print:
Select By. You can print picking slips for a range of order
numbers or for a range of shipment numbers. (This choice does
not appear if printing after posting shipments.)
Use Slip. Select the name of the picking slip form to use. If you
are not sure of the name, click Browse, then select the form from
the list that appears.
Depending on your choice in the Select By field, the program
displays a form for printing in order number order or in
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Printing Picking Slips
User Guide 4–77
shipment number order. Form “1” prints a picking slip on plain
paper.
Sort By. Select the order in which items will be listed on the
picking slip. (This choice does not appear if printing after
posting shipments.)
• Picking Sequence. Items are listed in ascending order of
picking sequence code. This code describes the most efficient
order in which to pick the item.
• Item Number. Items are listed in ascending order.
• Line Number. Items are listed in the order in which you
entered them on the order or shipment.
From Order/Shipment Number / To Order/Shipment Number.
Enter the first and last order or shipment numbers for which you
want to print picking slips, or use the Finder to select a range of
orders or shipments.
Print By. You can print picking slips for a range of locations
listed in the order/shipment header, or for a range of locations
listed in detail lines.
If you print by header locations, the program will print one
picking slip for each order or shipment when the location
specified in the header is within the From Location/To Location
range.
If you print by detail locations, the program will print a separate
picking slip for each location listed in the item details of each
order or shipment, provided that the location falls within the
From Location/To Location range.
From Location / To Location. Enter the first and last location
numbers for which you want to print picking slips, or use the
Finder to select a range of locations.
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Printing Shipping Labels
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Include Picking Slips Already Printed. Select this option if you
want to print new copies of picking slips printed before. (This
choice does not appear if printing after posting shipments.)
Require Shipping Labels. If you need shipping labels, select this
option.
Print Kit Component Items. To print a list of kit components,
select this option.
Print Bills of Material Component Items. To print a list of bills of
material components, select this option.
3. Click Print.
Printing Shipping Labels
Use the Shipping Labels form to print shipping labels for order
confirmations and invoices.
Before you start • Create the format for the shipping label or use one of the forms
shipped with Order Entry.
• Select the destination to which you will print.
• Print a test copy of the shipping label to check the alignment of
the forms in your printer.
To print shipping labels:
1. Choose Shipping Labels from the O/E Forms folder.
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Printing Invoices
User Guide 4–79
2. Select the shipping labels to print:
Use Label. Select the name of the label form to use. If you are
not sure of the name, click Browse, then select the form from the
list that appears.
Select. Select invoice number, order number, or shipment
number as the type of document for which you want to print
labels.
From / To. Enter the first and last invoice numbers, order
numbers, or shipment numbers for which you want to print
shipping labels, or use the Finder to select a range of invoices,
orders, or shipments.
Include Labels Already Printed. Select this option if you want to
print new copies of labels that you printed before.
Print Only Labels Marked As Required. Select this option if you
want to print labels only for the invoices, orders, or shipments
that you marked as requiring labels when you printed the
invoices, order confirmations, or shipment picking slips.
If you do not select this option, labels will be printed for all
invoices, orders, or shipments in the range for which you entered a number of labels prior to posting.
3. Click Print.
Printing Invoices
Order Entry allows you to print invoices at two stages of invoice
processing:
• You can print an invoice immediately after posting it , as described in
the section, “Printing a Single Invoice Immediately after
Posting.”
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Printing Invoices
4–80 Sage Accpac Order Entry
• You can print a range of posted invoices before they are cleared from
Order Entry , as described in the section, “Printing a Range of
Invoices after Posting.”
Before you start • Create the format for the invoice. For instructions, refer to the
online document, “Customizing Printed Forms Using Crystal
Reports.”
• Select the destination to which you will print.
• Print a test copy of the invoice to check the alignment of your
invoice forms in your printer.
Printing a Single Invoice Immediately after Posting
You can print an invoice immediately after entering the shipped
items and posting the invoice.
To print an invoice after posting:
1. Click the Post button to post the invoice.
When Order Entry is finished posting the invoice, it displays a
posting confirmation.
2. Click Yes to print the invoice. Order Entry displays the following
form.
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Printing Invoices
User Guide 4–81
Invoices form for
single-invoice
printing
3.
Complete
the
information
on
the
form
as
follows:
Use Invoice. Select the name of the invoice form to use. If you
are not sure of the name, click Browse, then select the form from
the list that appears.
Delivery Method. Select Print Destination to print to your usual
print destination; choose Customer to use the delivery method
specified in each customer record.
Message ID. This field appears when you choose Customer as
the delivery method.
Select the ID for the e‐mail message if the customer record
specifies e‐mail as the delivery method.
To view or edit the message for the selected ID, or to add a new
e‐mail message for invoices, click the Zoom button for the
Message ID field.
Require Shipping Labels. Select this option if you want to print
shipping labels for marked invoices only. (When you print shipping labels, you can print labels for the invoices that were
marked as requiring them.)
Note that you can print shipping labels only if you entered a
number in the Totals tab for each invoice.
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Printing Invoices
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Include Backordered Items. Select this option if you want to
include backordered items on the invoice.
Custom Form. This option is for custom forms that do not use
the report selection criteria sent by this print form. Do not select
this option unless you are using a customized invoice that
requires it.
Print Kit Component Items. This option prints all of the
components in kit assemblies on the invoice.
Print Bills of Material Component Items. This option prints all
the components in assemblies that are manufactured from bills
of material on the invoice.
4. Click Print.
Printing a Range of Invoices after Posting
You can print a range of invoices after they are posted and before
they are cleared from Order Entry.
To print a range of invoices:
1. Choose Invoices from the O/E Forms folder.
2. Select the invoices that you want to print and choose print
options as follows:
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Printing Invoices
User Guide 4–83
Use Invoice. Select the name of the invoice form to use. If you
are not sure of the name, click Browse, then select the form from
the list that appears.
From Invoice Number / To Invoice Number. Enter the first and
last invoice numbers you want to print, or use the Finder to
select the invoices.
Delivery Method. Select Print Destination to print to your usual
print destination; choose Customer to use the delivery method
specified in each customer record.
Message ID. This field appears when you choose Customer as
the delivery method.
Select the ID for the e‐mail message you want to send with
invoices for customers that use e‐mail as the delivery method.
To view or edit the message for the selected ID, or to add a new
e‐mail message for invoices, click the Zoom button for the
Message ID field.
Include Invoices Already Printed. Select this option if you want
to print new copies of invoices you printed before.
Require Shipping Labels. Select this option if you want to print
shipping labels for marked invoices only. (When you print
shipping labels, you can print labels for the invoices that were
marked as requiring them.)
Note that you can print shipping labels only if you entered a
number in the Totals tab for each invoice.
Include Backordered Items. Select this option if you want to
include
backordered
items
on
the
invoice.
Custom Form. This option is for custom forms that do not use
the report selection criteria sent by this print form. Do not select
this option unless you are using a customized invoice that
requires it.
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4–84 Sage Accpac Order Entry
Print Kit Component Items. This option prints all of the
components in kit assemblies on the invoice.
Print Bills of Material Component Items. This option prints all
the components in assemblies that are manufactured from bills
of material on the invoice.
3. Click Print.
Using the Current Orders Inquiry and Pending
Shipment Inquiry Forms
Order Entry provides two inquiry forms for checking the status of current orders and shipments:
• Current Orders Inquiry lets you view all the posted sales orders
for a selected customer, and view orders based on order date,
order type, and order status.
• Pending Shipment Inquiry lets you review items that are
expected to ship within a given period (for example, in the next 7
days) and whether sufficient stock is available for the shipments.
The inquiry ignores orders that are on hold, and you can limit
the inquiry to specific order types and to specific locations.
Looking Up Current Orders
To inquire on sales orders:
1. Choose Current Orders Inquiry from the O/E Statistics and
Inquiries folder.
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Using the Current Orders Inquiry and Pending Shipment Inquiry Forms
User Guide 4–85
2. In the Customer Number field, enter the number for the
customer whose orders you want to review.
3. To limit the display to orders that meet certain criteria, specify a
range of order numbers, order dates, and expected ship dates.
4. Select the type of orders (Active, Future, Standing, or Quote) you
are inquiring on. You can also choose All if you wish to include
all the types of orders in the display.
5. Select the status of orders you are inquiring on (Posted,
Quote/Confirmation Printed, Picking Slip Printed, Never
Invoiced, Partially Invoiced, Never Shipped, Partially Shipped,
Complete, or On Hold). You can also choose All.
Note: If you shipped goods from an order and printed the
picking slip after posting from the Order Entry form, the
status
of
the
shipment
will
be
set
to
“Picking
Slip
Printed,” but the print status of the order will not be
changed.
To update the status for orders, post the order but do not print
the picking slip. Instead, go to the O/E Forms folder, choose
Picking Slips, select the form you want, and change the Select By
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Using the Current Orders Inquiry and Pending Shipment Inquiry Forms
4–86 Sage Accpac Order Entry
field to Order Number. Print the picking slip, and the status will
be correctly updated.
6. Click the Go button to display sales orders.
The program fills in the detail grid with information from the
selected orders.
7. To view all the details of one of the orders, select the order line
and click the Details button, or double‐click the order line on the
detail grid.
The program displays the original order in the Order Entry
form.
You can view all the order information in the Order Entry form,
including sales history for a selected item, but you cannot
change the order.
Looking Up Pending Shipments
To inquire on pending shipments:
1. Choose Pending Shipments Inquiry from the O/E Statistics and
Inquiries folder.
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Using the Current Orders Inquiry and Pending Shipment Inquiry Forms
User Guide 4–87
2. In the Expected Shipment Date fields, leave the From field blank
to include all orders with outstanding items, and enter the end
date for the inquiry in the To field.
3. To view orders for a specific customer, enter the customer
number in the From and To fields.
4. To view orders for a range of one or more items, enter the
starting end ending item numbers in the From and To Item
Number fields
5. Select a range of locations, or skip the Location fields to display
all locations.
6. Select the types of orders that you want to review (All, Active, Future, or Standing).
7. Click the Go button to display sales orders.
The program fills in the detail grid with information from the
selected orders.
8. To view all the details of one of the orders, double‐click the
order line on the detail grid, or select the line and click the
Details
button.
The program displays the unshipped order details from the
original order.
9. To check POs for the items on order, highlight the item detail
line, and, if the On PO field says Yes , double‐click the On PO
field or click the column heading Drilldown button.
The program displays purchase order information for the item,
including the PO number, quantity ordered, and expected
arrival date.
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4–88 Sage Accpac Order Entry
Using the Sales Statistics, Salesperson Inquiry, and
Sales History Forms
Order Entry can accumulate sales statistics, salesperson statistics, and sales history from your posted transactions.
Before you start You should run Day End Processing in Inventory Control to bring
this information up to date before viewing these reports.
For information about the options that determine how your Order
Entry system keeps sales statistics and sales history, see “Processing
Options” in Chapter 2 of the Getting Started manual.
Viewing Sales Statistics
To view total sales by period:
1. Choose Sales Statistics from the O/E Statistics and Inquiries
folder to view sales data by year and reporting period.
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Using the Sales Statistics, Salesperson Inquiry, and Sales History Forms
User Guide 4–89
2. Type the year or select it from the Finder next to the Year field,
then use the Period field’s Next/Previous buttons to select the
reporting period.
3. If you use multicurrency accounting, select the currency.
4. Review total sales, invoice, and credit note statistics.
Viewing
currencyIf you use a multicurrency ledger, amounts are shown in both
the customer’s currency and your company’s functional
currency.
For information about all the fields in the Sales Statistics form, press
F1 or see “Step 8: Enter Sales Statistics” in Chapter 3 of the Getting
Started manual.
To view sales statistics for a range of reporting periods:
1. Choose Sales Statistics from the O/E Reports folder, or click Print
from the File menu on the Sales Statistics form in the O/E
Statistics and Inquiries folder.
2. Follow the instructions in Chapter 7 of this guide for printing the
Sales Statistics report.
Viewing Salesperson Statistics
To view customer transaction records by salesperson:
1. Choose Salesperson Inquiry from the O/E Statistics and
Inquiries folder.
2. Type the salesperson code or use the Finder to choose the
salesperson whose sales statistics you want to review.
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3. Type the year from which you want to review statistics, or select
it from the Finder, then use the Period field’s Next/Previous
buttons to select the reporting period.
4. Type the year and period to which to view sales statistics in the
To Year and Period fields.
5. Choose the customer number and the type of document to look up — invoice, credit note, or debit note.
6. Click the Go button to display sales statistics.
View invoice or
credit note details7. To view and print the transaction details for an invoice, credit
note, or debit note, double‐click on the line for which you want
more information, or select a detail line and then click the
Details button.
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Using the Sales Statistics, Salesperson Inquiry, and Sales History Forms
User Guide 4–91
Viewing Sales History
1. Choose Sales History from the O/E Statistics and Inquiries
folder.
2. Type the year or select it from the Finder next to the From Year
field, then use the Period field’s Next/Previous buttons to select
the reporting period from which to view statistics.
3. Type the year and period to which to view sales statistics in the
To Year and Period fields.
4. Choose a method to view records, by customer number or item
number.
Multicurrency 5. If you use multicurrency accounting, choose Functional
Currency or Customer Currency.
6. Type the customer number or select it from the Finder.
7. Click
the
Go
button
to
display
sales
history.
View item details 8. To view the transaction details for a customer, double‐click on
the line for which you want more information, or click the
Details button to open the Sales History Detail form.
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Importing and Exporting Order Information
4–92 Sage Accpac Order Entry
Adding, Editing, and Deleting Sales Statistics
If you select the Allow Edit Of Statistics option for Sales Statistics on
the Options form, you can add or edit sales statistics for current and
previous years during setup using the Sales Statistics form.
WARNING Editing statistics can cause gaps or inconsistencies
in your reports. We recommend that you leave the Allow
Edit Of Statistics option off on the Options form, turning it
on only when setting up records or to correct a mistake.
For step‐ by‐step instructions on adding, editing, or deleting sales
statistics for current or previous years refer to step 8 in Chapter 3 of
the Order
Entry
Getting
Started manual.
Importing and Exporting Order Information
Use the Import and Export commands on the File menu on the
Order Entry, Shipment Entry, and Invoice Entry forms to import
orders and shipments and export orders, shipments, and invoices.
You cannot import invoices.
For more information, see Appendix B, “Importing and Exporting,”
in this guide. Refer also to the chapter, “Importing and Exporting
Data,” in the System Manager User Guide.
Importing Orders and Shipments
Use the Import command on the File menu on the Order Entry or
Shipment Entry form to transfer orders or shipments created
elsewhere to Order Entry.
You can also use the Import command to import documents that you
previously exported for reuse. If you do not import the order or
shipment number field, Order Entry will assign new document
numbers when you import the orders or shipments.
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Importing and Exporting Order Information
User Guide 4–93
You can import the same documents any number of times as long as
the import file does not contain order or shipment numbers (so the
program assigns them). The original file from which you imported
order
information
is
retained
until
you
delete
it.
Multicurrency
ordersYou cannot import multicurrency orders or shipments into a single‐
currency Order Entry system. Edit the import file to remove the
multicurrency fields before importing.
Exporting Orders, Shipments, and Invoices
Use the Export command on the File menu on the Order Entry,
Shipment Entry,
or
Invoice
Entry
form
to
transfer
documents
created
in Order Entry to non‐Sage Accpac programs — or to a file to be
edited and imported later. When you click Export, Order Entry
exports all orders, shipments, or invoices in the database that meet
the search criteria that you set.
