Cust Code - Displays the customer code

Name & Address - The customers billing address where the sales order or quote will be addressed to is shown.

Contact - The primary contact is displayed (Accounts Contact).

Del Code - Enter the delivery code that relates to the delivery address the order will be sent to if different to the billing address. Multiple delivery codes/addresses can be stored for each customer.

Delivery Address - The address for the delivery code that has been selected.

Contact - The primary contact for the delivery address will be displayed, if no delivery code is selected the customer's Sales Contact will be displayed.

Sales Rep – The Sales Rep code will automatically populate with the sales rep code on the selected customers masterfile, or the sales rep for the operator entering the order depending on the system parameters. This can be changed if required by entering the new sales rep code or clicking to search.

Order Date - Displays the date the order was entered.

Pick Date/Time - These fields will automatically populate with the current date and time. Users can enter a different date and time for the order to be generated (or picked) if the order is to be sent to the customer at a later date and/or time. For more information about picking runs please refer to the Print Picking Slips & Picking Run.

Cust Ord Num – Enter the customer order number or a reference to the order that the customer has provided.

Web/EDI Order – If the company has a Web Order interface the Web/EDI order number will automatically populate. Please refer to Web Order Enquiry/Maintenance for more information.

W/H Code - The warehouse code where the goods will be despatched from. Multiple warehouse codes can be recorded for selection when multiple warehouses exist.

Shipping Details/Purchasing Type contains the primary shipping method and how the customer would like the goods shipped.

•Ship Via - The shipping method that will be used to ship the goods. Please refer to Ship Via/Courier Masterfile Maintenance for more information.

•Part Ship - When selected, the customer allows the order to be shipped in parts. This is usually when an item on the order is not in stock and is ordered in to be sent at a later date.

•No Part Ship - When selected, the customer does not allow the order to be shipped in parts, if a back order is created for a non-stock item the entire order is held and shipped after all of the items have come in.

•Direct Delivery - When selected, the order is to be shipped from the supplier directly to the customer.

•Exclusive Buy-In - An exclusive buy-in order will not allocate any goods from stock but instead will backorder all items to be ordered in from a supplier. BBS will ensure that the items ordered in from suppliers for an exclusive buy-in are not allocated to other customer orders that may exist in the system for the same products. This option is usually used for items which are custom in some way (such as printed, embroided, or specially manufactured items) where it is important that the exact item bought in for the customer is the exact item that is sent out to the customer.

•Manual Stock Allocations - When selected, will backorder all items. Stock will not be allocated to the order unless manual stock allocations is deselected.

Standard Messages - Displays default standard messages for the Customer (ie. order cut off times for Christmas).

A number of options can be selected in the Sales Order Options section, clicking the drop down arrow allows users to change the sales order/quote type and if selected they will result in the following;

•Standard Sales Order/Quote - The order will be created as a Standard Sales Order or Quote.

•Charge & Hold Billing Order - The order will be created as a Charge & Hold Billing Order.

•Charge & Hold Release - The order will be created as a Charge & Hold Release Order.

•Loyalty Points Claim - The order is a reward from the loyalty program.

•Price Comparison/Order Form - The quote will be created as either a Price Comparison or Customer Order Form. Please refer to Price Comparison/Customer Order Form for more information.

•Equipment/Service Agreement Order - The order will be created as an equipment/service agreement order. Please refer to Equipment/Service Agreement Order for more information.

•BTS Booklist Quote - The quote will be created as a BTS Booklist Quote. Please refer to Creating BTS Booklist Quotes for more information.

•Prices on Delivery Docket - When ticked, the prices will show on the delivery docket.

•Send on Packing Slip - When ticked, the order will be sent with the packing slip. A packing slip is a delivery docket without company details at the top and can be used when you are performing third party deliveries on behalf of your customers.

Exit - Will close the screen and a pop-up will ask users if they are sure they want to exit without updating changes

Print Order -Allows users to print the sales order

Next - Navigates users to the Lines tab.

The Line Detail section is where the product details are entered into the order, each product entered will show as a separate line when Added.

•Line - Displays the line number that the product relates to.

•Product - Enter or search for the BBS product code for the product that will be added to the order, when the product code has been entered the UOM (unit of measure), Alt UM (alternative unit of measure) and product Description will automatically populate.
 
If the required product doesn't exist in your system users can type the word NEW to create a new product code request (please refer to New Product Code Request for more information).  
 
Users with access permission can also enter GL to find and/or create a non-diminishing product code that journals the sale amount directly to a general ledger account (please refer to Creating GL Product Codes for more information).
 
