Entering Sales Order Header Information

When you enter sales orders, you may need to change some of the customer's standard order processing information. Use the Sales Order Entry Header screen to edit information such as the freight information, payment terms, and tax information.

Changing the information on this screen does not affect the customer's default settings. You can change the values permanently in Customer Maintenance.

To change Header Screen information:

Create or open a sales order and display the order's Header screen.
Review or edit any of the following fields:

Note: Some fields are view-only. You cannot change the Bill To or Ship To field if the order has invoiced generations in a closed period.

Field	Description
Bill To	The address to which to send the invoice. This field can be changed only in Customer Maintenance.
Ship To	The address to which the products will ship. Note: You can enter a zip code to automatically fill in the city and state. Or, you can enter a city and state (for example, "Terra Alta, WV") to get a list of valid zip codes for that city. Note: If you change the zip code that causes the tax exempt status to change, the system prompts you to accept or deny the tax exempt status for the invoiced generation. Open generations are not affected and follow standard Eclipse taxation rules.
Order #	A letter S followed by a series of unique numbers that identifies the sales order.
Branch #	A number that identifies the branch from which the sales order is entered.
Date Ordered	The date the sales order was entered into the system. The system assigns this date, but you can override it, if needed. For example, if you have a power outage and are unable to enter an order in the system, you can take it by hand and enter it into the system later, but assign the true order date to it.
Picked By	The login ID of the person who pulled the products on the order from the shelves.
Written By	The login ID of the person who entered the order into the system.
Out Salesperson	The login ID of the person who secured the first order from this customer. Authorized users can change this field.
In Salesperson	The login ID of the person who calls the customer to suggest additional orders. Authorized users can change this field.
Print Style	Indicates the parameters to use when printing a document, such as a ship ticket, acknowledgement, or invoice, for this order. The document can show totals, subtotals, and other information, depending on the style selected. If you use Eclipse Forms, this hot key is not available. Use the Form Type Override to set the form type at the order level.
Customer P/O #	The number the customer has assigned to this order for tracking purposes. If the PO/Release #Required field in Customer Maintenance is set to require a PO, you must complete this field. If you enter a purchase order number here, it displays in the Search list when you enter the customer's name in the Ship-To field.
Customer Rel #	A number the customer has assigned to this order for tracking purposes. It is assigned in addition to the PO number. If the PO/Release #Required field in Customer Maintenance is set to require a release number, you must complete this field.
Ordered By	The customer purchasing agent placing the order. If authorized order placers have been established in Customer Maintenance and the Validate Name In 'Ordered By' Field Against Customer Contacts control maintenance records is set to Yes, this field is required and checked against the list of valid order placers. Press F10 to display a list of authorized order placers, or type New to display Contact Maintenance and enter a new contact on the fly.
Phone Number	The telephone number of the individual who ordered the items. This defaults to the first telephone number from the customer's Contacts/Phones list.
Payment Terms	A code the system uses to calculate when the customer's payment is due. For example, 10N30 indicates that the net payment is due 30 days after the order date, but if the customer pays before that date, they receive a 10 percent discount. Payment terms are defined on the Credit Control Parameters screen under Customer Maintenance. If the Override Inv Terms option is set to Y, the system bases service charges for past due invoices on the terms stated in the customer record, regardless of the value set in this field.
Tax Jurisdiction	The limits or territory within which taxation authority may be exercised for this order. If your company uses the National Sales Tax companion product, pressing F10 displays a list of geocodes.
Tax Exempt ID #	A government-issued number that exempts the customer from having to pay tax on this order. This number is based on the customer's sales tax setup in Customer Maintenance. Note: When the system generates invoices, it determines their taxability based on this field.
Tax Exempt Code	A code that identifies the reason the customer is tax exempt. This code is based on the customer's sales tax setup in Customer Maintenance. Note: If you change the zip code that causes the tax exempt status to change, the system prompts you to accept or deny the tax exempt status for the invoiced generation. Open generations are not affected and follow standard Eclipse taxation rules.
Sale Source	Identifies which sales division entered the order, such as showroom sales or inside sales. Authorized users can create sales sources in G/L Sales Source Maintenance.
Shipping Instructions	Use this free form field to enter special shipping and handling instructions dictated or arranged by the customer. For example, if the customer has requested that the shipment be delivered to Dock C, you can enter that information here. The system prints this text on the shipping documents. To select from a list of standard shipping instructions, use the Instr hot key. To prevent backordered items from printing on ship tickets, enter !NOBO on the first line.
Internal Notes	Use this free-form text field to enter confidential information specific to this order. This information does not print on any customer documents. For example, if you have had problems with a particular customer's orders arriving damaged, you may make a note to make sure the items are packed with extra packaging material.

Note: If an invoice has printed for all or part of the order, the first invoice print date also displays as a message if the Display Invoice Print Date In SOE Header control maintenance record is set to Y.

Use hot keys, as needed.

To...	Use this hot key...
select additional options	Add'l The Additional Sales Order Entry Header Hot Keys screen displays.
view changes made to the order	Chg Log The Change Log Viewing screen displays.
view third-party shipping information on a carrier's web site, or view a MapQuest map of the shipping address	Shipping When prompted, select a shipping company or MapQuest and then press Esc.
apply a standard shipping instructions note	Instr Select a note from the selection list that displays and press Enter.
apply a standard internal note	Notes Select a note from the selection list that displays and press Enter.
specify whether, and how, you want to copy changes made to this screen to all other open generations on this order	Copy To All On – The system copies any changes made to the Header of one order generation to the Headers of all of the other order generations. Off – The system does not copy the changes made to the Header of one order generation to the Headers of the other order generations. Prompt – The system prompts you to select whether to copy Header changes to other order generations. Note: Changing this setting overrides the system setting in the Default Copy Mode For OE Header Screen control maintenance record.

Press Esc to return to the Sales Order Entry Body screen.