Sales Order Line Creation and Management

• One-by-one SO Line addition

1. Start new SO Line

• HV SO Entry:  It is possible to manually add Sales Order Lines to an existing Sales Order (already saved), by clicking on the New Sales Order Line button at the top of the Sales Order Lines related list. This will take the user to a new Sales Order Line page where he can specify the new Sales Order Line details.

• Normal SO Entry:  It is possible to add lines while a new Sales Order Header is being created, or after it has been initially saved. Under the Line Items section, click Add. This will add a new row with all available input fields for the new Sales Order Line.

  • When adding Sales Order Lines to a Sales Order Header that has not yet been saved, it is possible to add lines up to a maximum of 12 (default) before the switch to HV SO Entry. If the user tries to exceed this number, a warning message will be shown: Please save the Sales Order before adding more lines.

2. (Optional) Click the Product Search button. For details, see: Sales Order Line - Product Search button. If this option is used, skip to number 5.

3. (Optional) Select a Product Type, which will filter display options to select when the user moves to the Product field (this also applies when the Customer Setting salesorder_preloadproducts value is True. For details, see Sales Orders - Setup).

4. Click the Product field, which will list, as a drop-down, available Products to select from. This is when the Customer Setting salesorder_preloadproducts value is True, and it is possible to type characters to reduce the list of options. If the salesorder_preloadproducts value is False, the user is not presented with the pre-loaded list of Products and will have to type in order for the auto-complete search to provide results. 

•  If the Selectable Associated Inventory Item field is checked on the Product Master Inventory Tab, the user can change the Inventory Item (from those already set up on Product Master > Inventory Items Tab) for the Sales Order Line before it is saved, by clicking on the blue dot below the Product field cell.

• Selecting the Product will apply default details defined on the Product Master to the Sales Order Line, which may include a Default Qty Order, if this is the case, the Qty Ordered field will be filled in (Skip to step number 6).

• If using Avalara Integration, the Product Group for the entered Product on Sales Order Line must have a defined Avalara Product Tax Code on Lead Times & Misc. tab. Otherwise, the Product will not appear under this Sales Order Line type-ahead field.

5. Enter a value for Qty Ordered. It is possible to manage acceptance settings and the default value for this quantity by configuring the Product Master Order Qty Tab. Once the user clicks or tabs out of this field, the Price Discount Logic will be used automatically in order to fetch a Unit Price and a Discount Percentage.

• For Stock - Product Type SO Lines, after the Product Name has been selected and applied to the line, a Quantity Available pop-up can be viewed for the Selected Inventory Item by clicking the small blue dot  under the Qty Ordered cell for this Sales Order Line. This pop-up displays important details about the Inventory Item associated with this Product, Qty On Hand, Qty Allocated, and availability for the current issue project and site for the line.

• Once the Qty Ordered is entered and the user attempts to leave the field by either tabbing out of it or clicking on any area of the page (this includes clicks on buttons, which would not perform their intended action), the Retrieving Pricing Product process is initiated to fetch accurate Price/Discount details, as described on Price Discount Logic. This process takes a few seconds to run, and once completed, the Retrieving Pricing Product page holder disappears, and the user will be able to continue modifying Sales Order Line details or saving the record.

• The 'Qty Ordered' can be set to zero when creating the Sales Order Line by unchecking the 'Firm' flag. Upon saving, the Sales Order Line will be created in 'Planned' status, and the system will consider this Line as completed.

6. Adjust or enter the desired Unit Price.

• By clicking on the small blue dot under the line Unit Price field, the Price Source pop-up is shown. It provides details related to the base price of the Product, Discounts, and Price/Discount Source information fetched by the Price Discount Logic (to get a more detailed log of steps by which the price is derived, set  Manufacturing Users > Current tab > Price Log Level field to Trace).

7. (Optional) Enter a Discount Pct., which is applied to the Sales Order Line Unit Price.