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User Guide 5–i
Chapter 5
Processing
Credit Notes and Debit Notes
Icons Used to Process Credit Notes and Debit Notes..................................5–2
Using the Credit/Debit Note Entry Form..........................................5–3
Entering Invoice and Customer Information...................................5–4
Editing Detail Information...................................................5–7
Editing Tax
Information
.....................................................5–9
Editing Exchange Rates ....................................................5–12
Verifying Credit Note and Debit Note Totals .................................5–13
Posting Credit/Debit Notes with Optional Fields..............................5–14
Printing Credit/Debit Note Posting Journals .....................................5–15
Printing Credit Notes and Debit Notes ..........................................5–17
Importing Credit Note and Debit Note Information...............................5–19
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User Guide 5–1
Chapter 5
Processing
Credit Notes and Debit Notes
This chapter contains instructions for entering, posting, and
reporting credit notes and debit notes in Order Entry. The following
topics are discussed:
• Icons used to process credit notes and debit notes.
• Using the Credit/Debit Note Entry form:
− Adding credit notes and debit notes
− Creating a credit note for an existing invoice
− Creating a credit note for a nonexistent invoice
− Editing detail information
− Editing tax
information
− Verifying credit note and debit note totals
• Printing credit notes.
• Importing credit note and debit note information.
For an overview of credit note and debit note processing, see
Chapter 2, “What You Need to Know Before Using Order Entry,” in
this guide.
See the Sage Accpac Workbook for tutorial lessons with step‐ by‐step
instructions for using the Credit/Debit Note Entry form. You can
refer to the lessons for information about using the form, and you
can do the lessons with the sample data to practice using the form
without risking your own data.
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Using the Credit/Debit Note Entry Form
User Guide 5–3
Using the Credit/Debit Note Entry Form
The Credit/Debit Note Entry form is used to adjust a customer’s
account
for
returned
merchandise,
damaged
items,
or
price
adjustments.
To open the Credit/Debit Note Entry form, choose Credit/Debit Note
Entry from the O/E Transactions folder.
Before you start Before you enter credit notes and debit notes:
• Find out the invoice numbers to be credited or debited. You can:
− Enter the number of an existing invoice.
− Enter the number of an invoice that does not exist in Order
Entry (such as the number of a deleted invoice).
− Leave the invoice number blank.
• Determine whether or not items will be returned to inventory for
resale. Order Entry lets you return goods to inventory, mark
goods as damaged, or enter price adjustments.
All Order Entry
credit notes affectsales
All credit notes and debit notes affect sales amounts. If you do
not want
to
affect
any
Order
Entry
or
Inventory
Control
amounts or statistics, enter the credit note or debit note in
Accounts Receivable.
• Verify the prefixes and numbers you want Order Entry to assign
to credit notes and to debit notes. (You can change prefixes and
number sequences on the Options form in the O/E Setup folder.)
• Run Day End Processing (in Inventory Control) after posting the
invoice, so that the appropriate costing information appears
when you
return
goods
to
inventory.
(You
can
also
choose
in
I/C
Options to cost items during posting.)
• If you are entering a credit note against a non‐existent invoice,
the average cost will be displayed for items using average
costing, FIFO, and LIFO, the most recent cost will be displayed
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Using the Credit/Debit Note Entry Form
5–4 Sage Accpac Order Entry
for items using most recent cost, and the standard cost will be
displayed for items using standard costing. You can edit the cost
before posting the return.
Warn if applyingadditional credit
notes to invoices
Note: Order Entry provides a setting in O/E Options that lets
you control the application of multiple credit notes to
invoices. You can choose to have Order Entry warn you
when posting a credit note to a previously credited invoice,
display an error message, or ignore additional credit notes.
Entering Invoice and Customer Information
To enter credit notes or debit notes, choose Credit/Debit Note Entry
from the O/E Transactions folder.
The Credit/Debit Note Entry form appears:
The Optional Fieldsand Rates tabs
appear if they
apply to the
invoice
You can create a credit note or a debit note:
• For an existing invoice.
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Using the Credit/Debit Note Entry Form
User Guide 5–5
• For an invoice that no longer exists in Order Entry.
• Without entering an invoice number.
If the invoice existsTo enter a credit note or debit note for an existing invoice:
1. Select the document type — either a credit note or a debit note.
2. Enter the Customer Number. You can also tab directly to the
Invoice Number field and enter the invoice number.
3. Type the invoice number or select it from the Finder.
The invoice details are automatically displayed. The invoice date
and order number appear on the right side of the credit (or
debit) note
header.
4. Verify that the invoice information is correct. You can change the
entries in any fields other than the order number and invoice
date.
5. Choose the action you want to take:
• If you are creating a credit note, and all items on the invoice
have been returned to inventory:
− Enter a return date, a date for the credit note, and a date
for posting the transaction to general ledger (if
different).
− Click the Totals tab to complete the credit note. Follow
the steps in “Verifying Credit Note and Debit Note
Totals,” later in this chapter.
• If you are partially crediting the invoice for items returned,
damaged items, or price adjustments, or adding detail lines
to the invoice being credited:
− Enter a return date, a date for the credit note, and a date
for posting the transaction to general ledger (if
different).
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Using the Credit/Debit Note Entry Form
5–6 Sage Accpac Order Entry
− Follow the steps in “Editing Detail Information,” later in
this chapter.
If no invoice exists
in Order Entry
To enter a credit note or a debit note for a nonexistent Invoice —
or without referencing an invoice:
1. Select the document type — either a credit note or a debit note.
2. Enter the Customer Number.
• To select an existing customer, use the Finder, or type the
number and press Tab.
• Click the Zoom button or press F9 to enter or edit the
customer’s billing address.
• Click the credit check button to do a preliminary credit
check.
To add a
customer, click
New
• To add a new customer to Accounts Receivable, click the
New button. Fill in the customer information in Accounts
Receivable, click Add, and then click Close to return to
Order Entry.
Rates tab If the customer currency differs from the company currency, a
Rates tab
is
added
to
the
form,
where
you
verify
the
credit
note
exchange rates.
3. Type the number of the invoice. If you do not know the number,
leave the Invoice Number field blank.
The entries from the default template appear for the credit/debit
note (except for the entries that come from the customer record).
Use templates to
enter or replace
defaults
4. Select a different Template Code to replace the default credit
note
or
debit
note
and
customer
information.
(If
you
do
not
use
a
default template, the fields will be blank.)
5. Edit credit/debit note information as follows:
• Credit note or debit note number (only if you do not use
automatic numbering).
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Using the Credit/Debit Note Entry Form
User Guide 5–7
• Actual return date (or removal date, if you are entering a
debit note) if it differs from today’s date.
• Credit note or debit note date (if it differs from today’s date).
• Posting date for determining the fiscal period to which the
transaction is posted in the general ledger (if it differs from
today’s date).
• The default location to which goods are return. (You can
change this for detail lines.)
• The ship‐to (mailing) address for the credit/debit note.
• Job
Related
option
if
you
use
Project
and
Job
Costing
and
this credit/debit note applies to a job.
• Retainage if the credit/debit note is job‐related option, and
you use retainage accounting the Accounts Receivable
module.
• Calculate Tax (turn this option off if you want to enter tax
amounts manually). See “Editing Tax Information” later in
this chapter.
• Description and
Reference
for
the
credit
or
debit
note.
For instructions on adding credit note or debit note detail lines,
see the next section, “Editing Detail Information.”
Editing Detail Information
Use the detail grid on the Credit Note (or Debit Note) tab to enter
details:
• If you choose an existing invoice, Order Entry displays all the
details from the invoice.
• If you do not choose an existing invoice, the detail section will be
blank. Tab to the detail section, or click the first blank line (and
press the Insert key, if necessary).
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Using the Credit/Debit Note Entry Form
5–8 Sage Accpac Order Entry
Customer tab
settings for detail
lines
Before you add details, you should check the Customer tab for
the price list, tax group, and customer account set that will be in
effect for the credit/debit note details. You can change the price
list
for
each
detail,
if
necessary.
Detail grid if the
invoice does not
exist
Note: Press F9 or click the Item/Tax… button to display an
alternative data entry form for item details.
To edit detail information:
1. Select the line to be credited or debited.
If you are not crediting an invoice in Order Entry, the first line is
already selected.
Press the Insert key, if necessary, to insert a new line.
2. Select the type of credit:
Items Returned To Inventory. This option
appears
if
you
are
entering a credit note. If you select this type, enter the number of
units returned to inventory in the Quantity field, or enter an
amount in the Extended Amount field.
Items Removed From Inventory. This option appears if you are
entering a debit note. Enter the additional number of units you
are removing from inventory in the Quantity field, or enter an
amount in the Extended Amount field.
Damaged Items. If you
select
this
type,
enter
the
number
of
units damaged in the Quantity field. Damaged items do not
affect inventory levels but do affect receivables.
If necessary, you can edit other fields by double‐clicking an
entry. When you enter the quantity, the program displays the
extended price.
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Using the Credit/Debit Note Entry Form
User Guide 5–9
Price Adjustment. If you select this type, enter the price
adjustment in the Price/Adj. field. Price adjustments affect the
item sales amount.
Tip: If you do not want to affect any Order Entry or
Inventory Control statistics you should enter the credit note
in Accounts Receivable.
You can edit other fields by double‐clicking an entry. When you
enter a quantity, the program displays the extended price.
3. If you need to check or change tax information for the items, see
“Editing Tax Information,” later in this chapter.
4. Repeat steps 1 through 3 for each line to be credited or debited.
5. Delete all lines that are not to be credited or debited. To delete a
line, select it and press the Delete key. If you are prompted to
confirm the deletion, click Yes.
6. Enter additional lines if needed. You can add lines for items or
miscellaneous charges.
7. When you are finished entering details, follow the steps in the
next section,
“Editing
Tax
Information.”
Editing Tax Information
To change tax amounts for credit notes or debit notes, you can:
• Change the customer tax class or taxable status for the debit note
or credit note.
•
Change
the
tax
class
or
taxable
status
for
any
of
the
detail
lines.
• Change the tax amount manually.
To edit tax information for a detail:
1. Select a detail line, and then click the Item/Tax… button on the
Credit Note (or Debit Note) tab.
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Using the Credit/Debit Note Entry Form
5–10 Sage Accpac Order Entry
2. To make your changes, you can either:
• Edit the customer tax class if necessary and/or the Tax
Included option (if permitted by the Tax Authority) and then
click Calculate
Taxes.
Or,
• Clear the Calculate Taxes option on the Credit Note or Debit
Note tab, enter new tax amounts directly, and then click
Distribute taxes.
Editing item taxes
3. Click Save.
To edit tax information for a customer:
1. To change the tax authorities for the customer, select the
Customer tab on the Credit/Debit Note Entry form, and specify a
different
Tax
Group.
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Using the Credit/Debit Note Entry Form
User Guide 5–11
2. To
check
or
change
tax
exemption
or
amount
information
for
a
customer, click the Taxes tab.
Editing customer
taxes
Uncheck the
Calculate Tax
box to change
the tax base or
tax amounts
3. To make your changes you can either:
• Edit the customer tax class for an authority, if necessary, and
then click the Calc. Taxes button to update the tax amounts.
Or,
• Clear the Calculate Taxes option and manually enter tax
amounts for each authority. Then click the Distribute Taxes
button to distribute the new tax amounts to each credit note
item.
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Using the Credit/Debit Note Entry Form
5–12 Sage Accpac Order Entry
4. To check tax amounts for the credit note and compare the totals
on the screen with the totals on the source document, click the
Totals tab.
5. Click Save.
Editing Exchange Rates
Rates tab The Rates tab appears only in a multicurrency ledger, if the
customer does not use the functional currency.
Enter exchange rate information in the Credit/Debit Note Entry form
only if you do not want to use the current exchange rate for the
credit note,
or
if
no
rate
is
entered
for
the
credit
note
or
debit
note
date.
Note: Realized
gains or lossesIf the exchange rate of the credit note or debit note is different than
the rate of the invoice, you will realize an exchange gain or loss on
the transaction.
To edit the exchange rate for a credit note or a debit note:
1. Click the Rates tab on the Credit/Debit Note Entry form.
Rates tab on theCredit/Debit Note
Entry form
This example
shows that the
exchange rate for
the credit note has
been set to match
the invoice
exchange rate.
2. You can edit the Rate Type code, the Rate Date and the Rate for
the credit/debit note, if necessary. The program displays the rate
from the invoice (if it exists).
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Using the Credit/Debit Note Entry Form
User Guide 5–13
Verifying Credit Note and Debit Note Totals
Before you post a credit note or a debit note, you should verify the
note total. You can also change the credit note or debit note date, if
necessary, and
specify
whether
the
credit
note
or
debit
note
includes
the invoice discount (if one applied).
To verify credit note and debit note totals:
1. Click the Totals tab on the Credit/Debit Note Entry form.
Totals tab
2. Enter any comments about the credit note or debit note.
3. Enter either the original discount percentage for the order or an
amount from the invoice, if one applied.
4. Select Discount Miscellaneous Charges if they were also
discounted on the original invoice.
5. If you need to change tax information for the customer, see the
section, “Editing Tax Information,” earlier in this chapter.
6. Click the Post button to post the credit or debit note.
7. If you are ready to print the credit or debit note, click Yes when
the Posting Completed message appears.
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Using the Credit/Debit Note Entry Form
5–14 Sage Accpac Order Entry
Printing You can also print the credit or debit note later using the Credit
Note form in the O/E Forms folder. See “Printing Credit Notes,”
later in this chapter.
Posting Credit/Debit Notes with Optional Fields
If the
header
optional
fields
and
the
detail
optional
fields
defined
for
Order Entry Credit/Debit Notes match the Accounts Receivable
Invoices optional fields, the optional field information can be passed
to Accounts Receivable.
Credit/Debit Notes
HeadersThe optional field information for credit or debit note headers (the
fields that appear on the Optional Fields tab) will only be passed to
Accounts Receivable if the A/R Invoices Optional Fields option has
been selected in the Settings dialog box when assigning optional
fields to Credit/Debit Notes.
Credit/Debit Notes
DetailsTo pass optional fields on individual detail lines to Accounts
Receivable invoice detail lines, select the following options in the
Settings dialog box when assigning optional fields to Credit/Debit
Notes Details:
• Returns
• Damaged Goods
• Sales/Shipment Clearing/COGS
• Miscellaneous Charges
Credit/Debit Notes Details optional fields will be passed to Accounts
Receivable if:
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Printing Credit/Debit Note Posting Journals
User Guide 5–15
• The optional fields defined for O/E Credit/Debit Note Details
match the optional fields defined for Accounts Receivable
Invoice Details.
• The Accounts
Receivable
detail
G/L
account
has
been
selected
for the Invoice Details optional field in optional field setup in the
Settings dialog box.
Printing Credit/Debit Note Posting Journals
The Credit/Debit Note Posting Journal lists posted credit notes and
debit notes.
You can print posting journals at any time, but you should run Day
End processing first to update the journal information. (Day End
processing is part of the Inventory Control program.)
You can erase (clear) the information in a posting journal after
printing using the Clear History form.
See Chapter 7, “Reports,” in this guide, for more information on
posting journals.
To print the credit/debit note posting journal:
Options with the
Credit/Debit Notes
choice selected.
You can print
sales-splitinformation and
optional fields on
posting journals.
1. Choose Posting Journals from the O/E Reports folder.
2. Select Credit/Debit Notes as the posting journal.
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Printing Credit/Debit Note Posting Journals
5–16 Sage Accpac Order Entry
3. Select the range of day‐end numbers for which you want to print
the report.
Day End Processing (in Inventory Control Day) assigns day end
numbers, which
appear
on
all
audit
reports.
Normally,
you
would accept the default range of all journals to print all journals
that you have not yet printed.
4. Select the order for printing credit and debit notes.
5. Choose the information that you want to appear on the report:
• Sales split information.
• Tax
summary
information.
• Accounts Receivable audit information (showing the G/L
transactions arising from the credit/debit notes).
• Tax Reporting information.
• Optional fields.
• Job details (if you use Project and Job Costing with Order
Entry).
6. Choose whether you want to reprint posting journals that have
already been printed.
Normally, you would not reprint. (You cannot reprint journals
that have been cleared.)
