Work with sales orders or Service orders or Sales quotations, Create new (DMR30101)

Related topics

• About cash and carry sales
• About credit control handling
• About DC1 Contract Managed Inventory (CMI)
• About item assortments
• About processing Back-to-Back (BtB) orders
• About processing inter-company orders
• About sales order entry
• About sales quotation entry
• About service order entry
• Setting up order source handling in DC1

This is the starting panel for entering new orders.

The title differs depending on from where you accessed the panel; either from

• the Sales tasks menu,

  or

• the Service order tasks menu (DC1 Service must be installed and activated).

The type of orders that can be generated are:

Sales orders

Back-to-Back orders

Multi-Distribution Centre (MDC) orders

Service orders

Credit stop

If your customer has been flagged with a credit stop code then you will not be able to continue processing the sales order. An alert message will be displayed at the bottom of this panel.

Note: A Credit stop code can be assigned to your customer in the Business partner file.

This panel can be followed by any one of these panels:

Once you add all the necessary information and click OK the system will automatically create the order header and the order addresses by retrieving customer information from the Business partner file. The panel that is presented afterwards depends upon how the information in your customer’s file is set-up or upon the type of order that you are entering.

Add lines panel

Assortment panel

Cash sale header panel

Display text panel

Function keys

Salesman

Optional entry. Enter a code from the Signature table to indicate the salesman for the sales order/sales quotation. If entered, this salesman will override the default salesman defined for the customer in the Business partner file.

Order source

This field is only displayed if the ORDSRACT (Order source active) function is activated in the Function control file. The order source functionality allows you to track the source from where a sales order was created. If a default order source code was defined for your user profile in Work with DC1 user profiles, it will be defaulted here. Otherwise the field will be blank and must be completed.

Order number

Usually a value is not entered in this field. This allows the system to assign a reference number to the sales order. If you must give the sales order a specific number, then it has to be outside the range of numbers reserved for sales orders in the Number series table.

Previous order

Indicates the number of the last order you worked with.

Customer number

Mandatory entry. Enter the complete customer number or alias.

If a customer for an Internal replenishment order, enter the customer number. The To warehouse field will automatically be retrieved for this Internal customer, from the Warehouse table.

Note: Instead of entering the customer number for the internal customer, you can complete both From warehouse and To warehouse. The customer number will automatically be retrieved with the valid code for this Internal customer, from the Warehouse table.

Delivery address no

Enter a valid number to assign the correct delivery address to the sales order you are creating. If the field is left blank, then the default delivery address as defined for the customer in the Business partner file is assigned. You can manually add an address by first entering 999 in this field and then clicking OK.

Order type

Mandatory entry. Enter a code from the Sales order type table, indicating the type of this order. If a cash sale order type is entered, the Cash sale header panel is prompted, whereby the cash sale information can be entered.

Pricing date

Indicate the date used to price the sales order lines. If no pricing date is entered, the current date is used as pricing date.

Order property

Sales promotion

This field is only displayed if at least one open sales promotion exists that is defined with Promotion pricing set to YES. When you enter a promotion, the sales order header is flagged as being promotion priced, and the entered promotion is used to price the lines on the sales order.

Your order

Mandatory entry if the Your order required field on the Business partner file maintenance, Customer file panel is set to YES. Enter the customer-defined purchase order number.

For Pharma US installations, this reference is the DEA order form number for the ARCOS functionality and is mandatory if the order holds item(s) classified as narcotics (i.e. a narcotic category is connected to the item, and the DEA order form no field is set to YES on the narcotic category). See About the ARCOS functionality (Pharma US) for more information.

Value date

This field is only displayed if the VALUDATE (Value date) function is activated in the Function control file. If you require an invoice due date for this sales order that is not handled by the customer’s regular terms of payment, enter the value date. All terms of payment conditions/incentives that may be set up for the customer are still applied, but the value date will be used as the basis when calculating the invoice due date for this sales order. The Invoice enquiry header will display the Invoice/value date, i.e. the invoice date and the value date. Note: This field is not applicable for logistic sales orders, i.e. those created for CDS (Customer Deposit Stock) inventory contracts as well as Logistic SCS (Supplier Consignment stock – Logistic handling only) inventory contracts.

From warehouse

Enter a code from the Warehouse table, indicating the warehouse from where the goods will be delivered. If nothing is entered, the warehouse code defined in the Business partner file for the customer is retrieved.

To warehouse

This field is used only for Internal replenishment orders. If a value was entered in the Customer number field then the customer’s warehouse code will be defaulted. This indicates the warehouse that the goods will be delivered to.

Inventory contract

This field is only displayed if DC1 Contract Managed Inventory is activated. This is one of the methods that can be used to link a sales order line to an inventory contract. Enter or click the window prompt to select the inventory contract applicable for this sales order. The entered sales order lines will be validated against the inventory contract and the warehouse will be retrieved from the inventory contract. See About consuming goods from Contract Managed Inventory (CMI) for links to specific instructions per inventory contract type.

