Enter the Sales Order Header

These fields display in the Sales Order Maintenance (OE), One-Step Invoice Entry (RE), EDI/Sales Quote Maintenance (QOE), and RMA Maintenance (RMA) programs. See Background and Road Map for more information.

Click New or enter # if you want the program to assign the next available order number. Use the Numbering System Setup (XOC) program to set up an order numbering scheme.

OR

Enter a unique identifier (up to 12 alphanumeric characters) for the order number you want to create. You can do this only if the Allow override? option is selected for sales orders in Numbering System Setup (XOC).

OR

Enter an existing sales order number or click the Lookup icon and use the standard lookup options to select an order from a list. The selected order header is displayed.

OR

Enter * to set up a default record that contains the most likely choices for fields. See Create a Default Record for a Maintenance Program. The defaults you set up are shared with the Sales Order Maintenance (OE) and One-Step Invoice Entry (RE) programs.
For a new order, enter the customer number or click the Lookup icon and use the standard lookup options to select a customer a list. You can enter/select a ship-to number in the same manner. Click Other info to continue entry of the order for the selected customer.
Enter or change data in the following fields:

Field Name	Type / Max Length	Action / Description
Order number	Display	The number of this order
Customer number	Display	The customer that placed the order; the order status and shipment status, if available, displays below the customer number.
Ship-to	Conditional/Optional 10 alphanumeric	Select a ship-to or accept the displayed selection. If the Ship-to field was left blank, the program uses default ship-to number from Customer Maintenance (CM) , or you can click Other info and select a ship-to. If the entered ship-to number is not a valid ship-to number for the ordering customer, the program looks for a customer number that matches the entered ship-to number. If one is found, that customer's address is used as the ship-to address. Click Other info if you want to change the ship-to number. The operator is prompted to: click Address to use only the ship-to address or click Both to use the address and other fields from the ship-to record in the Customer Ship-to Maintenance (CSM) program or click Cancel to restore the original number or blank.
Cust PO number	Conditional 25 alphanumeric	Enter the customer's purchase order number. If the PO required? field in the Customer Maintenance (CM) program is set to Y, D, or W for this customer, you must enter a PO number. Return material authorizations do not require a PO number.
Date ordered Date auth	Required 10 date	Accept the login date, select a different date, or enter a date shortcut. For RMAs, the field label is Date auth; it is the date the return was authorized.
Date wanted Return by	Required 10 date	Select the date that the customer wants the items to be shipped, enter a date shortcut, or accept the login date. For RMAs, the field label is Return by; it is the date by which goods must be returned. This date becomes the default for the Date wanted and Expected ship fields on the lines.
Sales branch	Required 4 alphanumeric	Accept the displayed sales branch code or select a different branch for this sale/return. The branch you select must be in the inventory group you were assigned to in the User Maintenance (UIM) program. The default branch comes from your login branch on a new order.
Ship branch Return branch	Required 4 alphanumeric	Accept the displayed ship branch code or select a different branch for this sale/return. The branch you select must be in the inventory group you were assigned to in the User Maintenance (UIM) program. For RMAs, the field label is Return branch; it is the branch that you want the customer to return the goods to. RMA documents will use this branch address. The default branch comes from the Customer Maintenance (CM) or Customer Ship-to Maintenance (CSM) program.
Ship partial?	Conditional	Select if you want to allow a partial shipment or leave blank if you do not. The default comes from the Customer Maintenance (CM) program.