7. Choose the size of paper that you use (either legal or letter size).
8. Click Print.
After using If you
want,
you
can
clear
the
posting
journals
that
you
printed
using the Clear History form.
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Printing Credit Notes and Debit Notes
User Guide 5–17
Printing Credit Notes and Debit Notes
You can print a credit note or a debit note from the Credit/Debit
Note
Entry
form
immediately
after
posting,
or
you
can
ranges
of notes using the Credit/Debit Notes icon in the O/E Forms folder.
You cannot clear credit note and debit note information until you
have printed credit notes.
Before you start • Choose the report that you want to use to print credit notes and
debit notes. You can use one of the forms that comes with Order
Entry, or you can create your own by modifying one of the
forms that comes with the program.
• Choose a delivery
method
for
the
debit
note
or
credit
note.
If
you
choose Customer as the delivery method, Order Entry will use
the method selected in the customer record in Accounts
Receivable — such as e‐mail.
• Post the credit notes and debit notes you want to print. If
printing the credit or debit note immediately, click Yes to print
the note when the “Posting completed” message appears.
• If you are using preprinted forms, print a test copy of a credit
note to
check
the
alignment
of
the
forms
in
your
printer.
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Printing Credit Notes and Debit Notes
5–18 Sage Accpac Order Entry
To print a range of credit notes or debit notes:
1. Choose Credit/Debit Notes from the O/E Forms folder.
2. In the Document Type field, select Credit Note or Debit Note
from the drop‐down list.
3. Select the credit notes or debit notes to print as follows:
Use Credit Note or Use Debit Note. Select the name of the credit
note or debit note form to use. If you are not sure of the name,
click Browse, then select the form from the list that appears.
From Credit [Debit] Note Number / To Credit [Debit] Note
Number. Enter the first and last credit note or debit note
numbers you want to print, or use the Finder to select the credit
note range.
Delivery Method. Select Print Destination to print to your usual
print destination; choose Customer to use the delivery method
specified in each customer record (such as e‐mail).
Message ID. This field
appears
when
you
choose
Customer
as
the delivery method.
Select the ID for the message you want to send with credit notes
or debit notes that you are e‐mailing to customers that use e‐mail
as the delivery method.
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Importing Credit Note and Debit Note Information
User Guide 5–19
To view or edit the message for the selected ID, or to add a new
e‐mail message for credit notes or debit notes, click the Zoom
button for the Message ID field.
Include Credit [Debit] Notes Already Printed. Select this
option
if you want to print new copies of credit notes or debit notes you
printed before.
Custom Form. This option is for custom forms that do not use
the report selection criteria sent by this print form. Do not select
this option unless you are using a customized invoice that
requires it.
Print Kit Component Items. This option prints all of the
components in
kit
assemblies
on
the
credit/debit
note.
Print Bills of Material Component Items. This option prints all of
the components in assemblies that are manufactured from bills
of material on the credit/debit note.
4. Click Print.
Importing Credit Note and Debit Note Information
Use the Import command on the File menu on the Credit/Debit Note
Entry form to import credit notes.
For more information, see Appendix B, “Importing and Exporting,”
in this guide. Refer also to the System Manager User Guide.
You can import the same credit notes and debit notes any number of
times. The original information is retained until you delete it.
You cannot
import
multicurrency
credit
notes
and
debit
notes
into
a
single‐currency Order Entry system. Edit the import file to remove
the multicurrency field before importing.
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User Guide 6–i
Chapter 6
Periodic Processing
Day End Processing ............................................................6–2
Creating General Ledger Batches and Posting A/R Batches in Accounts Receivable ...6–3
Printing Periodic Reports .......................................................6–6
Clearing History ...............................................................6–7
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User Guide 6–1
Chapter 6
Periodic Processing
This chapter contains instructions for the periodic tasks you perform
as part of processing your transactions and keeping your order entry
system up to date.
The following topics are discussed:
• Day End Processing.
• Creating general ledger entries.
• Printing periodic reports.
• Clearing history.
At each period end you should:
• Create any new sales orders you wish to process in the period
using the Order Entry form.
•
Post other transactions that apply to the period using the Shipment Entry, Invoice Entry, and Credit/Debit Note Entry
forms.
• Print the Order Action, Aged Orders, and Invoice Action reports
to identify orders that require action.
• Print the G/L Transactions report, and then create general ledger
transactions (if you do not use the option to create general ledger
transactions during Posting or Day End Processing).
• Process the batches in Sage Accpac General Ledger, if you use it,
or post them manually to another general ledger.
• Clear the transactions, posting journals, and statistics that you no
longer need, using the Clear History form.
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Day End Processing
6–2 Sage Accpac Order Entry
Press F1 for
HelpFor specific information about a field in a form, press the F1 key, and
then click the Field List button on the Help panel that appears.
For instructions on how to use Help, press F1 again when Help is
displayed.
Day End Processing
When you post Order Entry transactions, the program immediately:
• Updates item quantities in Inventory Control.
• Updates item costs for posted shipments, if you selected the
option to
cost
items
during
posting
on
the
I/C
Options
form.
• Creates G/L transactions if you are shipping goods and you
selected the option on the I/C Options form to create transactions
during posting (and did not select the option in the G/L
Integration form to create transactions using the Create Batch
icon).
• Adds prepayments to Accounts Receivable receipt batches if you
selected the option on the I/C Options form to create transactions
during posting.
• May post batches in Accounts Receivable if you create
transactions during posting and you do not use the Create Batch
icon to post A/R batches.
You must run Day End Processing in the Inventory Control program
to completely update your Order Entry, Inventory Control, and
Accounts Receivable data.
Day End
Processing
performs
the
following
tasks:
• Activates and posts future orders that have reached their order
date, and updates quantities on sales orders.
• Removes quotes with expiration dates up to and including the
session date for day‐end processing.
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Creating General Ledger Batches and Posting A/R Batches in Accounts Receivable
User Guide 6–3
• Calculates the unit cost for each item on a shipment, using the
item’s costing method, if you chose the Inventory Control option
to cost items during day‐end processing.
•
Creates a batch
of
General
Ledger
journal
entries
for
posted
shipments, if you chose the Order Entry option to create general
ledger entries during day‐end processing.
• Updates costing information for LIFO‐ and FIFO‐costed items in
Inventory Control.
• Updates Inventory Control with the costs of items returned.
• Updates statistics and history in both Order Entry and Inventory
Control.
• Updates sales commissions, if you selected the option to Track
Commissions.
• Creates and posts a batch of Accounts Receivable summary
invoices and credit notes from posted Order Entry transactions if
you do not create transactions during posting and you do not
use the Create Batch icon in Order Entry to post A/R Batches.
•
Creates
the
invoice
and
credit
note
posting
journals
in
Order
Entry for the new day‐end sequence number.
For instructions for running Day End Processing in Inventory
Control, see Chapter 7, “Day End and Periodic Processing,” in the
Inventory Control User Guide.
Creating General Ledger Batches and Posting A/R
Batches in Accounts Receivable
Use the Create Batch icon to:
• Produce a batch of general ledger transactions (or append to an
existing general ledger batch) from the shipment transactions
that you posted in Order Entry.
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Creating General Ledger Batches and Posting A/R Batches in Accounts Receivable
6–4 Sage Accpac Order Entry
• Post a batch of accounts receivable transactions created from
invoices, credit notes, and debit note transactions that you
posted in Order Entry.
You can
use
this
icon
only
if
you
do
not use
the
option
to
create
the
general ledger batch during posting or day‐end processing, and do
not use the option to post the Accounts Receivable invoice batch
during posting or day‐end processing.
If you do not use Sage Accpac General Ledger or if your Sage
Accpac General Ledger system is at another location, Order Entry
appends its general ledger transactions to a file called oegltran.csv ,
which can be imported by a Sage Accpac General Ledger at another
site
or
transferred
to
another
general
ledger
that
you
use.
The
file
is
in a Comma Separated Values (CSV) format, and is created in the
same directory as your company database.
Note that all general ledger transactions are placed in the same CSV
file, and that each time Order Entry creates transactions it asks
whether to add to the file or replace it.
Always append You should always append to the CSV file. If you overwrite it, you
will destroy all transactions that are already in the file.
Before you start
•
Select On
Request
Using
Create
Batch
Icon
and
other
options
on
the Integration tab of the G/L Integration form in Order Entry.
• Run Day End Processing to update the company’s Order Entry
data.
• Print the G/L Transactions report, and then file it with your audit
trail reports. (You must print the report before using the Create
Batch form. See Chapter 7, “Reports,” for information about
printing the G/L Transactions report.)
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Creating General Ledger Batches and Posting A/R Batches in Accounts Receivable
User Guide 6–5
To create the general ledger batch:
1. From the Periodic Processing folder, choose Create Batch.
2. Select Create G/L Batch if you are creating a batch of transactions
for the general ledger.
3. Type the day‐end number assigned to the last day‐end run for
which you
want
to
create
the
general
ledger
batch,
or
accept
the
displayed number.
When you create the general ledger batch, the last day‐end
number processed is entered in the G/L Transactions Generated
Through Day End Number field on the Integration tab of Order
Entry’s G/L Integration form.
4. Select Post A/R Batches to post all invoices, credit notes, and
debit notes in the Accounts Receivable program.
You can also use Post Batches in the Accounts Receivable
program to post the transactions created by Order Entry.
5. To create the batch, click Process.
A message appears telling you when processing has finished.
6. Click Close to close the message box.
After using • If you do not use Sage Accpac General Ledger — or if your Sage
Accpac General
Ledger
is
in
a different
database
from
Order
Entry, import the oegltran.csv file into your general ledger, then
delete the file from the Order Entry database.
• Post the batch in Sage Accpac General Ledger, if you use it.
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Printing Periodic Reports
6–6 Sage Accpac Order Entry
Printing Periodic Reports
This section describes the Order Entry reports you should print
periodically
to
report
Order
Entry
information.
You choose the following icons from the O/E Reports folder to print
periodic reports:
Transaction List Transaction lists report the details of posted orders, invoices, and
credit notes.
Order Action The Order Action report shows the status of outstanding orders
(orders that have not yet been fully invoiced).
Aged Orders The Aged Orders report lists outstanding orders by order date.
Invoice Action The Invoice Action report shows whether orders have been partially
or fully invoiced, and prints outstanding amounts.
Salesperson
CommissionsThe Salesperson Commission report shows all commission data
accumulated since the data was last cleared.
Sales History The Sales History report shows order sales, returns, costs, and
margin figures.
Sales Statistics The Sales Statistics report shows accumulated order entry statistics
for the
current
period
and
for
prior
periods
that
have
not
been
cleared.
G/L Transactions The G/L Transactions report lists the general ledger transactions
created from all shipments posted in Order Entry since the last time
you created the general ledger batch.
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Clearing History
User Guide 6–7
See Chapter 7, “Reports,” for further information about these
reports.
Clearing History
Use the Clear History form to selectively clear (delete) data you no
longer want to keep in your Order Entry system. There are five types
of data you can clear using this form:
• Transaction history (all the information from completed orders,
invoices, and credit notes).
•
Sales
history
(item
and
customer
sales
by
period).
• Sales statistics (totals and high and low amounts by period).
• Salesperson commissions (commissions accumulated since the
last time data was cleared).
• Printed posting journals (transactions from invoices, credit/debit
notes, and shipments which will be posted by Accounts
Receivable to general ledger accounts, listed by day end
number).
You can clear one or more types of data at the same time.
Clearing
determines the
salesperson
commission period
Note: Salesperson commission figures are accumulated for
each salesperson until they are set back to zero by the Clear
History form.
At the end of each commission period, you must perform the
following tasks:
1.
Run Day End Processing to update all commissions.
2. Print the Salesperson Commission report.
3. Clear salesperson commission data so you can begin
accumulating data once again.
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Clearing History
6–8 Sage Accpac Order Entry
If you use increasing commission rates for increasing sales amounts
in each period, make sure that you print and clear salesperson
commissions promptly at period end, or the commission calculations
will
not
be
correct.
Before you start • Post all outstanding orders, invoices, and credit notes that could
affect records you want to clear.
• Print all invoices and credit notes.
• Run Day End Processing in Inventory Control to update
transactions and statistics that could affect records you want to
clear.
•
Print reports
of
the
data
you
want
to
clear.
For
example:
Before clearing
transaction history− Print the order, invoice, and credit note lists for the
transactions you plan to clear.
When you print the reports, sort by transaction number, and
specify transactions with dates up to and including the date
through which you are clearing. Note that Order Entry does
not use the transaction date to determine which transactions
are cleared; it uses the date on which you ran Day End
Processing after
completing
the
transaction.
Before clearing
sales history− Print the Sales History report.
Enter the year and period up to which you are clearing in
the To field, and then select the range of customer numbers
or item numbers for which you will clear statistics.
Before clearing
statistics− Print the Sales Statistics report.
Enter the year and period up to which you are clearing in
the To
field.
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Clearing History
User Guide 6–9
Before clearing
salesperson
commissions
− Print the Salesperson Commissions report.
Once you clear salesperson commission data, Order Entry
starts calculating commissions for the new commission
period.
Before clearing
posting journals− For each posting journal you want to clear, print a copy.
Make sure you select the range of day‐end numbers you
plan to clear. If you use the Create Batch icon to create the
general ledger batch, print the G/L Transactions report for
the journals. Note that you must print the G/L Transactions
report before you use the Create Batch icon.
To clear history:
1. Choose Clear History from the O/E Periodic Processing folder.
When you select all the options on the Clear History form, it
looks like this:
2. To clear orders, invoices, and credit notes, select the Transaction
History
option,
then
enter
the
date
through
which
to
clear
data.
Order Entry clears the orders, invoices, and credit notes that
were completed up to and including the date you specify.
3. To clear sales history, select the Sales History option, and then:
a. Select the year and period through which to clear data.
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Clearing History
6–10 Sage Accpac Order Entry
b. Select customer numbers or item numbers in the Select By
field and enter the range of numbers.
Order Entry clears history for the previous periods in the
specified year
and
for
all
periods
in
previous
years.
4. To clear sales statistics, select the Sales Statistics option, and then
enter the year and period through which to clear statistics.
Order Entry clears statistics for the previous periods in the
specified year and for all periods in previous years.
5. To clear salesperson commissions after printing the commission
report at the end of the commission period, select the Sales‐
person
Commissions
option,
and
then
enter
the
range
of
salespeople for whom you want to clear the data.
Order Entry clears all data for the range of salespeople you
specify.
6. To clear posting journals, select the Printed Posting Journals
option, and then:
a. Select the type of posting journal you want to clear.
b.
In the
Through
Day
End
Number
field,
enter
the
day
‐end
number through which you want to clear.
Clear History clears the posting data for all transactions with a
day‐end number up to the one you specified, provided that you
printed the journal.
7. When ready, click Process to clear the specified information.
8. Repeat the above steps for other ranges of records from which
you
wish
to
clear
history.
When finished, click Close to close the form.
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User Guide 7–i
Chapter 7
Reports
Standard Report Features .......................................................7–1
Printing Reports................................................................7–2
Aged Orders...................................................................7–3
Credit Notes and Debit Notes ...................................................7–5
E‐mail Messages ...............................................................7–6
G/L Integration ................................................................7–7
G/L Transactions ...............................................................7–7
Invoice Action .................................................................7–9
Invoices ......................................................................7–10
Miscellaneous Charges.........................................................7–12
Optional Fields................................................................7–13
Options ......................................................................7–13
Order Action..................................................................7–14
Order Confirmations ..........................................................7–15
Picking Slips..................................................................
7–17
Posting Journals...............................................................7–20
Quotes .......................................................................7–21
Sales History..................................................................7–23
Sales Statistics.................................................................7–24
Salesperson Commissions......................................................7–24
Ship‐Via Codes ...............................................................7–25
Shipping Labels ...............................................................7–25
Templates ....................................................................
