Sales Order > Set Up SO Module Parameters > SO Module Setup

The General Information Page of the SO Module Setup function allows you to set up various general settings for your sales order, sales quotes, blanket sales order, and sales order shipment transactions, period-end closing process, and decimal places.

To complete the different parameters in the General Information page of the SO Module Setup function, perform the following:

1.In the Period-End Closing section, select the current period settings for the sales order module:

oCurrent Period

This field displays the current year and current period. The default value is the first period of your current fiscal year. When you set up the SO module for the first time, you may use the List box button to provide the appropriate fiscal year and period name. The system automatically updates the value for the period name whenever you perform the Period-End Closing function. The fiscal year value is also updated if the period that is being closed is the last period of the current fiscal year.

2.In the Decimal Places area, specify the following:

For the Unit Cost and Unit Price, you cannot change the decimal place settings to a number lesser than the current decimal place setting. The system, however, will allow you to increase the decimal place setting. When you click the OK button to save your changes a message will be displayed warning you that the unit cost and unit price decimal settings can no longer be decreased once it is saved. Click the Yes button to proceed; otherwise, select the No button.

oUnit Cost

Click the Spinner button to choose the number of decimal places (0-4) that you want to appear in the unit cost fields of the inventory item and transaction records.

oUnit Price

Click the Spinner button to choose the number of decimal places (0-4) that you want to appear in the unit price fields of the inventory item and transaction records.

Note: You must properly exit AccountMate and launch it again to effect the changes that you have made for the Unit Cost and Unit Price settings.

3.In the Default Values for New Inventory Type area, perform the following:

oQuantity Decimal

Click the Spinner button to choose the number of decimal places (0-4) that you want to appear in the quantity fields of the inventory item and transaction records. You must properly exit AccountMate and launch it again to effect the changes that you have made for the Quantity Decimal setting.

Notes: The number of decimal places you define for the Quantity field will be used as the default on inventory item records. You can change these values later in the specific records as necessary.

oCost Method

Set up the default cost method when creating new inventory type records by clicking the List box button of the Cost Method field that will be used in inventory valuation. You can choose between the Average, FIFO, LIFO, Lot Costing, Specific ID, and Standard methods; however, the LIFO method is unavailable when the Activate IFRS Features checkbox is marked in Company Setup.

4.In the Default Values for New Customer area, define the settings or mark the checkboxes that will become the default values or parameters when creating new customer records:

oFOB

Enter in this field the F.O.B code that you want to assign as the default point at which the ownership of the shipped goods will pass to your customer. You may click the Lookup button to display the Search window where you can select an F.O.B code.

oPay Code

Enter in this field the default pay code for new customer records. You may click the Lookup button to display the Search window where you can select a pay code.

oShip Via

Enter in this field the ship via code that you want to assign as the default method of shipment for customer orders. You may click the Lookup button to display the Search window where you can select a ship via code.

Notes: When you update or change the values in the Ship Via or F.O.B fields, AccountMate will automatically update the Ship Via and F.O.B fields in the AR Module Setup function.

oWarehouse

Enter in this field the default warehouse for new customer records. You may click the Lookup button to display the Search window where you can select a warehouse number. If you do not have the Inventory Control module, the only available warehouse is "MAIN".

oCredit Limit

Enter in this field the amount that will be provided as the default value in the Credit Limit field in the Settings page of the Customer Maintenance function when creating new customer records.

oYTD Start Date

Enter in this field the default date for the Year-To-Date Start Date field of the Customer Maintenance function for new customer records. The system will use the Year-To-Date Start Date value as basis to calculate the Year-To-Date sales amount shown in the customer record.

oRequire Customer PO #

Mark this checkbox if you want that the same checkbox be marked by default in the Customer Maintenance function during creation of a new customer record. Marking this checkbox in the customer record configures AccountMate to require the user to assign customer purchase order numbers to certain transactions.

oCheck for Duplicate Customer PO #

Mark this checkbox if you want that the same checkbox be marked by default in the Customer Maintenance function during creation of a customer record. Marking this checkbox in the customer record configures AccountMate to verify whether the customer purchase order number assigned to a transaction has already been used for the customer's previous transactions.

oGenerate Invoice during Shipment

Mark this checkbox if you want that the same checkbox be marked by default in the Customer Maintenance function during creation of a customer record. Activating the Ship SO Generate Invoice feature allows you to automatically create an invoice each time you ship a sales order for a customer.

oShow Notepad First in Transactions

Mark this checkbox if you want that the same checkbox be marked by default in the Customer Maintenance function during creation of a customer record.