Supplier

Mandatory entry if the Supplier ref mand field is set to YES for the sales order type being used on this order. This field is used in conjunction with the Supplier order ref field (below). There are some cases in which a cross-reference must be made between a sales order and a supplier order (Main info this can be useful for tracking commissions and for following-up on the order). Enter the supplier number.

Default BtB supplier

When a back to back order (sales order connected to a purchase order) is created in the system, either automatically by the sourcing or decided by the order handler, the supplier used for each order line is always the item’s main supplier if this field is blank. If you want another supplier instead of the item’s main supplier to be used when a BtB order is created, enter the default BtB supplier here. If entered, this supplier will be stored in the order header and used for all order lines when a back to back order is to be created. It will, however, still be possible to change the supplier on individual order lines after they have been created. Note, however, that the default BtB supplier stored in the order header cannot be changed once the order has been created.

Supplier order ref

Mandatory entry if the Supplier ref mand field is set to YES for the sales order type being used on this order. This field is used in conjunction with the Supplier field (above). There are some cases in which a cross-reference must be made between a sales order and a supplier order (Main info this can be useful for tracking commissions and for following-up on the order). Enter the supplier order number.

After entry a duplicate check will be performed to see if the supplier order reference already exists on another sales order for the entered supplier. If duplicates exist, a warning message will appear where sales order number and order date for the first found duplicated order is displayed. Despite the warning, the order can be created with the duplicate reference. The supplier and supplier order ref fields can also be maintained on the Work with sales order, Order header, Main info panel.

Note: If this is a direct sales order and a reference is entered in this field, the reference is copied into the equivalent field on the direct purchase order.

Project

This field is only displayed if DC1 Manufacturing and DC1 Project are installed and activated. Enter a project number from the Project file, indicating the project to which this sales order should be connected. The value in this field is used as a default for the order lines. If a project is entered, all order lines entered on the order will be connected to this project. The project id is the combination of Project, Phase and Cost code.

Phase

This field is only displayed if DC1 Manufacturing and DC1 Project are installed and activated. Enter a phase from the Project file, indicating the phase of the project to which this sales order should be connected. The value in this field is used as a default for the order lines. If a phase is entered, all order lines entered on the order will be connected to this phase. The phase is part of the project id, together with Project and Cost code.

Cost code

This field is only displayed if DC1 Project is installed and activated. Two input fields exist for this field. The first is mandatory and the second is optional. Enter one, or two, code/s from the Project cost codes table defining the cost codes to which this sales order should be connected. The values in these fields are used as a default for the order lines. If a cost code is entered, all order lines entered on the order will be connected to this code. The cost code is part of the project id, together with Project and Phase and is used to total up cost price and reported values on the project.

Cash sale header (DMR30102)

Related topics

On this panel you enter cash sale information. Some of the fields may contain default values retrieved from the Business partner file for the customer.

Function keys

Order number

Indicates the order number (if manually entered on the initial panel). This value cannot be changed.

Order type

Indicates the order type. This value is entered on the initial sales order entry panel and cannot be changed.

Warehouse

Indicates the warehouse that will service your customer. This value is entered on the initial sales order entry panel and cannot be changed. If a warehouse code was not entered on the initial panel then the warehouse assigned to your customer in the Business partner file is defaulted.

Cash register

Enter a code from the Cash register table, indicating the cash register used for this cash receipt. This code can be used as a selection criteria when the Cash sale journal is printed.

Name & address

Indicates the customer’s name and address as defined in the Business partner file (address number 1). This value can be changed. Enter the address for the cash receipt. The first field on the fifth line is reserved for the postal code. Your customer’s country code determines if the postal code will be printed as displayed on the panel, or if the two fields on line five will be swapped around.

Note: The address you enter here, overrides all addresses for the order (delivery, confirmation, invoice and debtor address). You can, however, change the address for the each on the Order addresses panel.

Reference

Indicates the name of the contact person, retrieved for the customer from the Business partner file, but can be changed.

Salesman

Identifies the salesman, retrieved for the customer from the Business partner file, but can be changed.

Credit card

If your customer is paying with a credit card then enter the type of card he/she is using to make the payment (e.g., VISA, AMEX, etc.). The valid credit cards that you can use are defined in the Credit card table.

Card number

If a Credit card was entered above, enter the credit card number. Note: If the user does not have permission for credit card maintenance and credit card authorization, entry in this field is not allowed.

Price list

Displays the price list used for this order, but can be changed. This is retrieved for the customer from the Customer file, if one is defined. If no price list is assigned to the customer, the Standard price list (defined in the DIS control file) will be used and this field will be blank. When DC1 runs the main pricing program it will use this Standard price list as the starting point for calculating any prices or discounts as it needs a starting price in the event that it encounters only discounts in the Customer contracts and Sales pricing methods.