7–26 Transaction List ...............................................................7–27
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User Guide 7–1
Chapter 7
Reports
This chapter describes the reports you can print from Sage Accpac
Order Entry. The information for each report includes a description
of the report’s purpose and instructions on when and how to print.
For some reports, the chapter describes options you can select, report
features or contents, other reports you can print from the same
report form, and information that appears on reports in a
multicurrency Order Entry system.
Standard Report Features
All Order Entry reports include:
Report contents • Date and time the report was printed (the system date, not the
one you entered when you started Sage Accpac ERP).
•
Report title.
• Company name, as entered in the company profile.
• Page number.
• Selection criteria for the report, if applicable.
You can include optional field information when printing Posting
Journals reports, Miscellaneous Charges reports, and Transaction
List
reports.
Some reports support the save/restore settings feature, with a
Settings menu that includes: “Save Settings as Defaults,” and “Clear
Saved Settings.”
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Printing Reports
7–2 Sage Accpac Order Entry
Printing Reports
Report sizes and
printer
requirements
All reports fit on an 8½ʺ x 11 , or A4‐size laser‐printed page. Most
reports are
printed
in
landscape
(wide)
orientation,
but
some
use
portrait (long) orientation.
Print destination You can print reports to a printer, to a file, to your screen, or to an
e‐mail message. The system updates the report status to “printed”
after printing to any print destination.
To specify the print destination, choose Print Destination from the
File menu on the Sage Accpac company desktop and then select a
destination to which you want reports printed.
Paper. Set your print options to match your printer:
• Report Paper Size. Select this option if you use a laser printer
and want to print each report using its predefined paper size
(number of lines per page).
Do not select this option if you use a dot matrix printer or if you
want to select the paper size before printing each report.
• Report Orientation. Select this option if you use a laser printer
or other type of printer that can print in landscape and in
portrait. This choice ensures the report will be printed in its
intended orientation, even if another orientation is specified in
the Windows Control Panel.
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Aged Orders
User Guide 7–3
Do not select this option if you use a continuous‐feed printer.
• Use A4 in Place of Letter. Select this option if you use A4 paper
(European paper size) instead of the North American letter size.
Default Paper Size. This setting works with reports that are
available in letter and legal paper widths.
Clearing posting
journalsSome reports must be printed before you can perform other steps in
the program. For example, you must print a copy of each posting
journal, using any print destination, before you can clear the data for
the journal in Clear History.
Security
permissions and
report availability
The number of report icons available on the company desktop
depends on the security permissions you have been granted. For information about the security permissions in Order Entry, see
Appendix C in this guide.
Further
informationFor information about setting up or selecting printers, see the System
Manager User Guide.
Aged Orders
This report provides a list of all incomplete orders and their relative
ages in the system. The report allows you to quickly spot and act on
orders that have been outstanding for a long time.
You can list all or a range of orders by order number, customer
number, or currency, in a multicurrency system. You can select three
aging categories. A fourth column shows orders that have been
outstanding for more than the number of days in the last aging
category.
When to print Print the report periodically to identify orders that have not been
filled.
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Aged Orders
7–4 Sage Accpac Order Entry
How to print Choose Aged Orders in the O/E Reports folder and then specify the
following information:
• The date as of which you want orders aged.
All orders older than the Aged As Of date fall into one of the
aging periods. Orders that are more recent than the Aged As Of
date (and up to the Cutoff Date) appear in the Current column.
1 to 30
days
31 to 60
days
61 to 90
days
over 90
days
Current
Orders
Aged As Of
Date
Order dates before the Aged As Of date
Cutoff
Date
•
The
Cutoff
Date
(the
date
of
the
most
recent
order
you
want
listed). The report does not list orders with a document date later
than this date. If you do not want to list any current orders, enter
the same date in the Aged As Of and Cutoff Date fields.
• The sorting order for the report: by order number, customer
number, or currency code (in a multicurrency system).
• Ranges of order numbers, customer numbers, and currencies to
include on the report.
•
Number of days in each report aging period. The default aging
periods are defined in the O/E Options form.
Multicurrency
accounting• Whether to print amounts in the customer currency or in the
functional currency.
• What extra information to include: invoice information, contact
name and phone number, or space for comments.
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Credit Notes and Debit Notes
User Guide 7–5
Credit Notes and Debit Notes
Order Entry’s credit notes and debit notes let you show customers
the details
of
sales
returns
and
other
credits
and
debits
posted
to
their accounts using the Credit/Debit Note Entry form.
Keep Transaction
History optionIf you do not keep transaction history, Order Entry deletes
information for printed credit notes and debit notes when you run
Day End Processing in Inventory Control — so you will not be able
to reprint credit notes.
How to print Choose Credit/Debit Notes from the O/E Forms folder to print all or
a range of credit notes or debit notes.
You can also print an individual credit note or debit note
immediately after posting a credit note or debit note. Order Entry
asks whether you want to print the credit note or debit note when it
displays the “Posting completed” message.
Order Entry lets you choose a delivery method for the debit note or
credit note:
• Choose Print Destination to print to your usual print destination.
•
Choose Customer to use the delivery method specified for the customer in Accounts Receivable.
If the customer’s delivery method is E‐mail or Contact E‐mail,
the program sends the credit note or debit note to the e‐mail
address specified in the customer record, rather than to a printer.
You can specify the ID for the message that you want to send
with the credit note or debit note.
To view or edit the message for the selected ID, or to add a new
e‐mail message for credit notes or debit notes, click the Zoom
button for the Message ID field.
Options • You can print either credit notes or debit notes at one time.
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E-mail Messages
7–6 Sage Accpac Order Entry
• You can select the option Include Credit [Debit] Notes Already
Printed to print all credit notes or debit notes in the range, or
clear the option to print only those you have not already printed.
•
Select the Custom Form option if the report form (xxxxxx.RPT)
does not use the report selection criteria sent by the credit/debit
note print program. (Do not select this option unless you know
that your customized credit/debit note form requires it.)
• Choose whether you need to print kit components (if any kits are
listed on the order).
• Choose whether you need to print bills of material components
(if any items are assembled from bills of material).
Order Entry comes with two standard credit note forms:
OECRN01.RPT prints a complete credit note on a laser or ink‐ jet
printer (including headings, lines, and boxes), and OECRN02.RPT
prints credit note information only (for preprinted stock).
Unit Price column
on printed forms
may not match the
data entry screen.
Note: The Unit Price column printed on credit or debit notes
is calculated by dividing the extended price by the quantity
returned — whether pricing by quantity or by weight. When
pricing
by
weight
(and
when
the
order
unit
of
measure
is
not the pricing unit of measure), the printed unit price may
not match the unit price on the transaction entry form.
See Appendix D in this guide for more information on using
different Order Entry forms.
E mail Messages
The E‐mail Messages report lists the standard e‐mail messages you
created to send with e‐mailed quotes, order confirmations, invoices,
credit notes, and debit notes.
The report includes the type of transaction associated with the
message, the message ID and description, and the message text.
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G/L Integration
User Guide 7–7
When to print
Print this report whenever you add, modify, or delete e‐mail
messages.
How to print Choose E‐mail Messages in the O/E Reports folder, or choose File,
Print from the E‐mail Messages setup form, and then click Print.
G/L Integration
The G/L Integration report lists the selected options and other
information you entered in the G/L Integration form to specify how
your Order Entry system sends transactions to General Ledger.
When to print Print the
report
before
and
after
changing
options.
How to print Double‐click the G/L Integration icon in the O/E Reports folder, or
choose File, Print from the G/L Integration form.
Features The report displays:
• General ledger integration options.
• Information transferred from source transaction fields to G/L
transaction fields (for description, reference and comment
fields).
G/L Transactions
The G/L Transactions report is a list of the general ledger
transactions created from posted Order Entry shipment transactions.
You can print detailed or summary versions of the report.
The level of detail for transactions on the detailed report depends on
your choices on the Integration tab of the Options form. For example,
if you choose Consolidate by Account and Fiscal Period, the report
shows a total for each general ledger account and fiscal period. If
you choose Do Not Consolidate, the report shows full details for
each transaction.
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G/L Transactions
7–8 Sage Accpac Order Entry
The summary report lists one total for each account number.
When to print Print this report before or after using the Create Batches form, or
before you clear printed posting journals using the Clear History
form. Note that once you clear printed posting journals, you can no
longer print those transactions on the G/L Transactions report.
How to print Choose the G/L Transactions icon from the O/E Reports folder, and
then make your selections in the following fields:
Through Posting Sequence. Enter the posting sequence up to and
including the sequence for which you want to list transactions. The
latest posting sequence number is displayed by default in this field.
You can enter earlier posting sequence numbers if you wish.
Report Format. Select Detail or Summary.
Sort By. If you choose the detailed report format, specify the order in
which to list the transactions on the report. The choices are by
general ledger account number, or by year and period.
Report Currency. If you use multicurrency accounting, specify
whether to print amounts in each customer’s currency (source) or in
the functional currency.
Features The detailed report includes the following information:
• The source code assigned during posting to identify different
types of transactions. Order Entry source codes are:
OE‐CO (O/E Consolidated Entry)
OE‐ IN (O/E Invoices)
OE‐SH (O/E Shipments)
• The information in the Reference and Description columns
depends on your choices on the G/L Integration form.
• Total by sorting option.
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Invoice Action
User Guide 7–9
Invoice Action
This report lets you find out whether shipments have been partially
or fully
invoiced
and
the
current
amounts
remaining
to
be
invoiced. This report ensures that all product shipped to customers
is properly invoiced in a timely manner.
Note that this report does not apply to job‐related orders that use
project invoicing. This is because after posting a shipment for a job‐
related order that uses project invoicing, that document is marked
completed, and can never be invoiced in Order Entry.
When to print Whenever you want to see if orders/shipments have been invoiced.
How to print Choose Invoice Action in the O/E Reports folder and then specify the
following information:
• Whether to print a detail report or a summary report.
• The main selection method and sorting order for the report — by
order number or shipment number — and the range of order
numbers or shipment numbers to include on the report.
− If you select by shipment, you choose the range of shipments
and, optionally, a range of customers or salespeople.
− If you select by order, you choose the range of orders and,
optionally, a range of customers or salespeople. However,
you can also choose the status of the orders printed, which
involves choosing from a variety of shipment statuses and
invoicing statuses.
• The secondary sorting order — by customer number or primary
salesperson — and the range of customer numbers or primary
salespeople.
• The range of order dates or shipment dates to include on the
report (depending on whether you are selecting orders or
shipments).
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Invoices
7–10 Sage Accpac Order Entry
• If you are selecting by order number, choose the type of order
that you want to include:
− Fully Shipped, Partially Invoiced. This choice includes
orders that have been fully shipped, where some, but not all,
of the shipments have been invoiced.
− Fully Shipped, Not invoiced. This choice includes only fully
shipped orders where no invoices have been issued.
− Partially Shipped, Partially Invoiced. This choice prints
orders that have been partially shipped, where some but not
all of the shipments have been invoiced.
−
Partially Shipped, Not Invoiced. This choice includes all orders that have been partially shipped, where none of those
shipments have been invoiced.
− Fully Shipped, Fully Invoiced. This choice prints all orders
that have been fully shipped, and all shipments that have
been invoiced.
− With Shipments Uninvoiced. This choice prints all orders
that have shipments that have not been invoiced.
• If you have a multicurrency system, choose whether to print
amounts in the customer currency or your functional currency.
• If you use the Project and Job Costing module, choose whether
to print contract, project, and category information for details.
Invoices
An invoice is a detailed bill for items purchased and shipped by Order Entry.
Keep Transaction
History optionIf you do not keep transaction history, Order Entry deletes
information for printed invoices when you run Day End Processing
in Inventory Control — so you will not be able to reprint invoices.
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Invoices
User Guide 7–11
How to print Choose Invoices from the O/E Forms folder to select all or a range of
invoices. You can also print individual invoices immediately after
posting them. (Order Entry asks whether you want to print the
invoice
when
it
displays
the
“Posting
completed”
message.)
Order Entry lets you choose a delivery method for invoice printing:
• Choose Print Destination to print to your usual print destination.
• Choose Customer to use the delivery method specified for the
customer in Accounts Receivable.
If the customer’s delivery method is E‐mail or Contact E‐mail,
the program sends the invoice to the e‐mail address specified
in the customer record, rather than to a printer. You can specify the ID for the message that you want to send with the invoice.
To view or edit the message for the selected ID, or to add a new
e‐mail message for invoices, click the Zoom button for the
Message ID field.
Options • You can select the option Include Invoices Already Printed to
print all invoices in the range, or leave the option clear to print
only those invoices that have not been printed.
• You can also indicate whether you need shipping labels.
• Choose whether you want to include backordered quantities on
the invoice.
• Select the Custom Form option if the invoice form (xxxxxx.RPT)
does not use the report selection criteria sent by the Invoices
program form. (Do not select this option unless you know that
your customized invoice form requires it.)
•
Choose whether you need to print kit components (if any kits are
listed on the invoice).
• Choose whether you need to print bills of material components
(if any items are assembled from bills of material).
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Miscellaneous Charges
7–12 Sage Accpac Order Entry
Features Order Entry comes with five 8½ʺ x 11ʺ invoice report forms:
• OEINV01.RPT — prints a complete invoice form (including
headings and lines) on a laser or ink‐ jet printer. This form uses
datapipe fields.
• OEINV02.RPT — prints only the invoice information on
preprinted stock. This form uses datapipe fields.
• OEINV03.RPT — prints a complete invoice form (including
headings and lines) on an Internet form.
• OEINV04.RPT — prints a non‐datapipe invoice form (including
headings and lines) on a laser or ink‐ jet printer.
• OEINV05.RPT — prints a non‐datapipe invoice form on
preprinted stock.
Unit Price column
on printed invoices
may not match the
data entry screen.
Note: The Unit Price column printed on invoices is
calculated by dividing the extended price by the quantity
shipped — whether pricing by quantity or by weight. When
pricing by weight (and when the order unit of measure is
not the pricing unit of measure), the printed unit price may
not match the unit price on the transaction entry form.
See Appendix D in this guide for more information on using
different Order Entry forms.
Miscellaneous Charges
Miscellaneous charges are the charges added to invoices and credit
notes for costs other than for items purchased and returned. For
example, miscellaneous charges can be set up for postage, shipping, handling, and restocking.
You can include job‐related information as well as optional fields
information in Miscellaneous Charges reports.
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Optional Fields
User Guide 7–13
When to print Print the report whenever you change miscellaneous charges
information.
How to print Choose Miscellaneous Charges in the O/E Reports folder, or choose
File, Print from the Miscellaneous Charges form, and then select:
• The order in which you want the report printed (by
miscellaneous charge or by currency, if you have a
multicurrency system).
• The range of miscellaneous charge codes.
• The range of currency codes, if you use a multicurrency ledger.
•
Whether
you
want
to
include
the
extended
cost
and
job‐
related
expense and clearing accounts for job‐related miscellaneous
charges.
• Whether to include optional field information.
Optional Fields
This report displays all the optional fields you assigned to Order
Entry, with their names, descriptions, values, and whether they can
be auto inserted.
When to print Print and file the report whenever you change optional fields for the
Order Entry system.
How to print Choose Optional Fields in the O/E Reports folder, or choose File,
Print from the Optional Fields form, and then click Print.
Choose the Show Settings option to print the settings for each
optional field
on
the
report.
(The
settings
specify
the
accounts
to
which optional fields will be passed and whether optional fields will
be passed to Project and Job Costing.)
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Options
7–14 Sage Accpac Order Entry
Options
This report documents the information and options you entered
when you
set
up
your
Order
Entry
system,
or
when
you
changed
the
information using the Options form.
When to print Print and file the report whenever you change company options for
the order entry system.
How to print Choose Options in the O/E Reports folder, or choose File, Print from
the Options form, and then click Print.
Order Action
This report lists current orders. The Order Action report options
allow you to produce a wide variety of reports.
When to print When you need to review active orders to see what has been done
with them, or needs to be done.