5.In the Customer Activity area, enter in the View Last Days' Activity field the number of days whose customer activity records you want to be displayed in the various functions' Activity page.

6.In the Track Revenue by area, select the method that you want the system to use in tracking sales revenue, sales return, sales discount, and cost of goods sold. You can track revenue codes in the following ways:

•Inventory

•Customer

•Salesperson

If you choose to track revenue by inventory, the default revenue code when you create sales order and invoices is the revenue code set up in the inventory item’s record. You can overwrite the default revenue code for each line item in the sales order and/or invoice if you are given the access rights to edit revenue codes and the Allow Overwrite Revenue Code option in the inventory item’s record is activated.

Revenue codes are set up using the Revenue Code Maintenance function. In this function, you can pre-define the GL Account IDs to which the sales revenue, sales returns, sales discounts and cost of goods sold will be posted.

7.In the Item # Search in Transaction Functions area, select any of the following options:

oDisplay Items On-hand Quantity in Transaction's Warehouse

Choose this option if you want to display in the On-hand Qty column of the Item # Lookup screen the on-hand quantity in the selected warehouse for a particular inventory item.

oDisplay Item's On-hand Quantity in All Warehouses

Choose this option if you want to display in the On-hand Qty column of the Item # Lookup screen the total on-hand quantity in all warehouses where the selected inventory item is stored.

8.Mark the following checkboxes, if applicable:

oSuppress Inventory Settings Confirmation

Mark this checkbox if you do not want the system to display the Settings for Item # [xxx] window when you save a new inventory item record.

oSave Credit Card in Customer File

Mark this checkbox if you want the system to store in the customer records the credit card information provided when recording customer transactions.

oUse Multi-Currency

Mark this checkbox if your company is engaged in multi-currency transactions.

The Multi-Currency feature is a one-time setup; thus, you can no longer amend the multi-currency setting once you save it. Activating the feature for this company in the SO module will automatically activate it in the Accounts Receivable module and vice-versa.

9.In the Sales Order Transaction Controls area, the values that you will enter in the following fields and checkboxes will be the default values and the settings when you create new sales orders, sales quotes and/or blanket sales orders:

oAllow Non-Stock Items

Mark this checkbox if you want to allow non-stock items to be included in transactions recorded in the Sales Order module.

oCheck Unit cost

Mark this checkbox if you want AccountMate to verify the unit cost of non-stock items included in the transactions recorded in this module. This option is inaccessible if the Allow Non-Stock Items checkbox is unmarked.

oRevenue Code

Enter in this field the default revenue code to be used for non-stock items included in transactions recorded in this module. Alternatively, you may click the List box button to display all available revenue codes; then, click the revenue code to select.

oTax Code

Enter in this field the default sales tax code to be used when non-stock items are included in transactions recorded in this module. Alternatively, you may click the List box button to display all available sales tax codes; then, click the sales tax code to select.

oAllow Different Tax Code per Line Item

Mark this checkbox to configure the system to allow different sales tax code for each line item included in a sales order or sales quote transaction.

oCalculate Freight Charge by Weight

Mark this checkbox if you want the system to calculate the freight charges based on the weight of the shipped items. The system will use the freight charge setting in the Freight Code Maintenance function to calculate the freight charges. Selecting this feature will enable the Recalculate Freight Charge checkbox in the Ship Sales Order area.

oFreight Code

Enter in this field the default freight code that you want to use during shipment of sales orders. Alternatively, you may click the List box button to display all available freight codes; then, click the freight code to select.

oReduce Available Credit by Un-invoiced Shipments

Mark this checkbox if you want AccountMate to consider the un-invoiced shipments in the computation of available credit limit of a customer. Although this feature only appears in the SO Module Setup, this setting will apply in the Accounts Receivable and Sales Order modules.

oEnable SO Credit Hold

Mark this checkbox if you want to provide users the option to put on credit hold the sales orders for customers that exceed the credit limit at the time the sales orders are created. You can mark and unmark this checkbox anytime; however, unmarking this checkbox will not affect those sales orders that are already put on credit hold. Putting a sales order on credit hold updates the inventory item's booked quantity but not the customer's open order amount.

oAllow to Exceed Credit Limit

Mark this checkbox if you want to continue creating sales orders for customers though they have reached their credit limit. This setting will apply when you create sales orders, approve sales quotes and release blanket sales orders.