8. (Optional) Set a Due Date. Value defaults to Sales Order Line entered date + Customer Master lead time + Product Master lead times (Product Master Lead Time & Misc Tab). If overridden by the user, it is used to calculate the Scheduled Ship Date and the Required Date. The Required Date is a key value used not only by MRP to generate Supplies and specify their Due Date but also for any supply-related record generated from this Sales Order Line (such as Direct Purchased PO Line and/or Work Order generated upon SO Line firming step).

• If using HV SO Entry, both the Scheduled Ship Date and Required Date fields are available for overrides on the Sales Order Line page.

9. (Optional) Select a different Inventory Division if the Product has been configured with multiple. See Product Master Inventory Division Tab.

10. (Optional) Update the Project, Sales UOM, and/or Firm (not for Quotes) box as desired.

11. (Optional) Review the Sales Order Line Additional tabs that are available during Sales Order Line addition. The values defaulted to these tabs are those fetched from the SO Control and Product Master records.

• HV SO Entry:  Open the Additional section in the lower area of the page to access available tabs.

• Normal SO Entry:  Click on the Additional button on the right end of the Line Item row. This will open a Sales Order Line pop-up that contains the same information that is displayed on the HV SO Entry Additional section.

12. Click Save. This will create the Sales Order Line and, if configured to do so, generate Sales Order Line Components as per the setup of the Product just selected with the Sales Order Line.
    
      NOTE  When adding multiple Sales Order Lines to a Sales order Header, the field 'Intra-Company Direct Sale' on the Sales Order Lines can have different values only if the flags 'Bypass AP/AR for Intra-Company Txns' and 'Bypass Inter-Company Like Intra-Company' on the Company Master record are set to False.

•  In Visualforce, this can be used on both HV and Normal SO Entries after the Sales Order Header is initially Saved.

1. 1. Click the Quick Entry button, available in the list of buttons for the Sales Order Header. This will bring a pop-up window where more than one line can be added at once. 

   2. Press the Add button to initialize adding a new Sales Order Line.

   3. Values are set by default for fields Due Date, Inventory Division, and Project.

   4. Specify the Product. If necessary, set the values on the remaining fields.

 NOTES

• • When the Unit Price is left blank, the Price will be determined when lines are saved using the Price Discount Logic. 
  • The system does not allow the user to manually enter zero as value on the 'Qty Ordered' column when a minimum order quantity that is greater than zero exists for the product.

1. 5. Repeat from Step 2 for each of the Sales Order Lines that are to be added.

   6. When done, click OK. This will automatically Save the newly added Sales Order Lines to the Sales Order Header and generate Sales Order Line Components, as per the Product setup selected for the Sales Order Line.

3. If necessary, set the values on the remaining columns.
4. Select the 'Add' button to automatically add five rows to the table.
5. Repeat from Step 2 to add more Sales Order Lines.
6. A user can also add a Sales Order Line by clicking any of the following buttons on the SO Line Quick Entry pop-up:

'Add Customer Products' button: The system allows a user to add a Sales Order Line based on Customer Product records displayed on the Sales Order Customer Products pop-up. After a user selects the record and clicks Add, the system automatically adds a Sales Order Line with default values for the 'Qty Ordered', 'Sales UOM', 'Product Price', and 'Discount Pct' columns on the SO Line Quick Entry pop-up.

'Add Previously Sold Products' button: The system allows the user to add a Sales Order Line based on products that actually shipped to customers in the last 365 days. Upon clicking this button, the Previously Sold Products pop-up will appear and display the products that are shipped to customers in the last 365 days. After a user selects a product and clicks Add, the system automatically adds a Sales Order Line with default values for the 'Qty Ordered', 'Sales UOM', 'Product Price', and 'Firm' columns on the SO Line Quick Entry pop-up.

7. When done, click the 'Add Lines' button. This will automatically save the newly added Sales Order Lines to the Sales Order Lines grid. All line defaults and pricing logic will be applied by the API during line creation.

