| Purpose & Benefits |
|---|
| This function lets you create and update TAS Sales Orders, similar to TAS function 611, but with many additional features (and one or two restrictions), including the ability to enter up to 9999 body lines (instead of TAS’s 100) and use foreign currency. If you have the Trade feature you can also set which location the stock should be assigned from. Restriction: no Cash with Order |
The main screen, shown below, is pre-populated with default values held in the Sales Order and TAS Central Information files. Before using for the first time, make sure that you have checked your settings for Sales Order Entry in Maintain Central Information. As you complete each section you are taken to separate forms where you can enter or view further detailed information.
Sales Order Header
The following are form-wide function keys:
- F3 clears all form-wide as expected
- F4 deletes an entire Sales Order like the ‘ Delete‘ button
- F10 saves the order like the ‘ Save‘ button
To start a new order enter the Customer Code in the Invoice To field.
To retrieve an existing order enter the SO number in the Order No field.
Process the other Sales Order Header section’s fields, as follows:
| # | Field | Default | Entry | Action/Description |
|---|---|---|---|---|
| 1 | Deliver To | Cond | Only if you want select an existing delivery address set up for this customer or create a new one on the fly. | |
| 2 | Type | Sales Order | Yes | 4 different types: Quotation, Proforma, Order (Invoice) or Credit Order (C/Note) |
| 3 | Warehouse (Code) | [Default] | Cond | Trade option only |
| 4 | Order Date | Yes | ||
| 5 | Cust Ref | Yes | Typically used for the customer’s PO number or similar | |
| 6 | Description | Yes | Enter a heading/name for the order | |
| 7 | Salesperson (Code) | [Customer] | Yes | |
| 8 | Marketing Code | [Customer] | Yes | |
| 9 | Project Code | Yes | ||
| 10 | Primary Price List (Code) | [Customer] | Yes | If you have set up a specific Primary Price List for the customer, this Price List is displayed, otherwise it defaults to the TAS price type setting for the customer. |
| 11 | Secondary Price List (Code) | [Customer] | Yes | If you have set up a specific Secondary Price List for the customer, this Price List is displayed, otherwise it defaults to the TAS price type setting for the customer. |
| 12 | Tertiary Price List (Code) | [Customer] | Yes | If you have set up a specific Tertiary Price List for the customer, this Price List is displayed, otherwise it defaults to the TAS price type setting for the customer. |
| 13 | Currency (Code) | Price List’s, Customer, or Base | Cond | Uses the Currency of the Price List or, if no special Price List is specified, it defaults to the customer’s assigned currency |
| 14 | VAT | Customer | Yes | You can select from: Home, EC, Non-EC, Exempt and Outside Scope |
| 15 | Incoterms | Customer | Yes | If you have set up specific IncoTerms for the customer, these are displayed. |
| 16 | Overall Disc % | 0.00 | Yes | Is used as the default discount for all order body lines subsequently entered |
| 17 | S/Disc % * | Customer | Yes | Settlement Discount percentage. |
| 18 | S/Disc Days * | Customer | Yes | Number of Days within which to pay to get Settlement Discount. |
| 19 | Exp Ship [date] | [Setting] | Yes | The Expected Shipment Date. |
| 20 | Exp Pay Date | [Setting] | Yes | The Expected Payment Date. |
| 21 | Cost Pricing * | TAS Setup | No | |
| 22 | Haulier (Code) * | n/a | Yes | Select a Supplier who is the order haulier/courier |
| 23 | Price Type * | [Customer] | No | |
| 24 | Del Earliest * | Yes | Use this to set the start of a ‘Delivery Slot’ for this order | |
| 25 | Del Earliest * | Yes | Use this to set the end of a ‘Delivery Slot’ for this order | |
| 26 | Del Text * | Yes | ||
| 27 | ASN Ship Type * | Yes | For EDI – ASN Shipping Type | |
| 28 | PoD Ref * | Yes | For EDI – Proof of Delivery reference | |
| 29 | PoD Date * | Yes | For EDI – Proof of Delivery date | |
| 30 | Driver * | Yes | For program 637 – Driver initials | |
| 31 | Driver Delivery * | Yes | For program 637 – Delivery date | |
| 32 | Seq * | Yes | For program 637 – sequence |
Items marked with asterisk are only visible and/or modifiable if selected in Maintain Central Information.
With all options turned on, it can appear crowded. But around half of these can be turned off.
