Sales Orders

Multiple Document Types

Document types are used by the billing conversations to determine the type of accounts receivable open item to be created.  The Order Processing application supports the following document types:

·      Invoice.  Indicates that payment is due from the customer at the time of billing.

·      Debit/Credit Memo.  Used to post charges and/or credits to the customer's account.

·      Cash Sale.  Indicates that merchandise has been paid for by the customer at the time of billing.

Note:    Cash sales are normally processed during the Postbilling and Debit/Credit Memo Entry conversation.  This avoids generating an unnecessary sales order.

Document type codes are entered in the Open Order Shipping and Billing and Postbilling and Debit/Credit Memo Entry conversations.  A separate total by document type is listed on the open item registers.  The Order Processing application processes a cash sale in the same manner as an invoice, except that credit checking is not performed, cash journal entries are generated in place of the accounts receivable journal entry, and the amount due on the invoice is set to zero.

Note:    Only the invoice and cash sale document types are valid in the Open Order Shipping and Billing conversation.

Multiple Order Types

An order type code is used by the Order Processing application to separate orders in processing, inquiries, and reporting.  Order type codes are defined on Reference File category 401.  Of the order types defined on this category, only some are valid within the Order Processing module:

·      Regular.  A customer order to ship goods to a single ship-to location on a specified date.  Regular orders automatically have a release number of zero.

·      Blanket.  A customer order for goods to be shipped over a period of time.  Blanket orders automatically have a release number of zero.

·      Backorder Release.  A release of specific quantities that were backordered on a previously entered regular sales order.  Backorder releases are assigned the next release number, but have the same order number as the original (parent) order.

·      Blanket Release.  A release of specific quantities on a specific date based on data from a previously entered blanket sales order.  Blanket releases are assigned the next release number, but have the same order number as the original (parent) order.

·      Standing.  A standing order is an order used for reference.  MAC-PAC uses standing orders to facilitate multi-site order processing.  Other than multi-site processing, standing orders are only used for reference; inventory is not reserved and the order will never have pickers generated or be shipped.  This order type could be used as a "customer profile" to represent what a customer might typically order.  Standing orders can be copied to a regular, blanket, or another standing order.  Standing orders cannot be converted into regular sales orders; to be used in the distribution modules, a regular sales order must be entered that mirrors the standing order.

Changes made to the order quantity when releases are created or maintained are reflected in the subsequent release quantity of the original (parent) line.

When releases are shipped and billed in the Open Order Shipping and Billing conversation, they are automatically closed.  Any backorder quantities remaining are reflected in the unreleased/backorder field on the original (parent) line.

Through EDI's Sales Order Data Entry conversation, standing orders can be entered to facilitate multi-site processing.  The Multi-Site Selection program uses the Sales Order Data Entry program to allow the entry of multi-site orders.  For more information about multi-site orders, see the Electronic Data Interchange User Manual.

Note:    Only regular and standing orders can be maintained by EDI's Sales Order Data Entry conversation.