FOB	Optional	Accept the displayed Freight On Board code, which identifies when ownership of an order transfers, or select a different code. The default comes from the Customer Maintenance (CM) or Customer Ship-to Maintenance (CSM) program.
Freight terms	Optional	Accept this customer's standard method of payment for freight or select a different code. The default comes from the Customer Maintenance (CM) or Customer Ship-to Maintenance(CSM) program. If the selected code in the Freight Codes Maintenance (TFP) program has Bill for freight? selected and a flat freight rate has been established, the amount is added as estimated freight when the order number is created.
Ship via	Optional	Accept this customer's preferred carrier or select a different code. The default comes from the Customer Maintenance (CM) or Customer Ship-to Maintenance (CSM) program.
Ship via account	Optional 20 alphanumeric	Enter the carrier's account number for freight billing purposes. The default comes from the Customer Ship-to Maintenance (CSM) program.
Incoterms code	Optional	Accept this customer's Incoterms (International Commercial Terms) code or select a different code. The default comes from the Customer Ship-to Maintenance (CSM) program. If populated, Incoterms (rather than FOB) is printed on order documents.
Sales rep 1	Required	Accept the assigned sales representative for this customer, select a different sales rep, or click the Lookup icon and use the standard lookup options to select a rep from a list. The default value comes from Sales Rep Assignment (SRAM), Customer Maintenance (CM), or Customer Ship-to Maintenance (CSM). Note If the Enable commission rates per line? system option is selected, changing splits on the order header has no affect on commission calculations. See Set Sales Commission Options. Click Comm splits if you need to enter or view sales reps 2-4.
Split 1	Required 3 numeric	Accept the portion of a sales order or line total upon which the sales rep's commission is to be calculated or enter a different portion. Click Comm splits if you need to enter or view splits for sales reps 2-4. For example, an outside sales rep may be paid commission on 100% of the order amount. An inside sales rep may be paid commission on 50% of the order amount. A sales manager may be paid commission on 20% of the order amount. The commission is calculated: Amount subject to commission x Split x Rep's commission rate. Splits do not have to total 100%. Note If the Enable commission rates per line? sytem option is selected, changing splits on the order header has no affect on commission calculations. See Set Sales Commission Options.
Cust serv rep	Optional	Accept the displayed customer service representative code or select a different code. The default customer service representative comes from the Customer Maintenance (CM) program; the list of CSRs is populated with system users from User Maintenance (UIM).
Gross disc %	Optional 5 numeric in the format 999.99	Accept the displayed discount or enter a different discount percent. For example, if discount to be applied to the gross amount of the order is 2%, enter 2.00. The default comes from the Customer Maintenance (CM) program
Accrued disc %	Optional 5 numeric in the format 999.99	Accept the displayed discount to be applied after the gross discount has been applied or enter a different percent. For example, if this discount is 1.5%, enter 1.50. The default comes from the Customer Maintenance (CM) program.
Misc disc %	Optional 5 numeric in the format 999.99	Accept the displayed discount to be applied after the gross and accrued discounts have been applied or enter a different percent. For example, if this discount is 1.25%, enter 1.25. The default comes from the Customer Maintenance (CM) program.
Memo reason	Conditional / Optional 5 alphanumeric	Select the code that explains why you are issuing a credit or debit memo. This field is available only when you enter a credit memo or debit memo.
Internal document?	Optional	Select if you do not want the order document sent to the customer or leave blank to use the document's copies settings in the Document Output Parameters Maintenance (TDOC) program.
Address window	Display	Bill-to and ship-to addresses are displayed in a window with a vertical scroll bar. Click the Address button to change this information.