Customer data (DMR30103)

Related topics

This window is only displayed if the ADDCUST1 (Additional customer info) function is activated in the Function control file. This window displays any route information for the customer on the order (i.e. dispatch address, phone number, next available route to the customer, cut-off time and remaining time).

Work with sales quotations, Create new (DMR30104)

Related topics

This program is the starting point for entering quotations into the system. A quotation can either become an order, customer contract or a service quotation, depending on the Type defined.

A service quotation can only be specified if DC1 Service is installed and activated. If not installed, no service related fields will be displayed to the user.

A quotation/service quotation can also be copied to several versions and then changed or completed.

There are three status levels for quotations.

Status codes are:

There may be times when a quotation needs to be updated immediately after the quotation has been entered into the system. Because of this, the previous quotation number will be displayed. You can then enter this quotation number in the appropriate field and click OK, after which the previous quotation will be displayed for maintenance.

If the customer entered on this panel has a credit stop code in the Credit stop code field in the Business partner file indicating that no sales are allowed to the customer, a message is displayed at the bottom of this panel. This message is retrieved from the Credit stop code table and you are not allowed to proceed entering quotations to this customer.

When the LSTSL-QT (Lost sale tracking, quotation) function is activated in the Function control file, users must update quotation lines with won/lost information. For each "lost" line it is necessary to enter a lost sale reason code from the table, as well as other complimentary information (such as competitor, manufacturer, price and text). This is valid for all other fields defined as mandatory in the table. Quotation lines entered as lost will be added to the lost sales statistics along with any additional sub-reasons.

Function keys

Handler

Enter a code from the Signature table identifying the employee responsible for the transaction.

Order source

This field is only displayed if the ORDSRACT (Order source active) function is activated in the Function control file. The order source functionality allows you to track the source from where a sales quotation was created. If a default order source code was defined for your user profile in Work with DC1 user profiles, it will be defaulted here. Otherwise the field will be blank and must be completed.

Quotation number

Usually a value is not entered in this field. This allows the system to assign a reference number to the sales quotation. If you must give the sales quotation a specific number, then it has to be outside the range of numbers reserved for sales quotations in the Number series table.

Previous quotation

Indicates the number of the last sales quotation you worked with.

Previous version

Indicates the number of the last version of the sales quotation you worked with.

Quotation type

Enter the sales quotation type.

Valid types are:

Type	Description
1	The quotation normally results in a sales order when the quotation is accepted.
2	The quotation normally results in a contract.
3	This quotation type is used to identify a service quotation and can only be specified if DC1 Service is installed and activated.

Customer number

Mandatory entry. Enter the complete customer number or alias.

Delivery address no

Enter a valid number to assign the correct delivery address to the sales quotation you are creating. If the field is left blank, then the default delivery address as defined for the customer in the Business partner file is assigned. You can manually add an address by first entering 999 in this field and then clicking OK.

Order type

The Default QT type from Work with user profiles is defaulted for your user profile if one is defined there. Else, enter a code from the Sales order type table, indicating the sales order type used for this quotation.

The following sales order types are not allowed:

• those defined for a SMS claim order, a rebate payment order or a rebate claim order type. These order types are only allowed in claim/payment routines and are not allowed anywhere else.

Pricing date

Indicate the date used to price the sales quotation lines. If no pricing date is entered, the current date is used as pricing date.

Order property

Promotion code

This field is only displayed if at least one open sales promotion exists that is defined with Promotion pricing set to YES. When you enter a promotion, the sales quotation header is flagged as being promotion priced, and the entered promotion is used to price the lines on the sales quotation.

Dispatch date

Enter the date that the goods will be dispatched to your customer.

Currency

Enter a code from the Currency table indicating the currency in which the quotation is going to be displayed. If nothing is entered, the customer’s currency will be retrieved. An exchange rate for the period and level specified in the DIS control file must, however, exist in the Exchange rate table. Otherwise a message will be displayed.

Expiry date

Mandatory entry. Enter the last date for which the quotation is valid. The prospect must decide by this date whether or not to accept the quotation. This information is used as a criteria in the Reorganise quotation file program.

From date

If the quotation is type 2, enter the starting date from when the contract is valid.

To date

If the quotation is type 2, enter the ending date of the contract.

Default BtB supplier

When a back to back order (sales order connected to a purchase order) is created in the system, either automatically by the sourcing or decided by the order handler, the supplier used for each order line is always the item’s main supplier if this field is blank. If you want another supplier instead of the item’s main supplier to be used when a BtB order is created, enter the default BtB supplier here. If entered, this supplier will be stored in the order header and used for all order lines when a back to back order is to be created. It will, however, still be possible to change the supplier on individual order lines after they have been created. Note, however, that the default BtB supplier stored in the order header cannot be changed once the order has been created.

Contract base

Mandatory entry if Quotation type is set to 2 (contract). Displays the contract base. This specifies whether the sales price quoted on the contract is strictly for the quantity of goods sold, time (service), or both.

Valid codes are:

Code	Description
B	Both quantity and time
T	Time
Q	Quantity