Sales Order Header Creation and Management

Overview

The Sales Order Header is the primary record to associate all Sales Order related activity.  It is the customer demand source for Material Requirements Planning. Similar to Rootstock Sales Orders, Rootstock also provides a Sales Order Quote function with the exception that a Sales Order Quote is not treated as demand. This article outlines the various methods of creating Sales Orders Headers and reviews key settings and fields.

Application 

Creation of Sales Order Header, which can manage key functions such as:

• Sales Order Line: On the Sales Order Lines are the Rootstock Products that are sold to the Customer. Products on Sales Order Lines generate MRP Demands. To meet this demand MRP will plan to provide the product from inventory or plan a Purchase or Work Order. A product may be services provided to the customer. 

• Addresses and Contact information: Shipping, Billing, Acknowledgment, and Installation addresses and Contact details for each, or for the Order itself, for use during the sales processing of Shippers, Invoices, and customer-facing documents.

• Shipping Charges and Taxes:  The default values come from the Customer Master record or the Rootstock Product Master Record. 

• SO Pick List Header: The list used to pick the Product-Inventory Item to be shipped to the customer. 

• Sales Order Shipping Detail: Provides visual of tracking numbers, quantities, and product, per SO Shipper.

• Sales Commissions: Functionality that assists in the management of commissions for Salespersons that were involved in the Sales Process. 

• Charges: Handing, Packaging, Freight, Tax-Exempt Status. 

• Credit: Terms and holds and prepayment.

Processing

Sales Order Header and Lines may be added manually or from different sources. Below is a comprehensive list of all the supported interfaces to add Sales Orders:
 

Select either New or New Quote Header

  NOTE  It is recommended to go through the Sales Orders - Setup article to understand these setup objects before proceeding with the creation of Sales Orders.

In the information section: 
 

Fields

 

Division:  (Display only) This is the Division where the Sales Order is placed, and it is known as the Sales Division. In a single division installation, the Sales Division and the Inventory Division on the Sales Order Line are one and the same. In a multi-division installation, the Sales Division may be different than the Inventory Division, provided that the Centralized Sales Division option is populated on the Company Control record. In a multi-division installation, Division defaults to the user’s default division – but can be overridden if a user has the authority to enter Sales Orders for multiple divisions. The value entered into this field is used to retrieve the Sales Order Control record (Sales Order Control).

Order Number:  The Sales Order identity number. It typically defaults to the next order number based on the SO Control setting. However, the Sales Order number can be manually assigned by clicking auto-assign off. For automatic Sales Order assignment, the system retrieves the last Sales Order number assigned from the System Setup menu option - Order Number Assign, and increments it by 1.

Customer:  (Display only after the Sales Order Header is added) Here the user is required to input the customer associated with this Sales Order. This field is a ‘type-ahead’ field.  As the user starts typing the customer name into this field, a drop-down menu will be populated with selections that start with the entered characters. The Customer may be modified after the record is created by using the Change Customer button located in the Sales Order Header Special Tab, as long as no Shippers have been generated yet for the Sales Order (shippers are created during Sales Order Fulfillment - pack step).

Order Date:  This is the date that the Sales Order is entered. It defaults to the system date when the order is entered and can be changed by the user.

Default Project:  This is the Project Number that is used as a default value when new Sales Order Lines are added. This field is only available under Project Control. If Auto-Create Project for Each SO Header is Active for the Division, then the field will appear as -- Auto -- when the Sales Order Header is being created, and once saved, the Default Project field will be filled in with the Auto-Created project, which can be overridden at a later point. For more details see SO Control Auto-Project Tab.

Customer Currency: This value is the currency entered on the Rootstock Customer Master record.  The customer may use the company's Home Currency or another currency. For more details see Customer Master

Total SO Amount:  The total amount of the Sales Order Lines without considering the discount. This is calculated by the system and cannot be overwritten.

Order Type:  This defines the Order Type for the Sales Order. It is a user-defined list (Navigate to Sales Order Type) that is created per Division and is used to identify an order as being of a specific type or group. The Order Type also carries information regarding the Charge Sales Accounts, may mark the Sales Order as an Amortization, or disable Direct Purchasing functionality.

User Status:  Values can be selected for this field after configuring User Statuses (Navigate to User Status).  Attaching a User Status code to a Sales Order enables tracking of the progress of Sales Orders through predefined milestones (eg. “In Data Entry,” “Ready to Fulfill,” etc.).

Customer PO:  The user can define the customer’s Purchase Order value on this field if desired. When using Inter Company Direct Purchase, the field will be populated automatically with the Supplying Company/Division Purchase Order Number.

Customer Reference:  This is the Customer Reference for this Sales Order. It is an optional field.

Sales Contract:  The Contract identifier for the contract associated with this Sales Order. Rootstock provides the ability to establish Sales Contracts from which Shipped Serialized Products can be associated with Recurring Services, among other functionality. If the Customer indicated on the Sales Order has associated Sales Contracts available, the Sales Contract can be selected in this field, once the Customer Master has been input. If the Sales Order Header contains Sales Order Lines, the Sales Contract cannot be modified.

 
Process - Create Sales Order  - Method 1 or 2

1. Navigate to Sales Order Process > Sales Order Header

2. Specify an Order Number. If using auto-assign the number will be displayed once the Sales Order Header is saved.

3. Use the Customer type-ahead field to select a Customer Master for this Sales Order. This will populate default values from Customer Master throughout the Sales Order, most of which can be overridden by the user. 

4. Order Date defaults to today, but can be overridden to a different value.

5. Review any of the fields listed below that are available, and update as desired. 

6. Select  Save. Upon Save, the page will refresh.

7. To add Sales Order Lines select either Related and in the Sales Order Line Section enter the line(s).  Or in the Custom Links section of the Sales Order Header select Quick Entry.

Many of the fields in the sections Addresses, References, Shipping, Charges, Credit, Contact, Cancel/Reverse, will populate data from the Rootstock Customer Master Record.  Data will be updated as the order progresses through the credit checking, production, fulfillment, and invoicing activate data will be updated. 

 NOTE  The system calculates totals differently for the following fields as outlined below:
 

Order Total (rstk__sohdr_ordertotal__c): This is the total Sales Order Amount with applied discounts.

Order Total (rootstock__Order_Total__c): This is the total of all Sales Order Line Amounts with applied discounts, but excluding the Sales Order Lines with ‘Order Line Credit’ set as true. (This is a Roll-Up Summary field)

Pre-Tax Order Total (rootstock__Pre_Tax_Order_Total__c): This is the sum of all Sales Order Line totals with the Shipping Charges (Freight, Handling and Packaging), excluding the Sales Order Lines with 'Order Line Credit' set as true.

Create Sales Order 

1. Use Method 1 or 2 to create a new Sales Order.

2. Specify an Order Number. If using auto-assign the number will be displayed once the Sales Order Header is saved, and it is possible to enter a number by unchecking the box with the label  'Auto-assign on save'.

3. Use the Customer type-ahead field to select a Customer Master for this Sales Order. This will populate default values from Customer Master throughout the Sales Order, most of which can be overridden by the user. 

4. Order Date defaults to today, but can be overridden to a different value.

5. Review any of the fields listed below that are available, and update as desired. Most of these fields will also be available for edits after the Sales Order Header has been initially saved, after which additional fields will also become available (Sales Order Edit).

6. Click Save.

7. To add Sales Order Lines select either Related and in the Sales Order Line Section enter the line(s).  Or in the Custom Links section of the Sales Order Header select Quick Entry.

 

SEE ALSO