Entered	Display	The user ID of the person who entered the order and the date and time it was entered
Special instr	Optional 42 alphanumeric	Select a standard special instruction or enter special instructions to be printed on sales and shipping documents.
Priority	Optional 2 alphanumeric	Accept the displayed code or enter a code to be the default for the lines on this order. The default is from the customer's record in the Customer Maintenance (CM) program.
Rev	Optional 4 alphanumeric	If you are changing this order, enter a number that identifies the revision for this order. You can use this field to identify changes the customer made to the original order. This field is not used by the system, but you can use it for tracking and in custom reports.
Dept number	Optional	Accept the displayed department or select a different department that gets credit for this sale. The default comes from the Customer Maintenance (CM) program.
Sales org code	Required	Accept the displayed code for the GL organization for this sale or select a different code. The default comes from the Sales org code field in the Customer Ship-to Maintenance (CSM) or Customer Maintenance (CM) program. If blank, the default is the GL org code for your login branch in Branch Maintenance (TBM) program.
Price code	Optional	Accept the displayed price code for this customer or enter a different code for the pricing structure that applies to this order. The default comes from the Customer Maintenance (CM) or Customer Ship-to Maintenance (CSM) program. For an RMA created from a service agreement, the default comes from the Service Agreement Tracking Maintenance (WTM) program.
AR terms	Required	Accept the displayed payment terms code for this customer or select a different code. The default code comes from the Customer Maintenance (CM) program.
Tax code	Optional	Accept the displayed tax jurisdiction code and sales tax rate for this order or click the Lookup icon and use the standard lookup options to select the code from a list. The default tax comes from the Customer Maintenance (CM) or CCustomer Ship-to Maintenance (CSM) program.
Sales tax license 1 - 2	Optional 25 alphanumeric	Accept or enter the customer's resale license. Note This field may have a different label based on the Sales tax license desc 1 and Sales tax license desc 2 selected in System Options Maintenance (XM) Enterprise Options. See Background for more information.
Sls region	Display	The sales region for this customer assigned in the Customer Maintenance (CM) program or for this ship-to number assigned in the Customer Ship-to Maintenance (CSM) program
Dest customer	Optional	Accept the default if you are shipping to the customer that purchased to goods. Whether the default is the sold-to customer or blank is controlled by the Default destination customer system option. See System Options Maintenance - Order Processing Options). Note This field may not be changed after a credit or debit memo is issued for an RMA.
Contact	Optional 35 alphanumeric	Select a customer contact or enter the contact name you want to print on sales and shipping documents. Typing a name does not add it to the contacts for this customer. You should run the Customer Contact Maintenance (CLM) program. You can also click Jump, select that program, and add the contact. Then click OK to return to this program.
Order gross	Display	The total price of items ordered: (Quantity x Unit price) - Line discount followed by the customer's currency code
Deposit	Display	The amount of a customer deposit that has been applied to this order
Item weight	Display	The total weight of the ordered items. For each order line: (Open quantity x Weight per UOM from the item's record in the Branch Item Maintenance (IMB) program)
Est order wgt	Display	The total estimated order weight is the Item weight plus packaging. See Estimated Order Weight.
Est msc	Display	The total estimated miscellaneous charges for the order
Est frt	Display	The total estimated freight for the order
Additional information	Display	Examples: Credit hold followed by the reason Manual hold followed by the reason Cancelled followed by date the order was cancelled, the reason and the status before it was cancelled Credit card order followed by the card name