How to print Choose Order Action in the O/E Reports folder and then specify the
following information:
• Whether to print a detail report or a summary report.
• The sorting order for the report: by order number, customer
number, or primary salesperson number.
• Ranges of order numbers, customer numbers, or primary
salesperson numbers to include on the report. The range of
expected ship dates (for orders) to include on the report.
•
The range
of
expected
ship
dates
(for
orders)
to
include
on
the
report.
• Whether to include all orders, orders entered directly, or orders
entered via the Internet.
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Order Confirmations
User Guide 7–15
• The types of orders to include: all orders, orders never shipped,
orders partially shipped, orders never or partially shipped, or
orders on hold.
•
The print status of orders to include: all statuses, posted (nothing
printed), confirmation printed, or picking slip printed.
If you ship goods from an order and print the picking slip after
posting from the Order Entry form, only the shipment will have
the print status set to “Picking Slip Printed,” not the order.
• The item status of orders to include: completed with no
shipments, incomplete, some items available for shipment, all
items available for shipment, or items out of stock.
• Whether to print prices and total order amounts in the customer
currency or in the functional currency (for detail reports in
multicurrency ledgers only).
• Whether to include job details (if you use the Project and Job
Costing module).
Dynamic reportsNote: You can use the OEORDACT.VBA macro to generate
a dynamic report, choosing the fields you want to appear on
the report as needed. See Appendix D in this guide for more
information.
Order Confirmations
Before completing and invoicing an order, you can print and send
customers an order confirmation that acknowledges receipt of the
order and confirms the contents.
How to print Choose Order Confirmations from the O/E Forms folder to print all
or a range of confirmations.
You can also print individual order confirmations immediately after
posting orders from the Order Entry form. (Order Entry asks
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Order Confirmations
7–16 Sage Accpac Order Entry
whether you want to print the order confirmation when it displays
the “Posting completed” message.)
Order Entry lets you choose a delivery method for the order
confirmations:
• Choose Print Destination to print to your usual print destination.
• Choose Customer to use the delivery method specified for the
customer in Accounts Receivable.
If the customer’s delivery method is E‐mail or Contact E‐mail,
the program sends the order confirmation to the e‐mail address
specified in the customer record, rather than to a printer. You
can specify the ID for the message that you want to send with the order confirmation.
To view or edit the message for the selected ID, or to add a new
e‐mail message for order confirmations, click the Zoom button
for the Message ID field.
Options You can print all order confirmations in the range you selected by
selecting the option Include Confirmations Already Printed, or limit
printing to those that have not been printed by clearing this option.
You can also indicate whether shipping labels are required for the order.
If you are printing from the Order Confirmations form, you can:
• Select a range of orders.
• Choose whether you want to reprint confirmations.
• Choose whether you need shipping labels.
•
Select the Custom Form option if the order confirmation (xxxxxx.RPT) does not use the report selection criteria sent by
this order confirmation print form. (Do not select this option
unless you know that your customized order confirmation form
requires it.)
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Picking Slips
User Guide 7–17
• Choose whether you need to print kit components (if any kits are
listed on the order).
• Choose whether you need to print bills of material components
(if any items are assembled from bills of material).
• Choose whether you want to print order confirmations for
orders that are on hold, or restrict printing to orders that can be
shipped.
Features Sage Accpac Order Entry comes with two order confirmation forms:
OECONF01.RPT prints a complete confirmation (including lines and
borders) on a laser or ink‐ jet printer, and OECONF02.RPT prints
order information on preprinted stock.
OECONF03.RPT, an order acknowledgement form, is also
shipped with Sage Accpac Order Entry and is used by
iConnect Sales Orders for Internet orders.
See Appendix D in this guide for more information on using
different Order Entry forms.
Unit Price column
on confirmatons
may not match thedata entry screen.
Note: The Unit Price column printed on order confirmatons
is calculated by dividing the extended price by the quantity ordered — whether pricing by quantity or by weight. When
pricing by weight (and when the order unit of measure is
not the pricing unit of measure), the printed unit price may
not match the unit price on the transaction entry form.
Picking Slips
You can print picking slips that your warehouse or shipping
department can use to locate order items and check the availability
of inventory. You can sort items on picking slips by picking sequence
(usually the location of goods in your warehouse), item number, or
order line number.
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Picking Slips
7–18 Sage Accpac Order Entry
You can also print multiple picking slips per order or shipment if
your order/shipment details include goods from different locations.
Select all or a range of orders or shipments and locations for which
to print picking slips. You can limit printing to those that have not
been printed, or print all picking slips in the range you selected.
Depending on whether you are printing picking slips for orders or
shipments, picking slips will show the number of items that are
currently on order (the original amount minus the quantity shipped)
or the number for the particular shipment.
Note: If you shipped goods from an order and printed the
picking
slip
after
posting
from
the
Order
Entry
form,
the
print status of the shipment will be set to “Picking Slip
Printed,” but the print status of the order will not be
changed.
To update the status for orders, post the order but do not
print the picking slip. Instead, go to the O/E Forms folder,
choose Picking Slips, select the form you want, and change
the Select By field to Order Number. Print the picking slip,
and the status will be correctly updated.
How to print Choose Picking Slips from the O/E Forms folder, and then:
• Select the report that corresponds to the picking slip that you
want to print. The report file that you used last appears by
default.
• Choose whether you are printing picking slips for a range of
posted orders or for posted shipments.
•
Select whether
you
want
item
details
listed
on
each
picking
slip
by picking sequence, item number, or order/shipment line
number.
• Specify the range of orders/shipments for which you want
picking slips printed.
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Picking Slips
User Guide 7–19
• Specify the range of locations for which you want slips printed.
Order Entry uses the default location entered in the order or
shipment header to determine the location — not the locations
entered
for
individual
detail
lines.
• Specify whether you want to reprint picking slips that have
already been printed.
If you have already shipped some goods on an order and want
to print a new picking slip, select the order number and select
the option, Include Picking Slips Already Printed.
• Choose whether you will need to print shipping labels for the
orders/shipments being picked.
• Choose whether you need to print kit components (if any kits are
listed on the orders or shipments).
• Choose whether you need to print bills of material components
(if any items are assembled from bills of material).
Features Order Entry comes with four picking slip forms:
• Two forms are for printing picking slips for orders, and two are
for
printing
picking
slips
for
shipments:
− For printing orders:
• OEPICKORDER1 A plain paper picking slip (prints
boxes, lines and borders).
• OEPICKORDER2 A picking slip for preprinted forms.
− For printing shipments:
•
OEPICKSHIPMENT1
A
plain
paper
picking
slip.
• OEPICKSHIPMENT2 A picking slip for preprinted
forms.
• The sample Order Entry picking slips list all the items and
miscellaneous charges on an order or shipment, together with
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Posting Journals
7–20 Sage Accpac Order Entry
any instructions that were entered either with detail lines or for
the order itself. The sample slips also include the name and
address of both the company and customer.
•
You can include other information on picking slips, depending
on the report files you use to print them.
Posting Journals
The Shipment, Invoice, and Credit/Debit Note Posting Journals are
part of your audit trail. Print the posting journals at the end of each
day, as part of your day‐end procedure. You can clear the posting
file after printing the report.
The Shipments Posting Journal lists all shipments for the range of
day‐end numbers you specify. The Invoice Posting Journal lists all
invoices issued to customers for the range of day‐end numbers you
specify. The Credit/Debit Note Posting Journal lists credit notes
issued to customers for returned goods, and other credits.
You can include sales splits, tax information, and optional fields in
posting journals. You can also include Accounts Receivable audit
information with invoice information to help you match postings in
Order Entry to Accounts Receivable transactions.
Multicurrency A posting journal from a multicurrency system lists the customer’s
currency code for each invoice, along with the exchange rate,
exchange rate type, and exchange rate date. The journal prints
amounts in both source and functional currencies.
The final page of the report includes totals for each source currency,
and a general ledger summary in both source and functional
currencies.
When to print Print regularly (daily or weekly). This is the detailed record of all
transactions arising from particular invoices, credit/debit notes, and
shipments that will be posted to the general ledger from Accounts
Receivable.
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Quotes
User Guide 7–21
How to print • Choose Posting Journals in the O/E Reports folder, and then
select Shipments, Invoices, or Credit Notes.
• Specify the range of day‐end numbers for which you are
printing the report.
• Select the order in which you want the transactions to appear.
• Choose to include sales split information, a tax summary,
Accounts Receivable audit information (for invoices), tax
reporting information, journals that you printed previously,
optional fields, or, if you use Project and Job Costing, job details.
• For shipments and invoices, choose whether to print the journal
on 8 ½ʺ x 11 , A4, or 8 ½ʺ x 14ʺ paper.
Quotes
A quote is a detailed report on items a customer is interested in
purchasing. Order Entry provides a standard 8 ½ʺ x 11ʺ layout that
you can use as is, or change to suit your needs.
Note: Quotes are
deleted
automatically
after
their
expiry
date.
When to print Immediately after posting a quote for a customer, or before Day End
Processing on the quote’s expiry date.
How to print Choose Quotes in the O/E Forms folder to print all or a range of
quotes. You can also print individual quotes immediately after
posting them. (Order Entry asks whether you want to print the quote
when it displays the “Posting completed” message.)
You can print all quotes from the orders in the range you selected by
selecting the option Include Quotes Already Printed, or limit
printing to those that have not been printed by clearing this option.
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Quotes
7–22 Sage Accpac Order Entry
Order Entry lets you choose a delivery method for quotes:
• Choose Print Destination to print to your usual print destination.
•
Choose Customer
to
use
the
delivery
method
specified
for
the
customer in Accounts Receivable.
If the customer’s delivery method is E‐mail or Contact E‐mail,
the program sends the quote to the e‐mail address specified in
the customer record, rather than to a printer. You can specify the
ID for the message that you want to send with the quote.
To view or edit the message for the selected ID, or to add a new
e‐mail message for quotes, click the Zoom button for the
Message ID field.
• Specify whether you want to reprint quotes that have already
been printed.
• Select Custom Form only if you have a special quote form that
does not use the report selection criteria sent by this print form.
• Select Print Kit Component Items to print all of the components
in kit assemblies on the quote form.
•
Select Print Bills of Material Component Items to print all of the
components in assemblies that are manufactured from bills of
material on the quote form.
See Appendix D in this guide for more information on using
different Order Entry forms.
Unit Price column
on printed quotes
may not match the
data entry screen.
Note: The Unit Price column printed on quotes is calculated
by dividing the extended price by the quantity ordered —
whether
pricing
by
quantity
or
by
weight.
When
pricing
by
weight (and when the order unit of measure is not the
pricing unit of measure), the printed unit price may not
match the unit price on the transaction entry form.
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Sales History
User Guide 7–23
Sales History
This report provides a summary or detailed report of sales totals by
customer, inventory
item,
or
primary
salesperson.
The
report
can
be
used as a sales journal, to record sales staff performance by territory
or location, and to indicate the strengths and weaknesses in
company sales. You can clear the sales history (using the Clear
History form) after printing the report.
You must select the Keep Sales History option on the Options form
to be able to print the report.
When to print After running Day End Processing, at the end of an accounting cycle,
or any
time
you
want
to
check
on
your
sales
performance.
How to print Choose Sales History in the O/E Reports folder, or choose File, Print
from the Sales History form, and then:
• Select Detail or Summary for the type of report you want to
print. (There is no summary report when printing by primary
salesperson.)
• Specify the range of years and periods for which you are
printing the report.
• Select the order in which you want the sales history to appear on
the report (by customer number, item number, or primary
salesperson).
• Choose the ranges of customer numbers, item numbers, and
primary salesperson numbers to include on the report.
Multicurrency
accounting• If you use multicurrency accounting, you can also choose the
range of currency codes, and you can specify whether to print
amounts in customer currency or functional currency.
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Sales Statistics
7–24 Sage Accpac Order Entry
Sales Statistics
This report lists sales statistics accumulated since you last cleared the
sales statistics
data
for
the
period
you
specify.
The
report
can
help
you understand and analyze the level of processing in your Order
Entry system. Note that you must choose the Keep Sales Statistics
option on the Options form to print this report.
When to print When you want to check on the volume of orders, invoices, and
credit notes you processed during a period.
How to print Choose Sales Statistics in the O/E Reports folder, or choose File, Print
from the Sales Statistics form, and then:
•
Specify the range of years and periods for which to print the
report.
• If you use multicurrency accounting, specify whether to print
amounts in customer currency or functional currency, click the
range of currency codes to include, and select whether to
consolidate statistics for the range of currencies you specify.
Salesperson Commissions
This report lists the sales commission earnings for each salesperson
since you last cleared their commission data.
You must select Track Commissions on the Options form to be able
to print this report.
Print a detail report or a summary report. The summary report
prints the salesperson code and salesperson name, subtotals of
category sales and salesperson sales, total sales, cost of goods sold
and gross margin subtotals and totals, and the total commission
earned. The detail report includes all of the above, as well as an
itemized list of each invoice and credit note.
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Ship-Via Codes
User Guide 7–25
After printing, you can clear the salesperson commission data to
start a new commission period.
The Salesperson Commissions report is printed in functional (home)
currency.
When to print After running Day End Processing, or any time you want to review
commission data.
How to print Choose Salesperson Commissions in the O/E Reports folder, and
then select whether to print a detail or summary report and specify
the date or fiscal period range for the report, and the range of
salesperson codes that you want to include.
Ship Via Codes
Ship‐via codes are used during order entry to identify the shipping
methods or carriers you use to deliver goods to customers (for
example, courier, air mail, parcel post). This report lists the ship‐via
codes that are defined in the Order Entry module.
When to print Print the report whenever you change ship‐via information.
How to print Choose Ship‐Via Codes in the O/E Reports folder, or choose File,
Print on the Ship‐Via Codes form, and then specify the range of ship‐
via codes, and click Print.
Shipping Labels
Shipping labels are attached to shipments sent from the warehouse
or shipping department. The number of labels printed for each
order, shipment, or invoice is the number specified on the Totals tab on the Order, Shipment, or Invoice Entry form.
Use the Shipping Labels icon in the O/E Forms folder to print all
labels, labels that have not yet been printed, or labels marked as
required within a range of labels for orders, invoices, or shipments.
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Templates
7–26 Sage Accpac Order Entry
You mark orders, invoices, or shipments as requiring shipping labels
when you print order confirmations, picking slips, or invoices.
When to print Print labels when assembling orders for shipping.
How to print Choose Shipping Labels from the O/E Forms folder. When the
Shipping Labels form appears:
• Choose the type of label that you want to use.
• Choose whether to print labels for a range of invoices, a range of
orders, or a range of shipments.
• Specify the range of invoices, orders, or shipments.
•
Click whether you want to reprint previously printed labels.
• Click whether you want to print labels for all invoices, orders, or
shipments or only print labels only for those invoices, orders, or
shipments that you marked as requiring labels.
• Click Print.
Features Order Entry comes with two labels: one works with 1½ʺ x 4ʺ sheet
labels for a laser printer (report file OELABEL.RPT), and the other
works with 1½ʺ x 3¾ʺ tractor feed labels (report file OELABELD.RPT).
Templates
You can speed up and simplify order entry by setting up templates.
Templates provide default information and settings when you add a
new order, shipment, invoice or credit/debit note.
When to print Print the report whenever you add or change order templates.
How to print Choose Templates in the O/E Reports folder, or choose File, Print
from the Templates form, and then specify the range of template
codes, and click Print.
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Transaction List
User Guide 7–27
Transaction List
The order, shipment, invoice, credit/debit note lists allow you to
print detailed
or
summary
listings
of
all
current
Order
Entry
transactions. You can sort transaction reports by transaction number
or customer number, and you can specify a range of transaction
numbers, customer numbers, and currency codes (if you have a
multicurrency system) to include in the report.
You can print general order information, item details, addresses, tax
reporting information, salespeople, prepayments (except on
shipments and credit/debit notes), optional fields, and job details on
Transaction List reports.