Where a product is required to be ordered in for a customer but is unlikely to be sold again users can enter the product code of NI which will create a New Item where users can manually enter the description and sell price. When the order is saved the NI code will automatically populate with the next available numerical number as a suffix.
 
Users can also insert a message line or a blank line to separate product codes if required by entering the M product code and changing the description or deleting the description before adding the line.
 

•Line Comm - Users can enter a line comment about the product if they wish. Clicking the will allow users to add multiple lines or the blurb for the selected product if one exists.

•Qty to Order – Enter the amount that the customer would like to order. The quantity available shown is the amount of the product that is in stock. When a multi quantity product is selected the calculator button will change allowing users to enter the multi-quantity breakdown. Please refer to Multi-Quantity Entry for more information.

•Qty Allocated – The quantity allocated will automatically populate up to the quantity ordered and up to the amount of available stock (except for Exclusive Buy-Ins and Direct Deliveries which are always backorders). Users can allocate a different quantity to the amount ordered (ie. if the customer has ordered 5 items and there are 5 left in stock, you may want to leave some in stock and back order the remaining for the customer). Please refer to Deliberately Backordering Products for more information. Where the selected product is a Lotted Item the calculator button will change allowing users to change the lot/batch that was automatically allocated to it based on each customers system parameters (either FIFO or LIFO). Please refer to Lotted Items - Select Lot/Batches for more information.

•Sale Price - The price that the goods will be sold for (Pricing can be altered, and the Customer/Product Pricing Pop-Up screen can be accessed by clicking the ).

•Extension - Displays the sales price multiplied by the quantity of the product that is ordered.

•GST - Displays the total amount of GST of the product that has been ordered, the GST amount is calculated from the extension so it will be based on the quantity ordered not the single quantity sale price.

•Cost Price - Displays the cost price for a single unit of the product.

•G/P% - Displays the gross profit made on the product for this order which is shown as a percentage.

•Purch Comm - Allows users to enter a purchasing comment if required that will alert the purchasing department that a purchasing comment exists. This can be useful when the selected product is required to be purchased from a specific supplier to be guaranteed a special price etc. Clicking the will allow users to enter a preferred supplier for the backorder, and/or to add multiple lines.

•Add/Update Line (F7) - Adds the product to the sales order/quote

•Clear Line - Clears the current line and removes the product from the sales order

The buttons can be used to move the lines up and down in sales orders that have yet to be saved and in all quotes.

The Cust/Product details section displays information relating to the customers pricing and sales history for the selected product.

A list of prices for the selected product are displayed with the last blue price being the one that will be charged to the customer which will be overridden by the last pink price if available.

•Last Sold - Displays the quantity, sell price and date of when the selected product was last sold to the selected customer

•Last Quoted - Displays the quantity, sell price and date of when the selected product was last quoted to the selected customer

•Product Enq - Navigates users to the Global Inventory Enquiry.

•Cust/Prod Details - Navigates users to the Customer/Product Information screen where more information about the customers pricing and sales history for the selected product is displayed.

•Related Prod (F9) - If the selected product has related product/s that have been set up the button will be highlighted green, clicking the button will display the Related Products Pop-Up with a list of the related products to choose from, this can be useful when up-selling or if the ordered product is not in stock. Please refer to Related Products Pop-Up for more information.

•Supp Stock Lvls - If Supplier Stock Levels have been integrated with BBS these will be displayed when this button is clicked.

A list of the products that have been added to the order will display in this screen, each product will be shown on a separate line with the product order details;

•Ln - Displays the line number for each product that has been added.

•Product - Displays the product code(s) for the product

•Description - Displays the description of the product.

•O - Displays the quantity that has been ordered.

•I - Displays the quantity of the product on this order that has already been invoiced.

•A - Displays the quantity of the product that has been allocated to the order.

•B - Displays the quantity of the product that has been put on back order to be supplied at a later date.

•UM - Displays the unit of measure that the product is sold in.

•Price - Displays the single sell price for the product.

•Extension - Displays the price for the total quantity of the product that has been ordered.

•Status - Displays the allocation status of the order eg. if it has been fully allocated from stock, part allocated as part of the order is on back order etc.

•G/P % - Displays the gross profit made on the product. The gross profit for the total order also displays in this screen (the G/P % column will not show to the customer).

Double clicking a line will allow users to remove the product from the order or alter the quantity, price, comments etc.

Quick-Add (F8) - Navigates users to the Quick Add Products to Sales Order/POS Sale screen which will display a list of products that have been ordered by the customer previously that are available to be selected and added to the existing order. Please refer to Quick Add Products Pop Up for more information.

Direct Delivery Enquiry - Navigates users to Direct Ship Entire Orders - Supplier Stock Levels screen.

