Entering Direct Sales Orders

Use direct orders to ship items directly from your vendor to the customer and bypass your warehouse. Direct orders are convenient for large items that you do not have locations for. In addition to using the standard instructions below, you can also create a direct sales order by changing the sales order mode. See Creating a Direct Order Using the Direct Mode below for following steps for more information.

Note: A vendor can be changed on an open generation of a direct order even if the same order has an invoiced generation in a closed period.

About Costs on Direct Sales Orders

For information on how the system can be set up to get the best cost for your company on direct sales orders, refer to the help topics that describe the following control maintenance records:

To enter a direct order:

From the Orders menu, select Sales Order Entry to display the Sales Order Entry Body screen.
In the PrcBr field, if accessible, type the number that identifies the branch that receives credit for the order.
In the ReqrDate field, if accessible, type the date by which the customer must receive the order.
In the Ship To field, enter all or part of the customer's name to do one of the following:

Note: If this is a new customer, type New and press Enter. See Entering New Customers During Order Entry.

If...	Then...
the order selection screen displays	continue with the next step.
the Customer Primary Index list displays	select the customer from the list and press Enter to display the order selection list.

Select New from the order selection list and press Enter to return the customer's information to the Sales Order Entry Body screen.
For each item the customer wants to purchase, complete the following fields:

Note: Depending on your column view, you may be able to enter additional information.

Field

Description

Qty/Unit

The amount of the item to sell, and its proportions as it is packaged for sale, such as 1 each (ea), 1 box (bx), or 1 case (cs). You can enter only the quantity, if needed.

Product Description

The description of the product to be sold. This can be an actual product; a product kit; or a charge, such as an assembly charge or miscellaneous charge. For more information, see Searching for Products.

Note: When you enter an item, the system may prompt you to select a unit of measure. Select the unit from the list and press Enter.

Use the following Body screen hot keys, as needed.

To...	Use this hot key...
add comments to the order or a product	Comment The Comments screen displays.
review additional information about the order, such as commissions or pricing details	View A list of possible column views displays. Only authorized users can access some views.
enter a nonstock product or lot billing item	NonStk/Lot If you select a nonstock product, the NonStock Entry screen displays. If you select a lot item, the Lot Item Status screen displays.
add or edit administrative details for the order, such as a customer PO number	Header The Sales Order Entry Header screen displays.
add a substitute product or recommended add-ons	Subs The Substitute / Add-On Sale Items screen displays.
print user-defined documents or labels	Label The User Defined Document/Label Printing screen displays.
schedule a backorder	Sched The Scheduling screen displays.
import order entry data (from a salesperson's hand-held device, for example)	Imp The Order Entry Data Import screen displays.
assign ship date information to the order	ShipDates The Shipment Dates screen displays.
override the default pricing on the order	Pricing The Pricing Override screen dipslays.
enter or change the order to a different type of order, such as a bid or direct shipment order	Mode A selection list displays. Select a mode and press Enter. Note: If you change a direct order that contains return items on it into a regular sales order, the system prompts you to review and change the return type for those items.
create a subtotal for a group of products	Subtotal The Subtotal screen displays.
enter payments or extra charges on the order	Totals The Sales Order Entry Totals screen displays.
search for a specific product or line item on an order with line items that span two or more pages	Find When prompted, enter a keyword and press Enter.
credit or rebill an order in a closed accounting period	Cr/Rbl When prompted, specify whether to credit only, rebill only, or credit and rebill and press Enter.
determine your profit or verify the last price the customer paid for the selected item	Quick Prc The Last Price Verification screen displays.
view a list of additional options	Inq The Sales Order Inquiry screen displays.
reorder the customer's previous product selections	ReordPad The Reorder Pad screen displays.
change the currency used for the transaction	$ This hot key is located in the upper-right corner of the screen. For direct orders, you are prompted to choose which side of the transaction you want to change currency for: the sales side or the PO side. For more information, see Viewing Currency Exchange Information.

Press Esc to do one of the following things:

If...	Then...
the Sales Order Entry Header screen displays	enter the customer's P/O (Purchase Order) number and any other required administrative information and press Esc to display the Sales Order Entry Status screen.
the Sales Order Entry Status screen displays	continue with the next step.

In the Order Status For column, enter Direct and press Enter.
When prompted, in the Ship From field, enter the vendor the product will ship from.

If...

Then...

the vendor name displays

continue with the next step.

a list of vendors displays

select the vendor from the list and press Enter to display the vendor information.

If prompted to enter freight terms, do so.
Enter any other desired vendor information and press Esc to return to the Status screen.
In the ShipDate column, enter the desired ship date.
In the Ship Via column, enter the desired third-party carrier, if any. You can leave this field blank in most cases.
Do one of the following things:

If...	Then...
the customer is required to pay when placing the order	press Esc to display the Sales Order Entry Totals screen. Enter the payment information and press Esc to process the order and return to the Sales Order Entry Body screen.
the customer wants to make a payment when placing the order	use the Totals hot key to display the Sales Order Entry Totals screen. Enter the payment information and press Esc to return to the Sales Order Entry Status screen. Press Esc again to process the order and return to the Sales Order Entry Body screen.
no payment is required when placing the order	press Esc to process the order and return to the Sales Order Entry Body screen.

Creating a Direct Order Using the Direct Mode:

Create or open a sales order and display the order's Body screen.
Use the Mode hot key to display a list of options.
Select Direct Shipment from Vendor and press Enter to display the Purchase Order Entry Header screen.
In the Ship From field, enter the name of the vendor who will ship the order to your customer.
Enter freight terms and any other required Purchase Order Entry Header field information.
Press Esc to return to the Sales Order Entry Body screen.
Enter the order's products and prices, administrative information, and payment information, as needed, to process the order.