Order selection If you are printing orders, you can select active orders, future orders,
standing orders, or quotes, and you can include orders that have
been entered directly or through the Internet.
You can also include orders for which a confirmation has been
printed, orders for which a picking slip has been printed, orders
never shipped, orders partially shipped, completed orders, and
orders on hold.
When to print Print these
reports
for
full
or
partial
information
on
current
or
past
transactions (if you keep transaction history).
Keep Transaction
History optionIf you do not keep transaction history, Order Entry deletes
transaction information when you run Day End Processing in
Inventory Control. If you do keep history, use the Clear History
form to delete transaction information.
Day End Processing deletes order information when orders are
completed and deletes invoice and credit note information after you
have printed
invoices
and
credit
notes.
How to print Choose Transaction List in the O/E Reports folder, and then:
• Select the type of transaction you want to print (orders, invoices,
credit/debit notes, and shipments).
• Select the type of report (detail or summary).
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Transaction List
7–28 Sage Accpac Order Entry
• Select the sort order (by transaction number or customer
number).
• Select the range of transaction numbers, customer numbers,
transaction dates, and currencies (if you have a multicurrency
system).
• Select the information you want to include in the report.
Orders • If you are printing orders, select the type, status, and source
(Entered or Internet) of the orders you are printing.
If prepayments have been entered for an order, the prepayment
information will appear beside the salesperson summary.
If any kits or bills of material were included in the order, the kit or
BOM number and component items are displayed on the report.
The report also includes summary totals for each source currency
and grand totals for orders, shipments, invoices, or credit/debit
notes.
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User Guide A–i
Appendix A
Errors Warnings and Confirmations
Using Online Message Help .................................................... A–1
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User Guide A–1
Appendix A
Errors Warnings and Confirmations
There are three types of messages that appear in Sage Accpac ERP:
errors, warnings, and confirmations.
In most cases, the descriptions for these messages start with a
message category such as “System error” or “Incorrect procedure” or
“Invalid input,” followed by a sentence that describes the problem
more specifically.
Error Error messages identify conditions that prevent the program from
proceeding. In some cases, the message includes suggestions for
action.
Warning Warning messages indicate that you are about to perform a
procedure that could damage your data.
Confirmation A confirmation message indicates a completed process.
For more information, see the System Manager User Guide , or click
the online Help button in the message to look up details.
Using Online Message Help
To look up an error message online:
1. Click the Help button if you receive an error message while
working in Sage Accpac ERP.
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Using Online Message Help
A–2 Sage Accpac Order Entry
2. Look for a topic with similar words to the error message.
3. Click the error message you want to find out more about. This
action will link you to more detailed information:
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User Guide B–i
Appendix B
Importing and Exporting
Importing and Exporting Data — Tips and Reminders ............................ B–2
Importing Records......................................................... B–2
Import Options............................................................ B–2
Errors During Importing ................................................... B–4
Exporting from Records with Multiple Record Types ......................... B–4
Selecting Export Records ................................................... B–5
O/E Import and Export Data.................................................... B–6
Miscellaneous Charges..................................................... B–6
Orders and Invoices ....................................................... B–7
Credit Notes .............................................................. B–7
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User Guide B–1
Appendix B
Importing and Exporting
This appendix describes the Order Entry data you can import and
export.
With the Import and Export commands you can:
• Import setup information and records from a non‐Sage Accpac
program or spreadsheet.
• Import transactions from non‐Sage Accpac programs and remote
Sage Accpac subledgers.
• Export Order Entry data to a spreadsheet for analysis.
View lists of import
and export dataTo list the fields that you can import and export for each type of
record:
• Choose Display Import Fields or Display Export Fields from the
File menu on the Import and Export forms.
Or
• Read the import/export section in the Purchase Orders 5.5A
Technical Information file (POTECHINFO.WRI), which is
installed with Purchase Orders.
See “Selecting Purchase Orders Records to Import or Export” at
the end of this appendix for information about the file.
Further
informationFor information about file formats, templates, and the steps you
follow to import and export data, see the chapter, “Importing and
Exporting Data,” in the System Manager User Guide.
Press F1
for HelpPress F1 to display Help screens when using the Import or Export
commands.
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Importing and Exporting Data — Tips and Reminders
B–2 Sage Accpac Order Entry
Importing and Exporting Data — Tips and Reminders
Importing Records
Use sample data
firstTo see exactly how to format records for importing, we suggest that
you first export records from the sample data that comes with Order
Entry, specifying the format from which you plan to import.
Display and print
import file layoutsYou can also display record fields by choosing Display Import
Fields from the Import File menu.
Back up your data Experiment with the Order Entry sample data, then back up your
accounting data before attempting to import records. For
instructions, see
the
chapter,
“Checking
Data
Integrity
and
Making
Backups,” in the System Manager User Guide.
Incorrect
importing may
damage data
Do not import accounting data without appropriate internal controls
and verification procedures.
Import Options
To
select
import
options,
choose
the
Import
command
from
the
File
menu of an Order Entry form.
Import form for
Sales Statistics
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Importing and Exporting Data — Tips and Reminders
User Guide B–3
(You can only choose the Import option for sales statistics if you
choose the option, Allow Edit Of Statistics, on the Options form.)
The Type list box in the import form lets you import specific types of
records:
• Excel 2000
• Single CSV file
• CSV File
• Access
• Excel 5.0
• ODBC
If you choose to import a CSV file, you can choose the option, Title
Record, to include column headings.
The import form also lets you import records in one of three ways:
• Insert Only. Adds new records without changing existing
records.
• Update Only. Updates existing records, but does not add new
records.
• Insert And Update. Adds new records and updates those
currently in the database.
Records that allow
insert onlyMost Order Entry records allow all three options, but the following
types of records are limited to Insert Only:
• Orders.
• Credit/Debit notes.
• Salesperson commission rates.
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Importing and Exporting Data — Tips and Reminders
B–4 Sage Accpac Order Entry
Errors During Importing
If importing stops due to errors, Order Entry:
•
Creates a restart
record,
which
marks
the
point
where
importing
stopped.
• Identifies the error by task, date, time, and user (the person
performing the task).
• Describes any action which must be taken.
Restart
recordsFor information on restarting an import operation and on working
with restart records, see Chapter 8, “Working with Restart Records,”
in
the
System
Manager
Administrator
Guide.
Exporting from Records with Multiple Record Types
Order Entry uses more than one database table to store data for the
following types of records:
• Orders.
•
Credit
notes.
• Miscellaneous charges.
If you are exporting any of these records, the Export form shows a
list of the tables that you can export for the record, once you have
selected:
• The export file type (for example, Excel 2000, Single CSV File,
and so on) in the Type field, and
•
The
file
to
which
to
export
the
data,
in
the
File
field.
For example, after entering the Type and File fields, the following
Order Export form shows seven database tables: Orders, Order
Details, Order Payment Schedules, Order Comments and
Instructions, Order Serial Numbers, Order Optional Fields, and
Order Detail Optional Fields.
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Importing and Exporting Data — Tips and Reminders
User Guide B–5
Export form for
orders
Click the plus sign beside the table name to view the fields you can
choose for exporting.
Fields marked with a star in its checkbox are required fields for
export. You must include all required fields from each of the tables
listed to be able to complete an export.
Selecting Export Records
You can use the Set Criteria option to specify a range of records to
export. For information on how to use this powerful selection tool,
see the section, “Setting Up Criteria for Selecting Records,” in
Chapter 4 of the System Manager User Guide.
You cannot select
records to importYou cannot use the Set Criteria option to select records to import
from an import file. You must import all records contained in an
import file at the same time.
FieldsTables
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O/E Import and Export Data
B–6 Sage Accpac Order Entry
O/E Import and Export Data
The following list identifies restrictions and conditions for importing
and
exporting
Order
Entry
data:
Import-only records • You can import credit notes, but you cannot export them.
Export-only records • You can export sales history records, but you cannot import
them.
Export-only fields • For purposes of auditing and data security, some fields can be
exported but not imported.
For example, if you export a record into a spreadsheet, edit it,
and then
attempt
to
import
it
back
into
Sage
Accpac
Order
Entry, the export‐only fields will not be imported.
Key fields • Sage Accpac ERP uses key fields to look up records. Most types
of records have a single key, but some have more than one key
field.
For example, Order Uniquifier is the key field for orders, while
Year, Period, and Currency are the key fields for sales statistics
records.
• In Sage Accpac ERP, the Finder is active for most key fields.
Multicurrency
fields• Fields used only in multicurrency databases appear in the
import and export forms for single‐currency databases and can
be included in your export or import files, but are not used.
Miscellaneous Charges
To export
miscellaneous
charges,
you
must
include
at
least
one
field
from each of these tables: Miscellaneous Charges and Miscellaneous
Charge Taxes.
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O/E Import and Export Data
User Guide B–7
Orders and Invoices
To export orders and invoices, you must include at least one field
from each of the following tables (Orders, Order Details, Order
payment schedules,
Order
comments/instructions,
and
Order
Serial
numbers).
If you import an order that puts a customer over their credit limit,
that order is put on hold.
Credit Notes
You can import credit notes only for non‐existent invoices; therefore,
you must
enter
credit
notes
for
existing
invoices
manually.
To import credit note records, you must include at least one field
from each of the following tables: Credit notes, Credit Note details,
Credit Note Serial Numbers, and Credit note comments/instructions.
For a complete list of editable fields refer to the FORMS.WRI file
(found in the \Sage Accpac\Docs\OE55AENG folder).
This document lists the information you can include when
developing
formats
to
order
confirmations,
quotes,
picking
slips, shipping labels, invoices, and credit notes. For each field, the
list includes the code that identifies the field, the maximum number
of characters in the field, and a description of the field.
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User Guide C–i
Appendix C
Order Entry Security
Permissions and Rights ........................................................ C–1
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User Guide C–1
Appendix C
Order Entry Security
This appendix describes the Order Entry tasks to which you can
assign security (password protection).
Define
security
groups and
assign to
users
Sage Accpac ERP uses security groups to restrict user access to data.
To set up security, you assign users their IDs, select the tasks that
members of each security group can perform, and then assign
individual
users
to
the
security
groups
you
defined.
Use
Database
Setup to turn
on security
Note that to restrict access to Sage Accpac data, you must first turn
on security for the system database using Database Setup.
For information on activating security and setting up security
groups, refer to the System Manager Administrator Guide.
Permissions and Rights
With Sage Accpac ERP security enabled, members of groups without
security assignments have very limited access to your system. They
can view only currency information (codes, rate types, currency
rates, currency tables, and conversion rates).
Print DestinationNote If you want users to be able to change the print
destination, permission to change the print destination must
be assigned from the Administrative Services permissions
list
in
the
Security
Groups
form.
O/E processing To allow users in a security group to edit records or perform
processing tasks in Order Entry, you must grant the group access to
additional tasks from the following list.
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Permissions and Rights
C–2 Sage Accpac Order Entry
Order Entry Folder and Icon Rights Permission Required
O/E Setup Folder
Options, Templates, MiscellaneousCharges, Ship-Via Codes, E-mail
Messages, G/L Integration
View Common Inquiry
Options, Templates, MiscellaneousCharges, Ship-Via Codes, E-mailMessages, G/L Integration
View, Add,Edit, Delete
Setup Maintenance
Optional Fields View, Add,Edit, Delete
Transaction Optional Fields
O/E Transactions Folder
View Transaction InquiryOrder Entry
View, Add,Edit, Del., Post
Order Entry orOrder/Shipment/Invoice Entry
View Transaction InquiryShipment Entry
View, Add,Edit, Del., Post
Shipment Entry or
Order/Shipment/Invoice Entry
View Transaction InquiryInvoice Entry
View, Add,Edit, Del., Post
Invoice Entry orOrder/Shipment/Invoice Entry
Credit/Debit Note Entry View, Add,Edit, Del., Post
Credit/Debit Entry
Copy Orders View, Add,Edit, Del., Post
Order/Shipment/Invoice Entry
Edit Customer Hold Removal
Edit Unit Price OverrideEdit Price Check Approval
View, Edit View Credit Card Information
View Item Cost Inquiry
Order/Shipment/Invoice/Credit Note/
Debit Note Entry — additional rights forviewing/editing particular fields
View, Add,Edit, Delete
Transaction Optional Fields
Statistics and Inquiries Folder
Current Orders Inquiry View Transaction Inquiry, Order Entry, orOrder/Shipment/Invoice Entry
Pending Shipments Inquiry View Transaction Inquiry, Order Entry, orOrder/Shipment/Invoice Entry
Sales History View Transaction History or Day EndProcessing (I/C)
Sales Statistics View Transaction History or Day EndProcessing (I/C)
Salesperson Inquiry View Transaction History or Day End (I/C)
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Permissions and Rights
User Guide C–3
Order Entry Folder and Icon Rights Permission Required
Periodic Processing Folder
Clear History Delete Clear History
Create Batch Create Day End Processing (I/C)
O/E Forms Folder
Order Confirmations Print Order Confirmation Printing
Quotes Print Quote Printing
Picking Slips Print Picking Slip Printing
Shipping Labels Print Shipping Label Printing
Invoices Print Invoice Printing
Credit/Debit Notes Print Credit/Debit Note Printing
O/E Reports Folder
Transaction List, Order Action, AgedOrders, Posting Journals, Sales
History, Salesperson Commissions,Sales Statistics, and G/L Transactions
Print Transaction Inquiry or Day EndProcessing (I/C)
O/E Options, Templates, Misc.Charges, Ship-Via Codes, E-mailMessages, Optional Fields, andG/L Integration
Print Common Inquiry or SetupMaintenance
The following permissions work in combination with existing rights
to add, edit, delete, or post records:
Permission Works with these Permissions Icons
Setup Maintenance Templates, Misc. Chrgs,Ship-Via Codes, E-mailMessages,
Order/Shipment/Invoice Entry Order Entry, ShipmentEntry, Invoice Entry
Order Entry or Shipment Entry Order Entry
Shipment Entry or Order Entry Shipment Entry
Import
Invoice Entry or Order/Shipment Entry Invoice Entry
Setup Maintenance Templates, Misc. Chrgs,Ship-Via Codes, E-mailMessages
Order/Shipment/Invoice Entry Order Entry, ShipmentEntry, Invoice Entry
Order Entry, Shipment Entry, Invoice Entry Order Entry
Order Entry, Shipment Entry, Invoice Entry Shipment Entry
Export
Order Entry, Shipment Entry, Invoice Entry Invoice Entry
Customer HoldRemoval
Order Entry, Shipment Entry, Invoice Entry Order Entry
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Permissions and Rights
C–4 Sage Accpac Order Entry
Permission Works with these Permissions Icons
Order/Shipment/Invoice Entry Order Entry, ShipmentEntry, Invoice Entry
Order Entry Order Entry
Shipment Entry Shipment Entry
Invoice Entry Invoice Entry
Credit Approval
Credit/Debit Note Entry Credit/Debit Note Entry
Order/Shipment/Invoice Entry Order Entry, ShipmentEntry, Invoice Entry
Order Entry Order Entry
Shipment Entry Shipment Entry
Invoice Entry Invoice Entry
Price Check Approval
Credit/Debit Note Entry Credit/Debit Note Entry
Order/Shipment/Invoice Entry Order Entry, Shipment
Entry, Invoice Entry
Order Entry Order Entry
Shipment Entry Shipment Entry
Unit Price Override
Invoice Entry Invoice Entry
Order/Shipment/Invoice Entry Order Entry, ShipmentEntry, Invoice Entry
Order Entry Order Entry
Shipment Entry Shipment Entry
Invoice Entry Invoice Entry
Item Cost Inquiry
Credit/Debit Note Entry Credit/Debit Note Entry
Order/Shipment/Invoice Entry Order Entry, Inv. Entry
Order Entry Prepayment entry in inOrder Entry
View Credit CardInformation
Invoice Entry Prepayment entry in inInvoice Entry
Order/Shipment/Invoice Entry Order Entry, Inv. Entry
Order Entry Prepayment entry in inOrder Entry
Receipt Entry (A/R)
Invoice Entry Prepayment entry in inInvoice Entry
Order Entry includes an additional security right to let users view
Order Entry information using the Sage Accpac Dashboard.