More Options:

•Import Line Items - Will import products from an Excel spreadsheet. Please refer to Import Line Items for more information.

•Recalc Alloc Qtys - Will recalculate and allocate quantities for the quote, this button will show if the order has been created from an existing order or quote.

•Apply Discount to All Items - Navigates users to the Sales Ordering - Apply Discount pop up window. Please refer to Apply Discount to All Items for more information.

•Multiply/Divide All Line Quantities - Navigates users to the Sales Ordering - Multiply Quantities pop up window. Please refer to Multiply/Divide Line Quantities for more information.

•Reset Pricing - Allows users to reset the pricing on all lines by selecting the relevant pricing level in the list. Please refer to Reset Pricing for more information.

Back (F5) - Navigates users back to the Header tab.

Next (F6) - Navigates users to the Finalise tab.

The Order Messages section is where messages that have been added regarding the order will show. The message Type will be Visible or Hidden - Visible messages are for the customer and will show on the documents that are provided to the customer where Hidden messages are for the staff and will only show on internal documents. Clicking the will display a list of standard sales messages for the selected customer and/or system wide sales messages.

Order Summary – Displays the basic summary of the order including the total price of the order and freight. Freight can be added at this stage if it was not added or known earlier, users can also amend freight charges at this stage if required. Note: Freight charges entered are exclusive of GST. An override password will be required when charging freight to a customer where there is a system-wide or customer freight free minimum charge for orders below a nominated amount.

Where freight is to be advised and added at a later date users can tick the Freight Charge TBA box which will notify users at invoicing that a freight charge is to be added.

The basic Shipping Details for the order are shown, these can be added at this stage if they were not added or known earlier or amended at this stage if required.

Other Options contains tick boxes that can be selected for further refinement of the order, options are;

•Pay on Pickup/COD - When ticked, and payment has not been received in full users will be notified prior to confirming/invoicing the sales order that the order is marked as Pay on Pickup/COD and the below pop up will display confirming that users wishes to confirm the order without  payment.

•Place Order on Hold - When ticked the order will be put on hold and will not be sent for picking until the box is unticked removing the order from hold. This is useful if you are waiting for the customer to get back to you about something, or the customer is planning to add more to the order later.

•Send Order Confirmation - When ticked users will be asked to confirm they would like to send a sales order confirmation to the customer.

•Pre-Paid Order - When ticked payment will be required prior to the order being sent with payment details being requested when the order is saved.

•Save Quote (F7) - The order will be saved as a quote. When the customer accepts the quote, users will be required to maintain the quote and select Save Order (F6) on the Finalise tab. The order will then be sent to the picking run. Users who don't use the picking run module will be asked if they wish to print the sales order. To print Picking Slips please refer to Print Picking Slips & Picking Run

•Save Order and Auto-Invoice - The order will be saved and an invoice for the customer will be generated. Please refer to to Invoice/Confirm Sales Order for more information.

•Back - Navigates users back to the Lines tab.

•Save Order (F6) - Will save the order and send it to the Picking Run. Users who don't use the picking run module will be asked if they wish to print the sales order. To print Picking Slips please refer to Print Picking Slips & Picking Run

•Cancel Order (F9) - Cancels the selected sales order or quote.

New Order - Creates a new sales order/quote. When New Order has been selected a prompt will appear to enter the customer code that the sales order/quote relates to, or click to search.

New From Existing - Select New From Existing to copy an existing quote or sales order that can be changed or added to. Please refer to Sales Order/Quote - New From Existing for more information.

Copy from Existing Quote/Order:

Sales Quote/Order - Enter the quote/order number you wish to copy from or click to search

Original Customer - Displays the customer code and name that the selected quote/order number was originally created for

Original Date - Displays the date the selected quote/order was originally created

Select Order Lines - Clicking the allows users to select the sales order/quote lines that should be copied to the new sales order/quote.

To New Quote/Order:

Customer - Enter the Customer code you wish to copy the Quote/Order to or click to search

W/H Code - Enter the warehouse code of where the goods will be despatched from (automatically populates with the default warehouse code)

C&H Release - When ticked the sales order/quote will be created as a Charge & Hold Release order. Please refer to Charge & Hold Module for more information.

Recalculate Pricing - When ticked, BBS will recalculate the prices on each sales order/quote line copied across to the customer's default price.

Copy Notes/Attachments - When ticked, all the notes and attachments on the sales order/quote will be copied across to the new sales order/quote. If there are files attached, these will be duplicated and renamed to include the new sales order number to avoid overwriting another attachment.

Create New Quote/Order - Will create the new sales order/quote allowing users to make any necessary changes required prior to saving.