Choose the appropriate options:

Note
Depending on the type of order and its status, not all buttons described below may be available

Do This

Change a field

Move the cursor to the field and make required changes. Click Apply to accept the changes or click Cancel to reject them

Change the ship-to number

Click Other info.

Enter notes for this order header

Click Notes. See Enter Notes.

Enter data in custom fields your company uses

Click User. See Enter Data in User or Shadow File Fields.

This button displays only if you have set up user fields for this program in the User Fields Maintenance (XMO) program.

Go to a related program

Click Jump. See Jump.

Display the changes made to this order

Click Audit and if primary and secondary files have audit trails, then:

Click	To
Primary	Display changes to header fields
Secondary	Display changes to address fields
Back	End this action

See Display an Audit Trail.

This button displays if audit trails for orders/shipments/RMAs have been activated in Audit Trail Maintenance (XAT).

Change how commission is split

Click Comm splits.

This button is available if you calculate commissions manually (i.e., Commission processing active? is not selected in System Options Maintenance - Sales Commission Options).

Change the ship-to or billing address for this order

Click Address and then:

Click	To
Ship-to	Change the ship-to address
Bill-to	Change the billing address
Freight	Enter a third-party billing address for freight
Return br	If this is an RMA, select the address to which you want goods returned. Branch addresses are set up in Branch Ship-to Maintenance (TBSM).
Copy ship-to	Copy the ship-to address to the bill-to; click Yes to confirm
Copy bill-to	Copy the bill-to address to the ship-to; click Yes to confirm
Back	Exit without changing

See Enter or Change an Address.

Notes

You can change addresses for orders if Allow address changes in order entry? is selected in System Options Maintenance - Order Processing Options (XM).
You can change addresses for RMAs if Allow address changes in RMA? is selected in System Options Maintenance - Return Material Options (XM).

Enter the items the customer is ordering

Click Lines. If you are entering a new order, you do not need to click Lines; the program advances to line entry once the order header is complete. See Enter a Sales Order Line or Enter a Sales Order Line Using Qic-Entry.

Enter a payment or apply a deposit to this order

Click Payment and then:

Click	See
Credit card	Select a Credit Card
Deposit	Apply a Customer Deposit
Back	Exit without entering a payment

Display the gross and net amounts for this order or enter freight and miscellaneous charges

Click Totals. See Freight and Miscellaneous Charges.

Place an order on hold or release it from hold

Click Hold order. See Order Hold Status.

Copy all lines from a previous order into this order

Click Copy order. The program prompts for the order number to copy, whether to use prices from that order, and if you want notes and user fields copied.

(Optional) Click Refresh to display the name and number of the customer that placed the "from" order you specified.
Click OK to copy all the lines from the order you specified into the current order. When the copy is complete, order lines are listed.

OR

Click Cancel return to the order header without copying the order.

Create a shipment for obligated lines of approved orders

Click Create ship. The program displays the message Shipment [number] has been created for [order number]. Click OK to acknowledge. The order status changes from New Order to In process.

Note
Ship partial? must be selected to create a partial shipment.

If you selected the Prompt for ship-thru date? Program option, the program prompts Include all material not currently on a shipment and obligated through [date] and Ignore ship date for partial selections?.

If required, change the expected ship date. Select Ignore ship date for partial selections? to add obligation lines chosen during partial to the shipment regardless of the date.

Close this order

Click Close order. See Close a Sales Order, Quotation, or RMA.

Set or change user options for this program

Click Prog opts. See Set Order Entry Options.

Display approval status

Click Approvals then select order or invoice. See Display Sales Order Approval Status or Display Sales Invoice Approval Status.

This button displays only if approvals are required.

View or import documents associated with the order

Click Documents.

Click View to view archived and imported documents, See Display Document Archive. The View button is active only if archived documents are available.
Click Import to import a document for this invoice.

See Document Archiving and Document Import for more information.

Issue a credit memo and/or replacement order now

Click Quick memo.

Click	To
Issue credit	Issue a credit memo
Replacement	Create a replacement order and debit memo
Back	End this action

The Issue credit button is not available if you selected the Create credit memo at time of receipt? option in the System Options Maintenance (XM) program (Return Material Options) and did not enter a quantity in the Issue credit memo field for the line.

The Replacement button is not available if you selected the Create replacement at time of receipt? option in the System Options Maintenance (XM) program (Return Material Options) and did not enter a quantity in the Issue replacement order field for the line.

The Quick memo button is not available if you selected both options and did not enter a quantity in either field.

If you click Issue credit, the program displays the message Credit memo [number] has been created. Click OK.

If you click Replacement, the program displays the message Replacement memo [number] has been created and may be processed through the shipment system. Click OK.

Change the branch to issue the credit or debit memo

Click Memo branch and then select the Credit and Debit memo branch.

Accept changes and leave the data displayed

Click Apply. This button is active only is you have made changes and have not yet accepted them.

Accept the data

Click OK. If this is a new order, clicking OK advances to line entry. See Enter a Sales Order Line or Enter a Sales Order Line Using Qic-Entry.

Exit the program

Click Exit.