Dashboard Allows users to view the Purchase Ordersdashboard.
View
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User Guide D–i
Appendix D
Technical Information
Creating Macros for Order Entry................................................ D–1
Visual Basic Sample Macro ................................................. D–1
Multiuser Considerations ...................................................... D–3
Global Locking ............................................................ D–4
Multiuser Data Protection .................................................. D–5
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User Guide D–1
Appendix D
Technical Information
This appendix provides information for macro developers and for
administrators of multiuser environments.
Creating Macros for Order Entry
The
easiest
way
to
write
a
macro
is
to
record
one
first,
performing
the tasks that you want the macro to perform. Then edit the macro,
adding the special features you need.
When you record the macro, set the Record Mode to Record All Fields.
By doing this, you can see the format for each field or report
parameter.
For information on how to record macros and write the code to add
special features review the chapters, “Using Macros” and “Writing
Visual
Basic
Macros,”
in
the
System
Manager
User
Guide.
Visual Basic Sample Macro
Order Entry is shipped with a sample Visual Basic macro that you
can use to produce a dynamic Order Action report in Microsoft
Excel.
To run the Order Action macro from the Macro menu:
1.
From the
Macro
menu,
click
Run.
The
Run
Macro
dialog
box
will
appear.
2. Choose VBA Macro from the Files Of Type list.
3. Choose OEORDACT.AVB.
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Creating Macros for Order Entry
D–2 Sage Accpac Order Entry
Report Type tab
on the O/E Order
Action macro form
4. To define the report content, choose options from the drop‐down
lists on the Report Type tab.
5. Click the Selection Criteria tab.
Selection criteria
tab on the O/E
Order Action
macro form
6. Choose options from one or more drop‐down lists to define the
order by which you want to view data. Each option you choose
appears as a column heading in the Excel spreadsheet.
7. Click OK to start the Order Action Report macro.
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Multiuser Considerations
User Guide D–3
To add an icon for the Order Action macro to your company
desktop:
1. Select (highlight) the Order Entry folder.
2. From the Object menu on the company desktop, choose New,
then Macro.
3. Type a title for the macro, such as Order Action.
4. Click Next.
5. Click Enter or Browse to select the folder and the macro (for
example c:\Program Files\Sage Accpac\Macros\Oeordact.avb).
6.
Click Finish.
The macro icon will appear on the desktop.
Multiuser Considerations
Because Sage Accpac ERP usually runs with more than one user on a
local area network, there can be times when more than one user
needs to use the same Order Entry database.
Order Entry uses two record access types to protect data in a
multiuser environment:
• Global Locking. While you run a globally locked process, no
other process can be run in Order Entry.
• Multiuser Data Protection Passive Concurrency). You can run
any of these processes while others are using them, but Order
Entry protects data by preventing more than one user from
making changes
to
the
same
record
at
the
same
time.
All forms in Order Entry use multiuser data protection, unless they
are listed in the “Global Locking” section.
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Multiuser Considerations
D–4 Sage Accpac Order Entry
Global Locking
The following processes lock out all other users from Order Entry
until processing is finished:
• Options
• Clear History
• G/L Integration
If other users are working in Order Entry or if you have other Order
Entry forms open while you attempt to run any of these processes or
save changes in the Options form, you will see a message similar to
the
following:
Once all other Order Entry forms are closed and you begin
processing, other
users
will
not
be
able
to
open
Order
Entry
forms
until the processing is complete.
The one exception is the Options form, which allows you to save
changes to the following fields while others are working in Order
Entry:
• Company Tab (all fields).
• Processing Tab (Default Template Code).
•
Documents Tab
(all
fields).
You will not be able to save changes to any of the other options in
the Options form until all other users have left Order Entry for the
company and all other Order Entry forms are closed.
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Multiuser Considerations
User Guide D–5
Multiuser Data Protection
Apart from the restrictions listed in the previous category [global
locks], all other processes and functions in Order Entry use passive
concurrency.
Passive concurrency protects data integrity in a multiuser
environment by letting you save changes to a record only if the
record has not changed since it was read.
To allow efficient data entry, Order Entry does not lock records in
advance. Rather, it prevents two workstations from saving changes
to the same record at the same time. If two users are editing the same
entry, for example, the first one to click the Save button succeeds in
updating the
file.
The
second
user
receives
an
error
message
when
attempting to save, and will have to re‐do their work in that entry.
For a more detailed example of how passive concurrency works, see
“Multiuser Data Protection” in Chapter 3 of the System Manager
Administrator Guide.
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User Guide Index–1
Index
A
A/R batch processing
specifying when to post, 3‐7
A/R Item Number order field, 2‐34
A/R Item UOM order field, 2‐34
Accounts Receivable
integrating with Order Entry, 2‐95
posting A/R batches, 6‐3
Accumulate By option, changing, 3‐8, 3‐9
Active order, processing overview, 2‐20
Additional credit notes, processing options,
3‐7
Aged Orders report, 7‐3
Aging periods, specifying, 3‐10
Allow Edit Of Statistics option, changing, 3‐9
Allow Non‐existent Customers option, changing, 3‐5
Allow Partial Shipments, A/R option, 2‐58
B
Batches created for Accounts Receivable,
2‐81
Billing Type order field, 2‐35
C
Calc Tax, order option, 2‐14
Calculate Backorder Quantities option
changing, 3‐4
Calculate tax reporting amounts
automatically
processing options, 3‐6
Cash customers, one‐time, 4‐6
Category, order field, 2‐30, 4‐19
Changing options, 3‐3
Changing orders, 2‐23 Chapters in the User
Guide , 1‐1
Clear History window, using, 6‐7
Clearing completed orders, 6‐9
Clearing history
credit notes, 2‐94
invoices, 2‐94
orders, 2‐94
overview, 2‐93
posting journals, 2‐95
sales history,
2‐94
sales statistics, 2‐94
salesperson commissions, 2‐94
transaction history, 2‐94
Clearing history, 6‐7
Clearing posting journals, 6‐10
Clearing sales history, 6‐9
Comments, ,order field, 2‐43
Comments/Instructions (for item)
order/invoice field, 2‐31, 4‐20
Commission By option, changing, 3‐10
Company options, changing, 3‐4
Completed order field, 2‐32, 4‐21
Completed orders, clearing, 6‐9
Completed status (detail), 2‐61
Completes Order option (detail), 4‐48
Components button, order form, 2‐17
Confirmation messages, A‐1
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Index–2 Sage Accpac Order Entry
Confirmations (order), printing, 2‐51
Consolidate G/L Batches option
changing the selection, 3‐14
Contents of the User
Guide , 1‐1
Contracts button, order form, 2‐17 Converting job‐related to orders, 2‐49
Copy Orders form, 2‐54, 4‐40
Cost of Goods Sold Account, order field, 2‐34
Costing Unit Of Measure, order field, 2‐31,
4‐19
Create G/L Transactions By, selecting, 3‐12
Create G/L Transactions option, changing
the selection, 3‐12
Create Invoice
order option,
2‐14
Order totals field, 2‐44
Creating general ledger batches using the
Create G/L Batch icon, 6‐3, 6‐5
Credit checks, 2‐9, 3‐10
Credit Checks option, defined, 3‐10
Credit limit exceeded, 2‐47
Credit note icons, 5‐2
Credit Note List report, printing, 7‐27
Credit note number, changing, 3‐10
Credit note processing
apply to previously credited invoice, 3‐7
using templates, 2‐19
Credit notes
credit note number, 2‐72
damaged items, 2‐77
day end processing, 2‐76
Day End Processing, 2‐78
delivery method, 2‐77
discount, 2‐75
editing detail information, 5‐7
editing exchange rates, 5‐12 editing tax information, 5‐9
effect on sales, 2‐71
entering, 2‐71, 5‐3
entering customer information, 5‐4
entering invoice information, 5‐4
exchange gain or loss, 2‐71
fiscal year and period, 2‐73
importing, B‐7
importing information, 5‐19
invoice numbers, 2‐71
items damaged, 2‐74 items returned to inventory, 2‐73, 2‐76
journal entry, 2‐87
posting, 2‐76, 5‐3
posting date, 2‐73
price adjustment, 2‐74, 2‐77
printing, 2‐77, 5‐17, 7‐5
printing posting journals, 5‐15
processing overview, 2‐70
sales commissions, 2‐77
verifying totals,
2‐75,
5‐13
Credit Notes, printing, 5‐2
Credit/Debit Note Entry window, using, 5‐3
Currency rates, editing, 2‐41
Current Orders Inquiry
overview, 2‐91
using, 4‐44, 4‐84
Custom form
for printing a credit/debit note, 5‐19
for printing a quote, 4‐68, 4‐70
for printing an invoice, 4‐82, 4‐83
for printing an order confirmation, 4‐72,
4‐74
Customer Account Set, order field, 2‐16
Customer credit checks, 2‐9, 3‐10
Customer Item Number, order field, 2‐33,
4‐21
Customer Number, order field, 2‐9
Customer PO Number, order field, 2‐11
Customer Type, order field, 2‐16
D
Damaged items, journal entry, 2‐87
Damaged items (credit notes), 2‐74
Data, clearing, 6‐7
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User Guide Index–3
Day end processing or posting, selecting the
Create G/L Transactions option, 3‐12
Day End Processing,
after running, 2‐81
before running, 2‐80 overview, 2‐78
tasks performed, 2‐79
time to complete, 2‐79
Debit note, icons, 5‐2
Debit notes
day end processing, 2‐76
debit note number, 2‐72
delivery method, 2‐77
discount, 2‐75
editing detail
information,
5‐7
editing exchange rates, 5‐12
editing tax information, 5‐9
entering, 2‐71
entering customer information, 5‐4
entering invoice information, 5‐4
fiscal year and period, 2‐73
importing information, 5‐19
invoice numbers, 2‐71
items removed from inventory, 2‐73,
2‐76
posting, 2‐76
posting date, 2‐73
price adjustment, 2‐74
printing, 2‐77, 5‐2, 5‐17, 7‐5
processing overview, 2‐70
verifying totals, 5‐13
verifying totals, 2‐75
Default order unit of measure, processing
options, 3‐6
Default order weight UOM for items,
processing options, 3‐6 Default Posting Date, processing options, 3‐8
Default Quote Expiration Days,
specifying, 3‐7
used in a quote, 2‐12
Default Quote Expiration Days option, 3‐7
Default rate type, changing, 3‐4
Default Template Code option, selecting, 3‐7
Defaulting quantity committed, processing
options, 3‐5
Delete button, order form, 2‐18
Deleting optional fields, 3‐27 Deleting orders, 2‐53
Delivery method
credit/debit notes, 2‐77
for e‐mailing a quote, 4‐68, 4‐69
for e‐mailing an invoice, 4‐81, 4‐83
for e‐mailing an order confirmation,
4‐72, 4‐74
for printing a credit/debit note, 5‐18
for quotes, order confirmations, picking
slips, invoices,
2‐50,
2‐68
Description, order field, 2‐15
Description (of item or miscellaneous charge
detail), order field, 2‐25
Discount %, invoice field, 2‐17
Discount Amount
invoice field, 2‐17
order field, 2‐30, 4‐19
Discount Date, invoice field, 2‐16
Discount Extended Amount
order field, 2‐30, 4‐19
Discount Miscellaneous Charges
order field, 2‐44
Discount Percent, order field, 2‐30, 4‐19
Distribute Taxes button, order form, 2‐18
Document numbering, changing, 3‐10
Due Date, invoice field, 2‐16
E
Edit G/L Integration options, 3‐11,
See
also: G/L Integration
Editing optional fields, 3‐27
Editing orders, 2‐23
E‐mail, e‐mailing a quote, 4‐66
E‐mail messages
adding, 3‐24
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Index–4 Sage Accpac Order Entry
E‐mail messages (continued)
adding on the flyʺ while printing, 4‐81
editing, 3‐25
E‐mailing
credit notes, 2‐78 invoices, 2‐69
order confirmations, 2‐52
Error messages, looking up, A‐1
Estimated weight (total)
for an order, 2‐46
shipments, 2‐59
Exchange rates, editing, 2‐41
Expected Ship Date, order field, 2‐15, 2‐26,
4‐15
Exporting
invoices, B‐7
miscellaneous charges, B‐6
orders, B‐7
specifying a range using the Set Criteria
option, B‐5
Extended Price, order field, 2‐30, 4‐18
Extended Weight, order field, 2‐29, 4‐18
F
FOB Point, order field, 2‐15
Forms
credit notes, 7‐5
debit notes, 7‐5
invoices, 7‐10
From Multiple Orders field, 4‐47
From Multiple Quotes field, 2‐12, 4‐8, 4‐10
From Multiple Shipments field, 2‐64, 4‐55
Functional currency, selecting, 3‐4
Future order, processing overview, 2‐21
G
G/L Integration, after changing options, 3‐16
G/L Integration form
changing options, 3‐11
changing G/L source codes, 3‐14
G/L Integration report, 7‐7
G/L Source Codes, changing on the G/L
Integration form, 3‐14
G/L transactions, create by adding to
existing or new batch, 3‐12
G/L Transactions report, 7‐7
General Ledger
creating G/L batches, 6‐3
integrating with Order Entry, 2‐96
H
History, clearing, 6‐7
History button, order form, 2‐18
History, sales, clearing, 6‐9
I
Icons for maintaining setup records, 3‐2
Importing credit notes, 5‐19, B‐7
debit notes, 5‐19
import options, B‐2
invoices, B‐7
miscellaneous charges, B‐6
orders, 4‐92, B‐7
practicing with sample data, B‐2
Importing and Exporting, Appendix B
Include Backordered Items, for printing an
invoice, 4‐82,
4‐83
Include Confirmations Already Printed,
for printing an order confirmation, 4‐74
Include Credit [Debit] Notes Already
Printed, for printing a credit.debit note,
5‐19
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User Guide Index–5
Include Invoices Already Printed, for
printing an invoice, 4‐83
Include pending transactions in credit
checks, 3‐10
Include Quotes Alrady Printed, for printing
a quote, 4‐70
Inventory Control, integrating with Order
Entry, 2‐96
Invoice Action report, 7‐9
Invoice Date, order field, 2‐45
Invoice entry prepayments, 4‐34, 4‐59
