Sales Order > Sales Order > Create Sales Order/Sales Quote Overview > Create Sales Order/Sales Quote

The Line Items page allows you to enter and review the line item transactions for this sales order. You can enter the customer's orders in the Line Items grid, one item per grid line. You may view and edit line item information in the line items grid.

Note: Although the process of creating sales orders and quotes are handled by separate functions, much of the procedures and screens involved are similar. The discussion to follow will use the term “Sales Order” to refer to both sales orders and quotes unless indicated otherwise.

To enter line items and other relevant information in the Line Items page of the Create Sales Order function, perform the following steps:

1.Select any of the options available on how to enter line items in the Line Items grid:

oEnter line items one line at a time

a. Activate a new line in the Line Items grid by clicking the Append row to end button.

b. Enter the inventory item number in the Item # field. You may also click the Lookup button to show the Key Search window where you can select the inventory item. Once a valid item # is entered in this field, the item's related information are displayed in the corresponding fields in the grid. The Key Search window will only display the inventory items that are stored in the warehouse indicated in the Information page.

c. For subsequent line item entries, you may click the Append row to end button to activate a line in the grid or click the Insert row before current button to insert a blank line above the currently selected line item.

To delete a line item in the grid, select the line item that you want to delete; then, click the Delete button in the grid toolbar.

oUse barcode scanner

If you have the Inventory Control module, have activated the Use Barcode Scanner feature in IC Module Setup, you can use a barcode scanner to enter line items. A Barcode field is displayed in the Line Items page and you can scan the SKU or UPC barcode IDs to enter line items in the grid. If the Update Same Line Item for Barcode Scanning checkbox is marked in IC Module Setup, scanning the same barcode ID multiple times updates the same line item record in the grid; otherwise, a new line item record is added in the grid each time the same barcode ID is scanned.

oUse Paste from Excel

You may paste line items to the grid from a Microsoft Excel spreadsheet or from any import source that is copied to the Windows clipboard. To use this feature, right-click anywhere on the Line Items grid to display a pop-up menu; then, select the option, "Paste from Excel." The line items data to be copied must be arranged in the same order as the columns in the Line Items grid to which you want to paste the data, must include all columns even if these are blanks, and must not include a header row.

Notes:

•If you enter an inventory item that does not have an inventory item record, the system will display a message box asking you whether the item is a non-stock item. Click the Yes button to confirm; otherwise, select the No button.

•The Item # field is replaced with Customer Item # field label if the Use Customer Item # option is activated in the customer record. Customer Inventory items are set up in the Customer Inventory Maintenance function.

2.Review or amend the values in the following fields:

oDescription

This field is editable if the Allow Overwrite Description option is activated in the inventory item record. This field displays the description of the line item and the default description comes from the inventory item record. Accept or amend the default item description displayed in this field. If you entered a non-stock item, you must enter the non-stock item's description in this field.

oSpecification

If you have the Inventory Specification module activated and the inventory item you entered has specifications set up, the Specification field is enabled. The Specification field automatically displays the item's specifications listing where you can select the specification code that you want to use in this invoice. You must enter a specification code in this field to successfully save the invoice. For information on how to set up item specifications, refer to the Set Up Item Specifications section.

oWarehouse

This field displays the warehouse from where the line item will be shipped. The default value comes from the Information page. You may amend this value by entering another warehouse code in this field. Accept or amend the default item warehouse displayed in this field.

Note: You may provide a different warehouse for each line item in the sales order.

oRequest Date

Accept or amend the date in this field. This information refers to the date when the customer expects the ordered goods to be shipped. The default date is the date entered in the request date field in the Information page.

oOrder Quantity

Accept the default ordered quantity value of one (1) or manually enter another value.

Note: If you amend the order quantity for a customized kit item and the Calculate Price from Components checkbox is marked in the inventory item record, AccountMate will display a dialog box suggesting that you update the kit components' prices prior to amending the customized kit item's order quantity. Click Yes to continue amending the order quantity; otherwise, click No.

oU of M

Accept or amend the default item unit of measurement displayed in this field. The default value comes from the inventory item's record in Inventory Maintenance.

oUnit Cost

If the item is a stock item, this field shows the average per unit cost of the item in the warehouse as provided for this sales order. The average cost is taken from the inventory record. Accept or amend the value displayed in this field. If the item is a non-stock item, you may enter the cost in this field.

Note: If the inventory item you entered is a non-stock item and the Check Unit Cost checkbox is marked in the SO Module Setup function, the unit cost for non-stock line items will be verified when you try to add another line item or when you try to save the transaction. If the unit cost is zero, a message box will be displayed that the unit cost for the non-stock item is zero and asking you if you want to continue.

oUnit Price

This field shows the price of one unit of the inventory item. A unit of an inventory item could be single or a six-pack, etc. You can modify the price if the Allow Overwrite Price option is activated in the inventory item record, or the line item is a non-stock item. If you enter a price that is less than the average per unit cost, the system will display a warning message informing you of such. In that case, you may amend the value you entered or continue creating the sales order with the new unit price.

