Entering Direct Sales Orders

Use direct orders to ship items directly from your vendor to the customer and bypass your warehouse. Direct orders are convenient for large items that you do not have locations for. In addition to using the standard instructions below, you can also create a direct sales order by changing the sales order mode. See Creating a Direct Order Using the Direct Mode below for following steps for more information.

During order entry, you enter information on more than one order entry tab In Sales Order Entry, each type of order information is grouped on a separate tab, which resembes the tab found on a paper folder. Order entry tabs graphically separate order information, streamlining the order-taking process.. While these instructions indicate which tabs you must select to enter order information, note that pressing F12 moves you to the next logical tab, or the next tab on which information is required.

You must be assigned the COST.VIEW and COGS.VIEW authorization keys to send or print direct orders.

Note: A vendor can be changed on an open generation of a direct order even if the same order has an invoiced generation in a closed period. However, if the purchase order side of the direct has been received, you can no longer change the ship from vendor on the order.

About Costs on Direct Sales Orders

For information on how the system can be set up to get the best cost for your company on direct sales orders, refer to the help topics that describe the following control maintenance records:

• Best Cost Check Through All Matrix Cells For Sales Orders

• Direct COGS Always Vendor Price

• Include Directs In Vendor Target Check When Printing A P/O

• Update COGS On P/O When COGS Is Overridden On Invoiced Direct

About G/L Postings for Direct Sales Orders

To ensure that your direct orders are credited correctly in your general ledger, use the Direct Inventory, ~*Direct Purchases, and Clear Direct To Direct Inventory G/L Automatic Postings to select the appropriate G/L accounts. These postings are inter-dependent and make sure that you do not need to use journal entries to reconcile the accounts due to overstated inventory posted to Inventory G/L Posting.

For more information about G/L Postings, see Standard G/L Postings in the General Ledger documentation.

To enter a direct order:

1. From the Orders menu, select Sales Order Entry to display the Initial Order Entry window.

2. In the Branch field, enter the number that identifies the branch that receives credit for the order and press Enter.

3. In the Customer/Order # field, enter a customer and press Enter.

Note: If this is a new customer, click the NewCustomer button. See Entering New Customers During Order Entry.

4. At the OrderSelection prompt, select New to create a new order.

5. In the RequiredDate field, enter the date by which the customer needs to receive the material.

The Ship Date field updates accordingly. The system populates the Location and Sales Source fields automatically, based on your user ID.

6. Click OK to display the Sales Order Entry Body tab.

7. For each item the customer wants to purchase, complete the following fields:

Note: Depending on your column view, you may be able to enter additional information.

8. If immediate payment is required or if the customer wants to pay now, select the Totalstab and enter payment information.

9. Select the Status tab to display the order's status information.

10. In the Order Status field, specify a ship status of Direct.

Note: Your company might use different order statuses.

11. In the Direct Shipment from Vendor dialog box, enter the ship-from vendor.

12. If prompted to enter freight terms on the Direct Purchase Order Entry Header tab, enter those terms in the Freight field and press F12 to proceed.

Note: The system uses the Default Payment Terms control maintenance record to define the payment terms for direct orders.

Important: If you have direct payment terms defined, the system uses those terms for direct orders. If you change the order to any other order type, the system changes the terms to the standard order terms. If you use Direct Through Stock orders, those orders follow the same hierarchy for direct orders and purchase orders, even though the purchase order is a standard purchase order.

13. In the Ship Via field, enter the desired third-party carrier, if any. You can leave this field blank in most cases.

14. Save your changes and exit to process the order.

Note: If any Header tab information, such as purchase order number, is required, the Header tab will display. Enter the required information and press F12 to proceed.

Creating a Direct Order Using the Direct Mode:

1. Create or open a sales order and display the order's Body tab.

2. From the Edit Order > Change Order Mode menu, select Direct Shipment from Vendor.

3. When prompted, enter the ship-from vendor and click OK to display the Direct Purchase Order Entry Header window.

Note: If you select the Direct Shipment From Vendor mode for a generation that is already a Direct, you can change the ship-from vendor in the Purchase Order Entry Header window.

4. Enter freight terms and any other required Purchase Order Entry Header field information.

5. Exit the window to return to the Sales Order Entry Body tab.

6. Enter the order's products and prices, administrative information, and payment information, as needed, to process the order.

Note: The system uses the Default Payment Terms control maintenance record to define the payment terms for direct orders.

Note: If you change a direct order that contains return items on it into a regular sales order, the system prompts you to review and change the return type for those items.

See Also:

Shipping Sales Orders Directly from Other Branches

Entering Counter or Will Call Sales Orders

Entering Delivery Sales Orders