In order to configure and use Rootstock Sales Orders, an understanding of the system design and functionality is valuable to create the system structures that will be used in the creation and general flow of Sales Orders. Some of the items listed below are not mandatory setup requirements for creating Sales Orders (such as Shipping Zone and Salesperson), but a general understanding of the available configuration options is recommended prior to utilizing the Sales Orders functionality.
Steps
SYCONFIG: To enable Sales Orders, the SYCONFIG record (Sales Order Module Active) option must be set by Rootstock Support. Your Rootstock Consultant will do this as part of the initial configuration process or alternatively, can be requested through Rootstock Support post-implementation.
Company Master: Key decisions here are whether to use Centralized Sales/Engineering/Purchasing Divisions. If a Division is set as Centralized Sales, only Sales Orders for that Sales Division will be allowed. If using in conjunction with Centralized Engineering, the Sales Order will allow the addition of Sales Order Lines with Inventory Divisions other than the Sales Division (available Inventory Divisions for the SO Lines will be those specified on the Product Master Inventory Division Tab).
NOTE If using both Centralized Sales and Centralized Engineering on Company Master, when adding Configured SO Lines, within different inventory Divisions, that reference a parent Inventory Item, every Inventory Item included on its BOM will also need to have a related Inventory Item in the selected Inventory Division.
Dimensions: (Optional) Within the Company Master, it is possible to organize and create Dimension Sources and Values. These will be relevant when processing Sales Order fulfillment steps, as to correctly stamp dimension values on Inventory Cost Transactions and General Journal Header.
System Defaults: (Optional) If it is expected to have high volumes of Sales Order Lines or processing Sales Order with a large number of Lots involved, there are two settings on the System Defaults record that can make the processing smoother.
Selective Issue by Location and Lot: When checked, this changes the Sales Order Fulfillment page to be more oriented for issuing Lot Items, particularly when a large number of Lots are involved.
Use High Volume SO Entry UI: This options enforces the High volume SO Entry, or simply HV, for all the Sales Orders. Rootstock has two different displays for the Sales Order Entry, the HV SO Entry, which is used to optimize the performance of Sales Orders with a high number of SO Lines, and the Normal SO Entry, whichoffers faster reach to enhanced functionality for those Sales Orders that have fewer lines. The switch between displays can happen automatically when reaching a threshold number of SO Lines. When using HV, the SO Lines need to be added, one by one, after the SO Header has been initially saved. If not using the HV, multiples lines can be added, at the same times as the SO Header is initially saved or afterward. The Quick Entry button is available in both cases for adding multiple SO Lines at once.
NOTE When this box is checked, the Sales Order (SO) Entry page UI will always display the related SO Lines within a SF related list, whereas if the High Volume (HV) is not active, the page will display the SO Lines with Additional and Component buttons, which provide easier access to review and edit SO Line details. Also, if HV is not active, the page will get automatically switched to the HV display when there are more than 12 SO Lines for the given SO Entry, or the numbers of SO Lines is higher than the value specified on Custom Setting salesorder_maxEditableLines if this setting exists. Custom Settings can be accessed from SF Setup > Develop > Custom Settings > Click on 'Manage' action, for Custom Setting with label 'Application Setting'.
Sales Order Control: Prior to creating first Sales Orders, review the Sales Order Control record (if not already done), as it manages key details of Sales Orders configuration. The SO Control will dictate available functionality, behavior and even processing steps on Sales Orders, Sales Order Lines, and their maintenance. Some of these key settings are when creating new orders are:
Sales Order Type: (Optional) It is a required setup record when using Amortization functionality in order to define a Sales Order as an Amortization Order. It also provides control to avoid the creation of Direct Purchases from the Sales Order, and Shipping Charges Sales Accounts auto-override capabilities (from SO Control values) when applied to a Sales Order.
Shop Calendar: Required current calendar for each Inventory Division for which Sales Order Lines are added.
Customer Class & Customers: Customer Class assists in the creation of Customers. Every Sales Order needs to be created with a Customer reference, which can carry key default settings in order to ease Sales Orders processing. It is also possible to specify an Invoicing and Credit Customer if the Order and Billing customers do not to have to be the same..