• • The system allows the user to manually enter zero as value on the 'Qty Ordered' column. However, when the user clicks on the 'Add Lines' button, the system will override the zero value with the default minimum order quantity if it exists for the product.
  • The value the user enters on the 'Manual Price' column overrides any pricing logic that will be calculated during save.
  • The system allows the user to add/remove columns on the SO Line Quick Entry pop-up by adjusting the fields in the LUI SO Line Quick Entry Fieldset on the Sales Order Line object. Any additional field added to the field set will only act as a manual override to any default logic available during line create. Changes to this field set will not be overridden during customer org upgrade. 
  • The system allows the user to customize the columns on the Sales Order Customer Products pop-up by adjusting the fields in the LUI_QuickEntry_CustomerProducts_Fieldset on the Sales Order Customer Product object. The user can also customize the columns on Previously Sold Products pop-up by adjusting the fields in the LUI_QuickEntry_PreviousSoldProducts fieldset on the Sales Order Line object.
  • The 'Qty Ordered' can be set to zero when creating the Sales Order Line by unchecking the 'Firm' flag. Upon saving, the Sales Order Line will be created in 'Planned' status, and the system will consider this Line as completed. 
  • The SO Line Quick Entry integrates with the Avalara Tax system but may increase the time to create the quick entry lines due to additional data integration.
  • The system allows users to add to an order up to a maximum of 150 lines in a single quick entry session.
  • If 'sales order_saveasbatch' custom setting is set to TRUE, the system saves the SO lines in the background. This helps avoid governor limit errors, which may occur if 'sales order_saveasbatch' custom setting is set to FALSE.
  • A user needs to define the project charge code if a project code entered for a line is active in the division and project levels.
     
    
    

• Sales Orders - How to Manage Configured SO Lines
• Sales Orders - How to Manage Stock & Kit SO Lines
• Service and Miscellaneous Products do not impact inventory requirements and, therefore, are always ready for fulfillment. Product Components are added as NICs for the Sales Order Line. 

• Sales Order Line - Auto-Allocation Processing

Line:  Auto-generated number that uniquely identifies this Sales Order Line in the Sales Order.

Product Type:  Type of Product associated with this Sales Order Line. From the Product Type drop-down, the user can select from the following Product Types for the Sales Order Line > All, Configured, Service, Stock, Kit, Miscellaneous. Available options can be controlled on the Customer Master Sales Order Defaults tab, with Customer Buys Products/Services fields. The selection of the Product Type will filter available Products to select from on the Product field. Valid Product Types are:

• Stock:  Build or Purchase to stock. Firmed lines can be set for Direct Purchasing or Inter Company Direct Purchase, which can create a related Purchase Order (including drop-shipping) to offset demand. Otherwise, supply replenishments can be calculated by MRP or maintained manually.

• Configured:  Build to a specific configuration driven by a Sales Order Line demand. Upon firming a Configured Sales Order Line, a Work Order will be created to satisfy its demand and linked to the Sales Order Line, according to settings on the Product Master Inventory Tab.

• Kit:  A set of Inventory Items shipped together. The Items picked on the SO Fulfillment step will be those Inventory components specified on the Product Master Components Tab.

• Service:  Services that are sold. They do not reference Inventory Items.

• Miscellaneous:  Non-inventoried items.

Product types that are not directly added to Sales Order Lines:

• Entitlement:  Used with Sales Contracts where purchasing Products or Services entitles Customers to specially-priced (or free) items over a pre-defined period. An Entitlement Product can be associated with another Product Master by clicking the Entitled-To-Products button on the Product Master > Entitlement Detail Tab. These Entitled-To-Products will be the ones added to Sales Order Lines. For further details, see How to Create and Manage Entitlement Products & Contract Entitlements.

• Recurring Service:  Services charged at pre-defined intervals, such as cell phone services, where a fixed amount is charged each month. They can be associated with other Products by clicking Associated Recurring Services Products on Product Master > Lead Time & Misc Tab. For more details, see Recurring Billing Overview.

Product:  The Product associated with this Sales Order Line. The field is a type-ahead, only editable while adding a new Sales Order Line. As the user enters Product Names, the type-ahead field will generate a drop-down list of Products configured for the Sales Division and which are of the type selected from the Product Type drop-down.
 