Invoice List report, printing, 7‐27
Invoice number, changing, 3‐10
Invoice Number, order field, 2‐45
Invoice numbers,
credit
notes
and
debit
notes, 2‐71
Invoice posting journals, printing, 4‐64
Invoice rate, editing, 2‐41
Invoice totals, verifying, 2‐43, 2‐65
Invoices
adding, 4‐54
authorizing credit, 4‐38
Day End Processing, 2‐78
delivery method, 2‐50, 2‐68
document dates, 2‐67
entering prepayments, 4‐34, 4‐59
importing and exporting, B‐7
journal entry, 2‐84
posting, 2‐67
printing, 4‐79, 7‐10
printing overview, 2‐49
printing posting journals, 4‐64
printing shipping labels, 4‐78
reprinting, 2‐49
Require Shipping Labels option, 2‐52,
2‐69 verifying totals, 2‐43, 2‐65, 4‐51, 4‐62
Invoicing
partial, 2‐64
prepayments, 2‐66
process, 2‐63
Item / Tax button, order form, 2‐17
Item details, processing overview, 2‐24
Item Number, order field, 2‐25
Item weight UOM on orders, setting the
default, 3‐6
Items damaged (credit notes), 2‐74 Items removed from inventory
debit notes, 2‐73
Items returned to inventory
credit notes, 2‐73
Items/Taxes form
using to enter details, 2‐24
J
Job Related, order option, 2‐13
Job‐related quotes
converting to orders, 2‐49
posting, 2‐49
Job‐related transactions
journal entries, 2‐88
with project invoicing, 2‐90
without project invoicing, 2‐89
Journal entries
AR‐PI
source
code,
2‐86
created in Accounts Receivable, 2‐82
credit note, 2‐87
damaged item, 2‐87
invoice, 2‐84
job‐related transactions, 2‐88
kitting invoices, 2‐86
OE‐CN source code, 2‐87
OE‐IN source code, 2‐84
prepayment, 2‐86
price adjustment, 2‐88
returned item, 2‐87
shipments, 2‐83
with project invoicing, 2‐90
without project invoicing, 2‐89
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Index–6 Sage Accpac Order Entry
K
Keep Sales History option, changing, 3‐8
Keep Sales Statistics option, changing, 3‐9
Keep Transaction History option
selecting, 3‐5
Kit/BOM, order field, 2‐25
Kit/BOM number
order field, 4‐14
shipment field, 4‐49
Kitting invoices, journal entry, 2‐86
L
Labels, printing, 7‐25
Less Invoice Discount, order field, 2‐44
Less Order Discount, order field, 2‐44
Less Shipment Discount, order field, 2‐44
Line Number, order field, 2‐24
Location
order field, 2‐11, 2‐26, 4‐15
shipment field, 4‐50
Lost sales, 2‐57, 2‐62
M
Macros
order action report (sample), D‐1
technical information for, D‐1toD‐3
Maintaining optional field records, 3‐26
Maintaining Order Entry
adding e‐mail messages, 3‐24
adding miscellaneous charges, 3‐18, 3‐20 adding ship‐via codes, 3‐22
adding templates, 3‐16
deleting miscellaneous charges, 3‐21
editing e‐mail messages, 3‐25
editing miscellaneous charges, 3‐21
editing ship‐via codes, 3‐23
editing templates, 3‐17
Maintaining setup records, 3‐2
Manufacturers item number (order), 4‐21
Manufacturers’ Item Number, order field,
2‐25, 2‐33 Message ID
for e‐mailing a credit/debit note, 5‐18
for e‐mailing a quote, 4‐68, 4‐69
for e‐mailing an invoice, 4‐81, 4‐83
for e‐mailing an order confirmation,
4‐72, 4‐74
for printing a credit.debit note, 5‐18
Messages
confirmation, A‐1
error, A
‐1
warning, A‐1
Miscellaneous Charge, order field, 2‐25
Miscellaneous charge details
processing overview, 2‐35
Miscellaneous charges
adding, 3‐18, 3‐20
deleting, 3‐21
editing, 3‐21
importing and exporting, B‐6
printing, 7‐12
Multiple orders in a single shipment, 2‐6
Multiple quotes in a single order, 2‐6, 2‐22
Multiple shipments in a single invoice, 2‐6
Multiuser information, D‐3
global locking, D‐3, D‐4
multiuser data protection, D‐3
N
Non‐existent customer record, 4‐6, 4‐9
Non‐stock Clearing Account, order field,
2‐33, 4‐21
Number of Labels
labels for order confirmations,
shipments, and invoices, 2‐52, 2‐69
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User Guide Index–7
O
O/E options, changing, 3‐3
oegltran.csv file
created for G/L transactions, 6‐4
On Hold, order option, 2‐14
One‐time customers, 4‐6
On‐hold customers, 2‐9
Online help for error messages, A‐1
Optional fields
deleting, 3‐27
editing, 3‐27
in Accounts Receivable invoices, 2‐40
maintaining, 3‐26
order field, 2‐33, 4‐21 Optional Fields report, 7‐14
Options
apply to previously credited invoice, 3‐7
changing, 3‐3
credit checks, 3‐10
default order qty to qty committed, 3‐5
default order unit of measure, 3‐6
default order weight UOM for items, 3‐6
default posting date, 3‐8
default setting
for
calculating
tax,
3‐6
post A/R batches, 3‐7
Options notebook, using, 3‐3
Optional Fields report, 7‐13
Options report, 7‐14
Order Action report, 7‐14
sample macro, D‐1
Order confirmations
delivery method, 2‐50, 2‐68
print status, 2‐51
printing, 4‐70, 7‐15
printing overview, 2‐49
reprinting, 2‐49
Require Shipping Labels option, 2‐52
Order Date, order field, 2‐11
Order details
job‐related, 2‐24
processing overview, 2‐23
Order entry, See: Orders
Order Entry forms, 2‐93
Order Entry journal entries, 2‐82
Order Entry reports, 2‐91
Order Entry transaction batches, 2‐81 Order List report, printing, 7‐27
Order number, 2‐9, 3‐10
Order rate, editing, 2‐41
Order templates,
printing, 7‐26
using, 2‐19
Order totals
Comments field, 2‐43
Create Invoice field, 2‐44
Discount Misc.
Charges
field,
2‐44
entry fields, 2‐43
Invoice Date field, 2‐45
Invoice Number field, 2‐45
Less Invoice Discount field, 2‐44
Less Order Discount field, 2‐44
Less Shipment Discount field, 2‐44
Number of Labels field, 2‐44
Ship Date field, 2‐45
Shipment Number field, 2‐45
verifying, 2‐43
Order Type
active, 2‐20
future, 2‐21
job‐related quotes, 2‐12
order field, 2‐12
processing overview, 2‐20
quotes, 2‐22
standing, 2‐21
Order Unit Of Measure, order field, 2‐26,
4‐15
Order Weight Unit Of Measure, order field, 2‐27, 4‐15
Orders
adding, 4‐8
changing, 2‐23
clearing completed, 6‐9
Copy Orders form, 2‐54, 4‐40
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Index–8 Sage Accpac Order Entry
Orders (continued)
default calculate tax reporting amounts
setting, 3‐6
default order unit of measure, 3‐6
default order UOM for items, 3‐6 default quantity committed, 3‐5
deleting, 2‐53
editing customer tax information, 4‐27
editing exchange rates, 4‐32
editing item tax information, 4‐26
editing payment schedules, 4‐58
editing payment terms, 4‐58
entering prepayments, 4‐34, 4‐59
importing, 4‐92
importing and
exporting,
B
‐7
integration with other programs, 2‐95
looking up, 4‐84
non‐existent customer records, 4‐6, 4‐9
one‐time customers, 4‐6
prepayments, 4‐34, 4‐59
printing confirmations, 4‐70
printing invoices, 4‐79
printing picking slips, 4‐75
printing shipping labels, 4‐78
processing, 4‐5
using the Order Entry form, 4‐5
using with Project and Job Costing, 2‐7
verifying totals, 2‐43, 4‐36
viewing, 4‐44
Orders and shipments, looking up, 4‐84
Original Order, order field, 2‐32, 4‐20
Override the unit price, security, 2‐28
Override unit price, 4‐17
P
Paper size, for reports, 7‐2
Partial shipments, 2‐58
Passive concurrency, D‐3
Payment terms, editing, 2‐67
Pending Shipments Inquiry form, using, 4‐84
Pending transactions in credit checks, 3‐10
Period Type option, changing, 3‐9
Periodic processing
clear history, 6‐7
instructions, 6‐1 Picking slips
delivery method, 2‐50, 2‐68
print status, 2‐51
printing, 4‐75, 7‐17
printing overview, 2‐49
reprinting, 2‐49
Require Shipping Labels option, 2‐52
Post A/R Batches, processing options, 3‐7
Post button, order form, 2‐18
Posting
approving credit, 2‐48
Day End Processing, 2‐49, 2‐78
over credit limit, 2‐47
processing overview, 2‐47
what it does not do, 2‐48
Posting A/R batches using the Create Batch
icon, 6‐3
Posting credit notes, 2‐76
Posting date, 2‐46
credit and debit notes, 2‐73
invoices, 2‐64
shipments, 2‐56
setting the default, 3‐8
Posting debit notes, 2‐76
Posting invoices, 2‐67
Posting job‐related quotes, 2‐49
Posting journals, clearing, 6‐10
Posting or day end processing
selecting the Create G/L Transactions
option, 3‐12
Posting quotes or orders with optional fields, 2‐49
Prepayment button, order form, 2‐18
Prepayments
entering, 4‐34, 4‐59
journal entry, 2‐86
Price adjustment, journal entry, 2‐88
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User Guide Index–9
Price adjustment (credit notes), 2‐74
Price adjustment (debit notes), 2‐74
Price Approval, order field, 2‐28, 4‐17
Price by (quantity or weight)
order field, 2‐27, 4‐16 Price List
order field, 2‐16, 2‐26, 4‐14
shipment field, 4‐50
Pricing Unit of Measure
order field, 2‐27, 4‐16
Print BOM or Kit Component Items
for a credit/debit note, 5‐19
for a quote, 4‐68, 4‐70
for an invoice, 4‐82, 4‐84
for an
order
confirmation,
4‐73,
4‐75
Print On Hold Orders (printing an order
confirmation), 4‐73, 4‐75
Printer requirements, reports, 7‐2
Printers, selecting and setting up, 7‐3
See
also:
System
Manager
User
Guide
Printing
Aged Orders report, 7‐3
credit note transactions, 7‐27
credit/debit notes, 2‐77, 5‐2, 7‐5
destination, 7‐2
G/L Integration report, 7‐7
Invoice Action report, 7‐9
invoice posting journals, 4‐64
invoice transactions, 7‐27
invoices, 4‐79, 7‐10
Miscellaneous Charges, 7‐12
Optional Fields report, 7‐13
Options report, 7‐14
Order Action report, 7‐14
order confirmations, 4‐70, 7‐15
order templates, 7‐26 order transactions, 7‐27
paper size, 7‐2
picking slips, 4‐75, 7‐17
printer requirements, 7‐2
Sales Statistics report, 7‐24
Salesperson Commission report, 7‐24
See
also: Reports, 7‐1
selecting printer, 7‐3
See
also: System
Manager
User Guide
shipment transactions, 7‐27
shipping labels, 4‐78, 7‐25 ship‐via codes, 7‐25
specifying the print destination, 7‐2
transactions, 7‐27
Printing destination, 7‐2
Processing day‐end, time to complete, 2‐79
Processing options
Accumulate By, 3‐8, 3‐9
Age Orders, 3‐10
Allow Edit Of Statistics, 3‐9
Allow Non
‐existent
Customers,
3‐5
Calculate Backorder Quantities, 3‐4
changing, 3‐4
Commission By, 3‐10
Credit checks, 3‐10
Default Quote Expiration Days, 3‐7
Default Rate Type, 3‐4
Default Template Code, 3‐7
Keep Sales History, 3‐8
Keep Sales Statistics, 3‐9
Keep Transaction History, 3‐5
Period Type, 3‐9
Track Commissions, 3‐9
Processing reports, G/L Transactions, 7‐7
Project and Job Costing
integrating with Order Entry, 2‐7, 2‐97
Project Invoicing, order option, 2‐13
Purchase Orders
integrating with Order Entry, 2‐97
Q
Quantity Backordered, order field, 2‐29, 4‐18
Quantity committed
defaulting to order quantity, 3‐5
order field, 2‐32, 4‐20
Quantity Ordered, order field, 2‐26, 4‐15
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Index–10 Sage Accpac Order Entry
Quantity Shipped, order field, 2‐28, 4‐17,
4‐48
Quote, processing overview, 2‐22
Quote Expiration Date, order field, 2‐12
Quotes delivery method, 2‐50, 2‐68
printing, 7‐21
printing overview, 2‐49
reusing, 4‐8
verifying totals, 2‐43
R
Rate type, changing default, 3‐4 Receipts, entering, 4‐34, 4‐59
Reference, order field, 2‐15
Reports, 2‐91, Chapter 7
Aged Orders, 7‐3
Credit Note List, 7‐27
credit notes, 7‐5
debit notes, 7‐5
G/L Integration report, 7‐7
G/L Transactions, 7‐7
Invoice Action,
7‐9
Invoice List, 7‐27
invoices, 7‐10
Miscellaneous Charges, 7‐12
Optional Fields, 7‐13
Options, 7‐14
Order Action, 7‐14
order confirmations, 7‐15
Order List, 7‐27
order processing forms, 2‐93
paper size, 2‐92, 7‐2
period‐end, 6‐6
picking slips, 7‐17
printer requirements, 7‐2
printing, 2‐92
sales analysis, 2‐93
Sales Statistics, 7‐24
Salesperson Commission, 7‐24
setup, 2‐92
Shipment List, 7‐27
shipping labels, 7‐25
Ship‐Via Codes, 7‐25
Templates, 7‐26 Transaction List, 7‐27
Require Shipping Labels
for printing an invoice, 4‐81, 4‐83
for printing an order confirmation, 4‐74
for printing an order confirmation
quote, 4‐72
Retainage, order option, 2‐13
Retainage Percentage, order field, 2‐35
Retention Period, order field, 2‐35
Returned items,
journal
entry,
2‐87
Returns, entering, 5‐3
Revenue Account, order field, 2‐34
S
Sales history
clearing, 6‐9
options
Accumulate By,
3‐8
Period Type, 3‐9
printing, 7‐23
Sales History Detail window, 4‐90, 4‐91
viewing, 4‐91
Sales splits, entering, 2‐40
Sales statistics
clearing, 6‐9
options
Accumulate By, 3‐9
Allow Edit Of, 3‐9
Period Type, 3‐9
printing, 7‐24
Sales Statistics notebook, using, 4‐88
viewing, 4‐88
Sales tax,
calculating, 2‐37
editing, 2‐37
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Salesperson Commission report,
printing, 7‐24
Salesperson Inquiry window, using, 4‐89
Salesperson statistics, viewing, 4‐89
Sample reports. See: Reports Security, Appendix C
Serial Numbers
order/invoice field, 2‐31, 4‐19
Setup reports,
E‐mail Messages, 7‐6
G/L Integration, 7‐7
Miscellaneous Charges, 7‐12
Optional Fields, 7‐13
Options, 7‐14
Ship‐Via
Codes,
7‐25
Templates, 7‐26
Ship All button, order form, 2‐17
Ship Date, order field, 2‐45
Ship Via, order field, 2‐15
Ship Via (for item), order field, 2‐31, 4‐20
Shipment List report, printing, 7‐27
Shipment Number, order field, 2‐45
Shipment totals, verifying, 2‐58
Shipments
adding, 4‐46
looking up, 4‐84
partial, 2‐58
printing shipping labels, 4‐78
verifying totals, 2‐58
Shipping labels
Print Only Labels Marked as Required
option, 2‐52, 2‐69
printing, 4‐78, 7‐25
printing for invoices, 2‐69
printing for order confirmations,
shipments, and invoices, 2‐52 printing overview, 2‐69
Ship‐To Location, order field, 2‐15
Ship‐via codes
adding, 3‐22
editing, 3‐23
printing, 7‐25
Standing order, processing overview, 2‐21
Statistics, options
Accumulate By, 3‐9
Allow Edit Of Statistics, 3‐9
Keep Sales Statistics, 3‐9 Period Type, 3‐9
T
Tax Group, order field, 2‐16
Tax reporting amounts
calculating automatically, 3‐6
Tax Reporting Calculation on ordes and
invoices, setting the default, 3‐6 Tax, sales
calculating, 2‐37
customer tax class, 2‐38
editing, 2‐37
item tax class, 2‐39
item tax included/excluded, 2‐39
Technical information, Appendix D
Template Code, order field, 2‐11
Templates
adding, 3‐16
credit note processing, 2‐19
editing, 3‐17
how to use, 2‐19
order processing, 2‐19
printing, 7‐26
Terms, order field, 2‐16
Territory, order field, 2‐16
Totals
verifying orders and invoices, 2‐43
Track Commissions option, changing, 3‐9
Tracking Number, order field, 2‐15
Tracking Number (for item)
order field, 2‐32, 4‐20
Transaction List report, printing, 7‐27
Transaction reports
General Ledger, 7‐7