Customer Addresses Tab: When adding Sales Orders, four different types of address, Ship-To, Bill-To, Acknowledgment, and Installation, can be input, all but Installation being required. The Customer Master Addresses tab allows the user to specify different addresses and which type each of them is to be used as (Ship-To, Bill-To...) the default address for each when creating new Sales Orders and can be overridden by the user to either specify other Customer Addresses or new addresses altogether.
Salesperson: (Optional) Necessary If using Sales Commission for tracking sales representatives' commission and split percentages, time and status of related payments at Cast Receipt and/or Invoice.
Tax Locations: Are required for Valid Ship-To Customer Addresses, or when overriding and address directly on a Sales Order Header. See Sales Order Taxation for more details.
Unit of Measure Master & UOM Conversion Factors: In Order to have a unit of measure available while adding SO Lines, there will need to be a UOM Conversion Factor with Conversion Type Sales to Inventory, between the UOM selected for the Sales Order Line and the UOM of the Inventory Item linked to the SO Line.
Product Groups & Products: Product Groups assist in the creation of Products, which are needed in order to create Sales Order Lines. The Product Type and configuration setting of the record will impact the processing and maintenance of the SO Line. The Product will carry all the information required to create the SO Line, such as which Price to fetch, Inventory Items availability for the Line, which components to be associated with the SO Line and how, the processing lead times for the product, etc. Related to the Product, below are some other records that can be added and provide extra versatility when adding SO Lines:
Product Component: Can be added to Products and provide the capability of creating Sales Order Line Components for SO Line referencing the Product.
Product Master Inventory Items Tab: Can be added to Products and provide the capability of choosing an Inventory Item other than the one on Product Master > Inventory tab, when adding SO Lines.
Product Master Inventory Division Tab: Can be added to Products and provide the capability of choosing an Inventory Item from a different Inventory Division than the one specified on Product Master > Inventory tab, when adding SO Lines.
Sales Order Reason Codes: Required when cancelling a Sales Order Header before Fulfillment has taken place.
Service Items: (Optional) These are different from Products with Type Service as they can be added as Product Components to Products which will create Non-Inventory Components linked to the SO Line for said Product. This can also be added directly to the SO Line by adding the Non-Inventory Component using the Sales Order Line Components pop-up on non issued Sales Order Lines.
Optional setup records related to Pricing and Discounts. When Sales Order Lines are added, the system will surf through all the different pricing related records and setting in order to provide accurate pricing & discounting suggestions for the line. For Sales Order Entry pricing & discount hierarchy see Price Discount Logic.
Price Books: Can be applied to a Sales Order and/or Sales Order Line, and it will be the higher level of the pricing hierarchy.
Customer Agreements: Can be set as default for a Customer or selected on a specific Sales Order and/or Sales Order Line and will
Customer Product: Used to further define the relationship between a given Customer and a Product Master in terms of Pricing settings (including Price by Date -with option to further define price by Date and Volume- and Product Discounts by volume), Product Name & Description display on Customer-facing documents, Accounting, inventory issuing locations etc.
Sales Contracts Overview: It is possible to assign contracts to Sales Orders, or generate Sales Orders from Contracts, which provide management of a wide range of services such as control of Product Sales, Recurring Billing, Contract Charges, etc.
Direct Purchasing: Provides enhanced functionality such as drop-shipping and inter-system orders. This requires necessary setup steps that should be completed beforehand.
Related Lists on Visual Force Pages: It is possible to add related-lists to the Sales Order Header page for those objects that have a lookup relationship or that are details on a Master-Detail relationship, to the Sales Order Header object. The user should perform changes on the Menu record (Navigation: Site Map-Menu Bar) with name Sales Order Entry and an empty value for field Menu Configuration.
salesorder_preloadproducts: If True, the products are pre-loaded for the sales order entry pages and will directly be displayed after the product Type is selected and the user moves to the Product inputfield. Otherwise, the standard auto-complete logic is used, and calls will be performed to the server as characters are typed in.
salesorder_maxEditableLines: Maximum number of lines admitted in order to use the Normal SO Entry. Defaults to 12 if the setting is not present.
salesorder_maxGlobalLineUpdates: Sales Order Maximum Global Line Updates. If the entry is not present, the default value is 100.
salesorder_saveasbatch: Saves the Sales Order and content as a batch.
soprodsearch_maxresults: The value of this setting is the Number of results to return while querying products using Product Search. Defaults to 100 if the setting is not present.
