Order Entry

+ Transcript

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 are maintained here 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 this customer is identified in your outside accounting system with a different ID code, you can enter that code in the X-Ref Code field. That will be the code that is used when you transfer AR vouchers to your accounting system.

If this customer requires customized forms, on this sub-tab you can specify a custom forms 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.

You can maintain multiple contacts and you can add up to six user-defined fields.

On this tab you can link documents and other files to this customer. When you enter an order, these documents can be retrieved and attached to the sales order.

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.

An array of supporting tables is used with customers here on the Sales Setup menu, including Customer Terms, Ship Methods, Sales Reps, and Commission Codes.

Several pricing and discount options are available.

Here in the Base Prices screen, you maintain the list prices for your selling items. Here on this tab 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.

Here in the Price Levels screen, you can create Price Levels for assignment to customers, where each Price Level is a percentage of Base Price.

You can create Discount Codes that are assigned to customers.

Here in the Discounts screen, you can specify various discount percentages by item category or item that apply to each Discount Code. Here on this tab you can define quantity break discounts.

Contract Prices can be assigned for item price exceptions given to specific customers.

DBA includes its own taxation system for tax calculation and reporting.

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 here to the sales order header. This determines the sales tax rate for the order as a whole.

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.

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.

Here we are looking at the line item Required date. How this date gets established depends on whether the item is made or purchased to order or to stock.

Here in the Sales Order Defaults screen, are settings that determine your default sales order promise dates and line item required dates.

The Promise Date applies to items that are made or purchased to stock, meaning items that have a Reorder Level. You can specify an extra Shop Days amount to reflect your standard shipping policy.

The Make to Order Required Date default applies to make to order items. 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. See the Job Planning video for details on these two item settings.

You can specify an extra Shop Days amount, which can be used to quote conservative shipping dates, to give jobs more preparation time, or to delay jobs when shop capacity is temporarily constrained

The Buy to Order Required Date default works essentially the same way, but for purchased items. .

The Make to Order and Purchase to Order default settings apply the same formula used by MRP when it backward schedules planned jobs and POs from required dates. This ensures that sales order and MRP dates are synchronized so that these are realistic dates that can reliably be quoted to the customer.

In this segment we review the sales order header entry.

To create a new sales order, click the New Order button here on the List tab.

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. Click OK and the order header record gets created.

Here we are looking at the header tab. 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.

Make any changes to the header as needed. For example, you may wish to change to another shipping address.

The sales order is initially give a status of 'ORDERED'. Once an invoice gets created, the status changes to 'INVOICED'. Once all the lines have been invoiced, the status changes to 'FINISHED'. And once you confirm that you are fully done with the order, the status changes to 'CLOSED'.

Here on this tab, documents and other filed 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. You can also make entries to your user-defined fields.

In this segment we review sales order line item entry.

To enter a new line, click the New Line button. 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. You can edit any of these fields as needed.

On this 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.

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. Once your selections completed, click Transfer and a set of sales order lines will be generated. Those lines can then be individually edited for any changes, if needed.

You can also click 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 item.

After order entry is completed, if you need to send the customer an order acknowledgment, click the Acknowledge button. Here we are looking at a sample printout. Like all DBA forms, the acknowledgment can be customized as needed.

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. A quote, however is not considered to be a firm order and is ignored by MRP during job and PO generation.

To print or Email the quote, click the Quote button. Here we are looking at a sample printout.

If the quote becomes an actual order, you click the Convert button to convert the quote into an actual sales order.

A highly 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 numbers are generated automatically by the program. Here in the One-Off Item defaults screen you can specify an Item ID Prefix and the Next ID No. You can also enter defaults for the Item Category, UM, Lead Days, and Job Days settings.

One-Off items are generated during quote or sales order entry.

When creating a new line item, select the One-Off option.

This launches the One-Off Item Generator. The program assigns the One-Off Item ID. Enter the Order Qty. Enter the item Description. You can optionally enter a Customer Part No, if applicable. You can modify the default Lead Days and/or Job Days to establish the Required Date. Click OK and the One-Off item is created and the sales order line gets generated.

The next step is to create manufacturing specifications for the One-Off item, here in the Bills of Material screen.

To create specifications from scratch, click the New BOM option. To customize an existing product, select the Copy BOM button.

Here we are originating a custom bill of material from our red wagon. Here we select our One-Off item. The program assigns it to the One-Off BOM Type. We then click the Copy button.

Here is our new one-off bills of material, which can now be customized as needed. Once finalized, you can run a cost rollup, apply a markup to the cost, and then furnish a price to the customer.

The Sales Order Inquiry enables you to track the progress of any given sales order.

You can view line item status, shipment details, and invoice details.

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.

Here is the Open Sales Orders data view.

Here we are looking at the Sales Order Bookings data view, which is used to keep track new order volume.

Open sales orders can also be tracked via reports.

Here we are looking at the Open Sales Order Summary.

Here we are looking at the Open Orders Detail.

And here we are looking at the Open Items Listing.

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

You export your data into an Excel spreadsheet, and then you edit your data where needed to conform to DBA's requirements.

You then map the DBA fields on this screen to associated spreadsheet columns and then you run the import.

If you make items to order, you must be able to quote your customers realistic and reliable shipping dates that are achievable by production. And if you customize your items or make custom items from scratch, you must be able to create one-off bills of material to handle custom manufacturing specifications. Order entry in DBA is closely coordinated with manufacturing to help you ship orders quicker and on time.