Existing Outstanding Orders & Credit Issues
After selecting a customer for new order, the system checks if there are any outstanding orders for the customer; if there are, they are displayed like this:
Highlight an existing order row in the grid and click the Edit button (or double-clicking the row) to retrieve the existing order for editing in the normal way.
Note: This feature can be turned off by disabling the appropriate Setting in Maintain Central Information.
If there are no outstanding orders for the customer or if you click the Create New button, the system checks the current credit status of the customer. If there is a credit status issue and, in Maintain Central Information, it has been set so that you can continue processing, you get a message like this:
Click Yes to continue or No to cancel the order and return to a blank order entry form.
If Maintain Central Information has been set so that you cannot continue processing, you get a different message like this:
Click OK to return to a blank order entry form.
It may be that the credit issue is due to the customer exceeding the preset credit limit. In that case, similar messages are displayed depending upon how the system has been set up in Maintain Central Information:
You can select whether or not to continue processing the order and whether or not you want to be asked again about this if you decide to continue processing the order.
If it has been set so that you cannot continue processing, you get a different message like this:
Click OK to return to a blank order entry form.
Customer/Invoice To Details
If you continue, the form below is shown to allow you to view/check details about the Customer/Invoice To , as well as to modify some Invoice To data.
Note: Default setting is to display this when creating each new order – it can be disabled via Settings.
If you want to amend them, you can process the Invoice To section’s fields as follows:
| # | Field | Default | Entry | Action/Description |
|---|---|---|---|---|
| 1 | Name | TAS | Yes | From TAS Customer record |
| 2 | Address | TAS | Yes | |
| 3 | Postcode | TAS | Yes | |
| 4 | Country | TAS | Yes | |
| 5 | Contact | TAS | Yes | From TAS Customer record’s Accounts Contact |
| 6 | TAS | Yes | From TAS Customer record’s Accounts Contact | |
| 7 | EC | TAS | Yes | From TAS Customer record; or select ** for a non-EC SO transaction |
| 8 | Type | Accounts | Click drop-down menu to see Sales Contact |
Note that MultiTAS also displays Contact Information from the customer record – you can choose to see the Sales or Accounts contacts details. Miscellaneous customer information is shown on the right hand side (start date, date of last sale etc).
Customer Delivery Details
After completing the Invoice To details, the Delivery Details details form is shown. Here you can view/edit the Delivery address details.
Note: Default setting is to display this when creating each new order – it too can be disabled via Settings.
If you want to amend them, you can process the Delivery Details section’s fields as follows:
| # | Field | Default | Entry | Action/Description |
|---|---|---|---|---|
| 1 | (Delivery) Code | Yes | Use the standard navigation tools to find an existing Delivery Address for the customer; or you can enter a new Code to create another Delivery Address record for the customer. Or leave blank. | |
| 2 | Name | TAS | Yes | Default from TAS Customer/Delivery Address record |
| 3 | Address | TAS | Yes | Default from TAS Customer/Delivery Address record |
| 4 | Postcode | TAS | Yes | Default from TAS Customer/Delivery Address record |
| 5 | Country | TAS | Yes | Default from TAS Customer/Delivery Address record |
| 6 | Contact | TAS | Yes | Default from TAS Customer/Delivery Address record |
| 7 | EC | TAS | Yes | From TAS Customer/Delivery Address record; click the drop-down menu button to select another EC Country Code or select ** for a non-EC SO transaction |
| 8 | TAS | Yes | From TAS Customer record’s Accounts Contact | |
| 9 | Delivery Terms | N/A | Cond | Delivery Terms if the order is for EC; select from:Ex Works, Free on Board, CIF, Delivered Domicile, Other or Not Applicable |
| 10 | Delivery Mode | N/A | Cond | Mode of Transport if the order is for EC; select from:Sea, Rail, Road, Air, Post, Not Allocated, Fixed Installations, Inland Waterway, Own Propulsion or Not Applicable |
Add New Delivery Address
If you need to create a new delivery address, you can create one ‘on-the-fly’ by entering a new Delivery Address Code in the Delivery Code field then pressing tab. You should be prompted as follows:
Click Yes to this and the ‘New Delivery Address’ form opens.
Process the fields as required then click OK.to create the Delivery Address record in TAS. It is available to edit in MultiTAS program 211 (and TAS program 211) and for future use.
Body Line Items
To continue processing the order, tab or click into the (central) body items section.
Note that MultiTAS supports the same Order Entry features as TASBooks, for example:
- Skeleton Orders (product code “#”)
- Free format text blocks (product code “!”)
