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Jiwa Sales Orders - Creating Orders

This is the first in a series of articles that looks at the sales order process in Jiwa.  In this article we will be looking specifically at how to create sales orders.

 

Before creating your new sales order make sure you are working with the correct warehouse as you will not be able to change the warehouse on the order itself.

 

From the menu Select Sales > Order Entry

From the menu ribbon select  New > New Sales Order

The Debtors search form will be activated, select your Debtor/Customer that the order is for.

 

 

Sales Order Header

The Sales Order header provides you with key information about the order.  

 

Sales Order No. The order number is automatically applied to the order when it is first saved
Order No Customer order number
Tax Exempt No. This field is only available if tax exemption in invoicing has been turned on.  Please contact your Jiwa consultant for further information on this feature
Initiated Date Defaults to the login date and represents the date the order was created
Expected Delivery Defaults to the login date but can be overridden if required
Price Scheme The customers default price scheme however can be changed if required.  Any change is only applicable to the selected quote / sales order 
Reference Additional reference field
Invoice Type Allows you to set the type of report to be printed eg. Tax Invoice GST Excl. or GST Incl.  For further information or to discuss your requirements please contact your Jiwa consultant
Billing Type

Controls how goods are to be shipped and billed.  The default billing type is set in System Configuration.

Ship & Bill - Goods are delivered and invoiced when available

Bill / Complete - Goods are delivered with each snapshot, but the invoice is not raised until the order is completed

Ship / Complete - Goods are only delivered and invoiced when the order can be fulfilled in full

Sales Division This field is only displayed if branch invoicing has been enabled
Staff Member Individual linked to the sale.  System Configuration setting controls if this is the logged in user or the default user attached to the Debtor record.
BackOrder Mode

Controls how back-orders are filled for the order.  The default back-order mode is set in System Configuration.

Automatic - Order is filled by the function Process Back Orders

Manual - Order is filled by manually creating a new snapshot

Order Type

Default order type is set in System Configuration.  Available order types are Reserve, Invoice, Foward and Active.  Contact your Jiwa consultant to discuss your specific requirements.

Total Weight / Cubic Size Total weight and cubic size of the lines on the order and is based on the weight and cubic size against the inventory item.

 

 

Order Tabs

 

Main Inventory and non inventory items, comments and freight are added to the order on the Main tab
Delivery

Customer delivery address, notes, courier and freight forwarder details default from the Debtor master record to this tab.

The delivery and freight forwarder addresses can be changed if required by either manually overriding the address or clicking on the lookup icon to select an alternative address.

Cash Sales  This tab allows you to record customer details for quotes/sales that are recorded against a generic debtor account for example Cash Sales or Trade Counter Sales
Totals This tab maintains a record of the changes to the sales order.  It is updated when the order is saved and when a snapshot of order is saved or edited.  The order total displayed is GST Inclusive. 
Payments Payments can be made against each unprocessed snap shot on the sales order in this tab
Debtor  Displays customer details including postal address, credit limit and current balance 
Custom 

All custom fields relating to sales orders are held in this tab.

If you need to capture additional information on sales orders please discuss your requirements with your Jiwa consultant. 

Documents

Documents and emails specific to the order can be added to this grid by either attaching the document or using the Windows drag and drop function to add documents to this tab.  These documents are stored in the Jiwa database.

Documents can be extracted, opened or emailed from this tab.

 
Notes  Notes specific to the order are added on this tab 
To Do  Action items specific to the order are added on this tab 
EDI This tab contains EDI relevant information that can be manually updated or updated using a plugin or 3rd party application
Freight Freight and courier details including consignment notes are captured and are maintained in this Tab
Split Orders This tab displays all items that have been moved to a new sales order when the Move Backorders to a New Order option is used.

 

 

Main Tab

Enter in the parts to be ordered in the Main tab by either keying in the part number in the Part No field or selecting the lookup icon next to the field to bring up your Inventory Search form.

Using the Inventory search form select the items to be added to the sales order.

 

Click on the Select & Close icon from the menu ribbon to return to the Sales Order Entry form. 

Enter in the order quantities in the Quantity field, the price applied to the order is based on the price scheme and any pricing discounts that the Debtor may be linked to. 

Prices can be edited and any further discounts applied if required, however this will be dependant upon your system and security settings.

 

 

Freight & Sales Order Totals

Add freight or courier charges to the sales order if applicable in the freight grid.

Confirm the sales order total

 

 

Completing your Sales Order

Once you have completed your sales order press Save from the menu ribbon, at this point the sales order number will be applied.

 

To print your sales order from the menu ribbon select Print this will activate the Sales Order Print Report popup

 

Select the report/(s) that you want to print by either selecting a single report from the Single Report options or a group of reports by selecting the type of reports from the Report Type options.

 

Once the sales order has been printed the order status will be updated with Printed.

 

To email your sales order select Email from the menu ribbon, this will activate the Email Options pop-up where you can

  • Select the report to be emailed
  • Confirm the email address, and
  • Amend the message if required

 

Once you have emailed your sales order you will notice that the order status will be updated with Emailed.

 

 

 

This video is best seen on the full screen. Just click on the icon at the bottom right of the video (see image below).

To exit full screen just press escape 

 

VideoFullScreen.jpg

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