Qty Ordered:  The quantity to be ordered for this Sales Order Line Item. Once the Product Name has been applied to the line, the user can input a Qty Ordered for the Sales Order Line, values for Unit Price, Discount Pct, Extended, Due Date, Project, Sales UOM, Order Lines Total, and Pre-Tax Order Total are inherited from the Product Master & Customer Master settings and/or calculated (can be overridden) and are applied accordingly to the Sales Order Line. Valid Qty Ordered will be defined on Product Master > Order Qty Tab.   

Unit Price:  The unit cost of this line item. This field is auto-populated after input of Qty Ordered. The value can be overridden after the auto-fill. When the Sales Order Line Product and quantity have been defined, the initial price will be derived using the Price Discount Logic (also keeping in consideration Customer Master's field  Always Give Best Price on Customer Master > Sales Order Defaults tab). For Products type Configured and Kit, the Price may not be available for overrides if the option Price From Components (Kit and Config) is Active on Product Master > Inventory Tab.

Discount Pct:  The Discount percentage allocated to this line item. This field is auto-populated after input of Qty Ordered. The value can be overridden after the auto-fill. The default value is fetched with the Price Discount Logic.

Extended:  This field shows the extended price amount (Unit Priceless Discount percentage times Qty Ordered).

Sales UOM:  Defaulted to Sales Unit of Measure (UOM) for Sales Order Lines Product. Can be overridden to other UOMs with a conversion factor with Conversion Type Sales to Inventory between the given Sales UOM and Inventory UOM (this UOM would be that specified on the Sales Order Demand record, usually matching the Inventory Item's UOM).

Due Date:  The Due Date for this line item, which should be the day the Customer expects to receive the order.

Inventory Div:  The Division associated with this line item when shipping. Available Inventory Divisions are the Default Inventory Division (Product Master > Inventory tab > Default inventory Division field), and those previously configured on Product Master > Inventory Division Tab.

Project:  The Project associated with this line. For auto-project functionality, please review SO Control > Auto-Project Tab.
 

• ATP

• Commission Detail

• Component ATP

Buttons - HV and Normal SO Entry UIs
 

Product Configurator:  Available for new Sales Order Lines when field Configurable Sales Order Entry Active is checked on SO Control > Configurator Tab. It will launch a Configuration Session and link it to this Sales Order so that when it is ready to export, it will export it automatically to said Sales Order.

Calculate Taxes:  Available when field Enable Avalara Tax Calculation is checked on SO Control > GEO Service Tab. If pressed, it will complete a call-out to Avalara to fetch the most updated taxes for the Sales Order Lines on the Sales Order Header. Both Address of Origination (can be reviewed on Sales Order Header>  Shipping Tab) and Ship-To addresses will need to be valid for Avalara to complete. The updated values (Verified Tax Rate, Verified Tax Amount, and Verified Shipping Tax) can be reviewed on Sales Order Line > Ship-To Settings Tab. Any updates to the Sales Order Line will also automatically fetch Avalara Tax values.

Product Search:  Available for new Sales Order Lines. Allows the user to find Products by filters such as Customer Product Number, Customer Product Description, Rootstock Product Number, Rootstock Product Description, allowing search records to be limited Customer Product. By clicking on any of the hyperlinks on the resulting rows, the Product Master details will be added to the Sales Order Line.
 

Components:  Can be accessed once the Sales Order Line has been saved. For details, see Sales Order Line Components Button.
 

Sales Order Line - Additional tabs

The information and fields contained in the Additional section can not only be accessed for any existing Sales Order Line at any point but also while the new Sales Order Line is being added, in order to edit key settings. Some fields may not be editable depending on the Line Status.

• HV SO Entry UI:  Click the arrow on the Additional Section. This will open a set of tabs to further define the Sales Order Line. 

• Normal SO Entry UI:  Click on the Additional button on the right end of the Line Item row. This will open a Sales Order Line pop-up that contains the same information that is displayed on the Additional section on HV SO Entry UI (uses the Sales Order Line page for line details display and addition).