Process the Body Item section’s fields as follows:
| # | Field | Default | Entry | Action/Description |
|---|---|---|---|---|
| 1 | Product Code | Yes | You can enter: 1. A valid Product Code for a stock or service item, 2. a ‘-‘ for a text line, 3. an ‘!’ plus a Free Format Text Block Code for preset texts (‘!’ + F2 for lookup of Free Format Text Blocks) 4. a ‘#’ plus a Skeleton Order Code for a Skeleton Order (‘#’ + F2 for lookup of Skeleton Orders) | |
| 2 | Drill-Down | Yes | Click the ‘ >>‘ button for detailed line information including, if you have Trade option enabled, stock availability in different locations | |
| 3 | Description | Product | Yes | You can leave the Product’s description or change it to suit; or, for Text lines, leave blank or enter information |
| 4 | Ord Qty | 1.00 | Yes | Enter the quantity of the product being ordered |
| 5 | Inv’d | Lets you see how much has previously been invoiced (TASBooks with Stock only) | ||
| 6 | BO Qty | 0.00 | Yes | TASBooks with Stock only. If there is insufficient quantity of the product in stock, the balance can be put on Back Order until more stock is received, thus allowing you to part-invoice the order in the meantime |
| 7 | Ship Qty | Calc | Calculation: the Order Quantity less the Quantity previously invoiced and the Quantity on Back Order | |
| 8 | Unit Price | Product | Yes | The price is automatically displayed, based on the Customer Price Type and the Product’s price for that type; Net of VAT (unless the order is a Retail order) |
| 9 | Disc % | Dynamic | Yes | Any Dynamic Discount created is automatically applied |
| 10 | V(AT) Rate | Order | Yes | Defaults to that applicable to the order & Product |
| 11 | Line Amount | Calc | The amount is calculated Net of VAT unless the order is a Retail order, in which case the amount includes VAT |
Body Drill-Down
As product lines are added to the Sales Order, you can click the ‘ >‘ drill-down button (in column 3) to view extended body line and product details..
If you have Trade option enabled you can see Stock Availability at other stock/warehouse locations.
Show Extended Product Details
If enabled (in Maintain Central Information) when in the body of the order and you click on a Product Code, a Product Details popover appears just above the Order Footer. It shows key information relating to that Product – Qty Available, Qty in Stock, Qty on Sales Order and so on.
Sales Order Footer
The Sales Order Footer‘s fields as follows:
| # | Field | Action/Description |
|---|---|---|
| 1 | Last Changed | View only the date on which the order was last changed |
| 2 | By | View only the User ID of the SIM user who last changed the order. |
| 3 | Notes | Number of Notes linked to the Order (see below) |
| 4 | Next Order Number | Displays the next Order Number available (from TAS Central Information) |
VAT Breakdown
To view a breakdown of the VAT amounts and rates involved, click the VAT field once and the form appears. To hide the breakdown, click the VAT field again.
Sales Order Notes
Similarly to Products, a virtually unlimited number of Notes can be attached to Orders. The first note can also be displayed on Documentation produced by programs 621 – 625. Notes can be used for any purpose – calculations, reminders or even simple order updates (where the customer calls to change their mind about the quantity of an item they wish to buy).
To add a note to an order, double-click the Notes field in the Sales Order footer – the Notes form should appear. Click New to create a new note. Click the ‘ >‘ button to view the Note detail. To delete the Note click Delete Link. Click Close to return to the Order Entry form.
Applying Extra Discount
Double-click the ‘ Avg Line Discount‘ field near the bottom of the main form to add, or edit, an Extra Discount using this form:
Process the Add/Edit Extra Discount form’s fields as follows:
| # | Field | Default | Entry | Action/Description | | — | — | — | — | — | | 1 | Discount Type | Lump Sum | Yes | Using the drop-down menu you can select from 2 ways to apply the Extra Discount: 1. Lump Sum to apply an absolute amount over the whole oder (it is apportioned over all line items), or 2. Percentage to increase the existing Line Discount % by the Discount Value entered | | 2 | Discount Value | | Yes | Depending which Discount Type choice you made: 1. Lump Sum – enter a monetary value from 0.00 up to the Max shown, or 2. Percentage – enter a percentage value from 0.00 up to the Max shown |
Click the Apply button and you can see how the value in the Av Line Disc % box changes.
Saving the Order
When you have completed entering or editing the order, click the Save button to update the Sales Orders’ and related database tables. The Workflow menu appears and you are asked what you would like to do next:
Click the appropriate option.