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Order Entry

Order entry is an integral element of the manufacturing system because sales orders create the demand from customers that drives the manufacturing system. Sales orders in DBA are optimized for make to order environments so that you can furnish customers with realistic shipping dates that can reliably be completed on time. You also can generate one-off items on the fly during sales order entry for items that are customized or made from scratch on one-time basis.

Customers

Customer ID - Customers are maintained in the Customers screen. The Customer Name is the main ID for the customer and the Trading Name is the name that prints on forms. If a customer is identified in your outside accounting system with a different ID code, you can enter that code in the X-Ref Code field, which is used as the customer ID when you transfer AR vouchers to your accounting system.

Customized Forms - If a customer requires customized forms, within the Customers screen you can specify a custom form layout for the acknowledgment, invoice, quote, or packing list. An unlimited number of shipping addresses can be assigned to each customer, with one address designated as the default address. Against Customers, you can maintain multiple contacts and add up to six user-defined fields.

Linked Documents - Within the Customers screen you can link documents and other files to a customer. When you enter an order, these documents can be retrieved and linked to the sales order.

Credit Manager - The Credit Manager screen is used to manage the customer credit checking process. You can establish a credit limit against each customer, provide warnings at time of order entry, and block the ability to enter new orders or pick orders for shipment.

Supporting Tables - An array of supporting tables are used with customers, including Customer Terms, Ship Methods, Sales Reps, and Commission Codes.


Pricing

Base Prices - List prices for your selling items are maintained in the Base Prices screen. You can enter quantity break prices or they can be calculated as a percentage of base price. The mass update option enables you to mass update current prices or estimated costs by a percentage amount.

Price Levels - In the Price Levels screen you can create price levels for assignment to customers where each price level is a percentage of base price.

Discounts - You can create discount codes for assignment to customers. In the Discounts screen you can specify various discount percentages by item category or item that apply to each discount code. You can also define quantity break discounts.

Contract Pricing - Contract prices can be assigned for item price exceptions given to specific customers.


Taxation

Tax Calculation & Reporting - DBA includes its own taxation system for tax calculation and reporting.

USA Taxation - If you use USA style taxation, the customer is assigned to a taxable or non-taxable tax code associated with a tax jurisdiction, which flows through to the sales order header. This determines the sales tax rate for the order as a whole.

International Taxation - If you use international style taxation, your default VAT or GST tax code flows through to the sales order header and determines the default tax rate for your line items. At the line item level, tax code exceptions defined in advance against selected items override the header tax code in situations where a different tax code and/or tax rate is to be applied.


Required Dates

Line Level Required Dates - Instead of a single due date per order, which is typical with general accounting systems, for manufacturing purposes, each sales order line item has its own required date. Within the Sales Order Defaults screen are settings that determine your default line item required dates. These default settings ensure that sales order and MRP dates are synchronized so that dates are realistic and can reliably be quoted to customers.

To Stock Default - The sales order header promise date default determines the required date for items that are made or purchased to stock, meaning items that have a reorder point. You can specify an extra shop days amount to reflect your standard shipping policy.

Make To Order Default - This default setting applies to make to order items, meaning items with a zero reorder point. The required date is forward scheduled from the current date by the item's lead days + job days allocations, skipping over non-shop days defined on the shop calendar. You can specify an extra shop days amount, which can be used to quote padded shipping dates, to give jobs more preparation time, or to delay jobs when shop capacity is temporarily constrained.

Buy To Order Default - This default setting applies to items that are purchased to order, meaning items with a zero reorder point. The required date is forward scheduled from the current date by the item's lead days allocation, rounded up to the nearest shop day defined on the shop calendar.


Sales Order Entry

New Order Creation - To create a new sales order, click the New Order button on the List tab, which displays the New Sales Order screen. You can enter an order from scratch or you can copy the order from a previous sales order or from a sales order template. When you copy a sales order, prices get updated to current prices. Select the Customer, accept or change the promise date default, enter the customer's PO number, then click OK and the order header record gets created.

Header Entry - The following settings are populated by default from the customer record - payment terms, tax code, sold to address, ship to address, pricing and sales commission settings, and contact information. You can edit the default values and you can make entries to your user-defined fields.

Order Status - The sales order is initially given a status of 'ORDERED'. When an invoice gets created, the status changes to 'INVOICED'. When all the lines have been invoiced, the status changes to 'FINISHED'. When you confirm that you are fully done with the order, the status changes to 'CLOSED'.

Document Linking - Within the Header tab, documents and other files linked to the customer are linked to the sales order if flagged for automatic job linking. After you enter line items, you can optionally retrieve line item documents and attach them as well.


Line Item Entry

New Line Entry - To enter a new line, click the New Line button, then select a stock item or non-stock descriptor from the lookup. The following fields are populated by default based on customer and item pricing and tax settings - the reference price, discount %, net price, tax amount, and required date. On the Notes side-tab, notes stored against the item master flow through to the line item. In the lower panel you can enter notes specifically for printing on invoices.

Speed Entry - To rapidly generate a set of sales order lines, you can click the Speed Entry button. You select items in the upper grid using progressive typing without requiring the mouse. As you make each selection, it gets listed in the lower panel. When your selections are complete, click Transfer and a set of sales order lines will be generated. Those lines can then be individually edited as needed.

Copy Details - Lines can also be generated via the Copy Detail button. You can copy a template, which is a set or group of line items. You can also copy in a sales kit, which is a set of items assigned to a non-stock kit parent.

Order Acknowledgment - After order entry is completed, you can optionally send the customer an order acknowledgment. Like all DBA forms, the acknowledgment can be customized as needed.


Quotes

Quotes - Quotes can be used to furnish prices to customers prior to receiving an actual order. Entering a quote is exactly the same as entering a sales order. MRP does not consider quotes to be actual orders and ignores them during job and PO generation. If a quote becomes an actual order, click the Convert button to convert the quote into an actual sales order.


One-Off Items

One-Off Item - A useful feature for custom manufacturing is the ability to generate 'one-off' items during line item entry in quotes or sales orders. A one-off item is an item that gets customized for a particular sales order or is a custom item made from scratch on a one-time basis.

One-Off Item Generator - When creating a new line item, select the One-Off line type, which launches the One-Off Item Generator screen. The program automatically assigns the one-off item ID. Enter the order quantity, and customer part number, if applicable. You can modify the default lead days and job days to establish the required date.

One-Off BOMs - After a one-off item is generated, its manufacturing specifications are entered in the Bill of Materials screen. To create specifications from scratch, click the New BOM option. To customize an existing product, select the Copy BOM button to create the BOM, which is then customized as needed. When the BOM is finalized, you can run a cost rollup, apply a markup to the cost, and apply the price to the quote or sales order.


Order Tracking

Sales Order Inquiry - The Sales Order Inquiry screen enables you to track the progress of any given sales order. You can view line item status, shipment details, and invoice details.

Data Views - Data views help you to track your open sales orders a variety of ways, with the ability to create a library of your own custom data views. Standard date views for order tracking include Open Sales Orders and Sales Order Bookings.

Reports - Open sales orders can be tracked via reports, including the Open Sales Order Summary, Open Orders Detail, and Open Items Listing.


Data Import

Sales Imports - DBA's data import utility can be used to import the following sales related tables - customers, delivery addresses, contacts, and selling prices.