Note: Both the Unit Cost and Unit Price fields will display currency codes if you are creating a sales order or quote to a foreign customer. The unit cost is denominated in home currency while the unit price is in foreign currency.

oSpecial

If the line item is a special item, this field will display either Lot, Kit or SN colored reference code. You may double-click the reference code to automatically display the Special... nested tab below.

oKit

If the line item is a kit inventory item, this field will display either a Std Kit or Custom colored reference code. You may double-click the reference code to automatically display the Kit Formula nested page. If this kit inventory item is a customized kit item, you can modify its formula in this page.

oTaxable

This option box shows whether the line item is taxable or not. A checkmark signifies that the line item is taxable; otherwise, it is not. The default value comes from the Settings Page of the Inventory Maintenance function. You can overwrite the default value if the Allow Overwrite Tax Status option is activated in the inventory record.

oTax Code

This field is enabled only if the Taxable checkbox is marked. Accept or amend the sales tax code in this field. The default value comes from the customer's record in Customer Maintenance.

oTax Units

This field is enabled only if the Taxable checkbox is marked. Accept or amend the value displayed in this field.

oTax Amount

This field displays the tax amount based on the settings of the tax code entered in the Tax Code field for the line item. This field is enabled only if the Taxable checkbox is marked. You may accept or amend the value in this field.

oWeight

This field displays the item’s shipping weight that AccountMate will apply to the default freight charge. The total freight charge is the sum of the extended weights of the line items on the invoice. The default weight is from the inventory item record. You can overwrite the value in this field if the Allow Overwrite Weight option has been activated in the Settings Page of the Inventory Maintenance function. On the other hand, you may leave this field blank if you apply freight charges based on something other than weight.

oRevenue Code

This field displays the revenue code that defines the GL Account IDs to which sales revenue, sales returns, discounts and cost of goods sold values will be recorded. The default revenue code is from the customer, inventory item or salesperson record, depending on your choice in the Track Revenue By area in the General Information page of the SO Module Setup or AR Module Setup function. You can set a different revenue code for each line item, if you have the access right and the Allow Overwrite Revenue Code option has been activated in the Settings Page of the Inventory Maintenance function. Accept or amend the default revenue code displayed in this field.

oCommission

This field displays a value if you have chosen to base your commission on inventory items in the General Information page of the SO Module Setup or AR Module Setup. This field displays the commission code that determines the level of commission that will be credited to the salesperson. The default value is from the inventory item record. You can change the value in this field if the line item is a non-stock item or if you have activated the Allow Overwrite Commission option in the Settings Page of the Inventory Maintenance function.

3.You may click the Show () button beside the Item # field to display the item Details, Remarks, Kit Formula (if the item is a kit item), and Tax Amount nested tabs.

4.1. Review the item details in the Details tab. You may accept or amend values in the fields available in this tab.

4.2. The Remarks tab contains remarks about the inventory item currently selected in the grid. The default value comes from the Remarks/Image page of the item's Inventory Maintenance record. You may amend the value in this area if you marked the Overwrite Remark on Sales Order checkbox in the item's maintenance record.

4.3. Review the item's bin information in the Bins tab. You can also enter the item's ship quantity in this tab.

4.4. If the line item is a special item, the Special... tab shows the special item's serial, lot or kit numbers available for selection. You may select the specific numbers of the units of special items for this sales order.

4.5. If the inventory item currently selected in the grid is a kit item, the Kit Formula tab is enabled where you can view or amend the kit item's formula. To modify the kit's formula, simply click the grid toolbar options available. For more information about kit formulas, refer to the Kit Formula section.

4.6. The Tax Amount tab shows the tax code details and the system calculated tax amounts based on the specified tax code. Review the tax amounts information in this tab. Any changes in the tax-related information in the line item's grid for the currently selected line item will be reflected in this tab.

4.In the Freight field, you may review, and accept or amend the default freight charges for this sales order. The default freight code in this field is defined in the SO Module Setup function.

Note: If you have set the system to calculate freight charges by weight, it will compute the freight amount based on the weight entered in the Weight field in the line item. If you want to calculate freight charges by weight, activate the Calculate Freight Charge by Weight feature in the SO Module Setup or AR Module Setup function.

5.In the Adjustment field, you may enter an adjustment amount for the sales order. The system adds the amount in this field to the total sales order amount inclusive of tax.

6.Click the View Sales History button to view previous transactions of the same line item to the same customer. Clicking this button will show the History of [xxx] Sales to Customer [yyy] screen.

Line Items

Line Items

See Also