10.In the Track Commissionable Sales area, select how you want the system to track sales that are subject to sales commissions. You can select from either of the following options:

oBased on Inventory

Select this option if you want to track commissionable sales revenue based on the commission codes that are set up in the inventory item records.

oBased on SO/Invoice

Select this option if you want to track commissionable sales revenue based on the commission code that you provide when you create a sales order and/or an invoice.

11.Select any of the following options in the SO Numbering section:

oAutomatic

Mark this checkbox if you want the system to apply the Next SO # value to the next sales order or quote that you will create. This feature will also automatically update the value in the Next SO # field by one (1) each time a sales order or sales quote is created.

oNext SO #

Enter in this field the number that the system will assign to the next sales order or sales quote that you will create. This number will automatically be incremented by one (1) each time a sales quote or sales order is created. You may reset the sequence of the sales order number by changing this value.

oUser Input (Numeric)

Mark this checkbox if you want to manually enter the sales order number each time a sales order or sales quote is created. Selecting this option allows you to enter any numeric value as the sales order or sales quote number during the save process.

12.In the Blanket SO Numbering area, select any of the following options:

oAutomatic

Mark this checkbox if you want the system to automatically apply the Next Blanket SO # value to the next blanket sales order that you will create. This feature will also automatically update the value in the field by one (1) each time a blanket sales order is created.

oNext Blanket SO #

Enter in this field the number that the system will assign to the next blanket sales order that you will create. This number will automatically be incremented by one (1) each time a blanket sales sales order is created. You may reset the sequence of the blanket sales order number by changing this value.

oUser Input (Numeric)

Mark this checkbox if you want to manually enter the blanket sales order number each time a blanket sales order is created. Selecting this option allows you to enter any numeric value as the blanket sales order number during saving the transaction.

13.In the Copy Options for Sales Order Line Items area, select the information you want to include when you copy line item data from another sales order. You can select any or all of the following line item data:

•Item Description

•Discount %

•Unit Price

•Remark

14.Define the following settings for your SO shipping transactions in the Shipment Transaction Controls area:

oAllow to Overship

Mark this checkbox if you want the system to allow the shipped quantity to exceed the open order quantity when shipping the sales orders.

oRecalculate Freight Charge

This checkbox is enabled only if you activate the Calculate Freight Charge by Weight feature. Mark this checkbox if you want the system to recalculate the freight charges by weight when you ship the customer orders.

15.In the Cancel Open Quantity during Shipment area, select from among the options, the setting on the cancellation of open order quantities during the shipment of sales orders.

oDon't Cancel

Select this option if you do not want to cancel the open order quantities when you will ship the sales order.

oAlways Cancel

Select this option if you want the system to automatically cancel the open order quantities of the sales order that you will ship. In the Ship Sales Order dialog box, the Cancel All Open Quantity checkbox is enabled and is marked by default.

oOption to Cancel

Select this option if you want to have the option to cancel the open order quantities when you ship a sales order. In the Ship Sales Order dialog box, the Cancel All Open Quantity checkbox will be enabled and you can mark it to select open order quantities that you want to cancel.

16.In the Current Customer Price Based On area, select one of the following options:

oLast Sales Order Price

Select this option if you want the selling price of the item to be the price that was used on the last sales order for the customer. Enter in the Expire After Days field the number of days you want this price to be in effect.

oLast Invoice Price

Select this option if you want the selling price of the item to be the price that was used on the last invoice price for the customer pricing. Enter in the Expire After Days field the number of days you want this price to be in effect.

Notes:

•This pricing option is available only if the Pricing Control module is installed and activated in the system.

•The current customer pricing option and expiry days you define in this function will be one of the options available in the Customer Price Group Maintenance function.

Q. What is the purpose of the Allow to Overship function in the SO Module Setup function?

A. It is to allow recording of shipments to customers when the quantity shipped exceeds outstanding customer orders. This is most useful, for example, for companies that ship breakable or delicate inventory and who may opt to provide buffer items to allow for possible breakage.

General Information Page

General Information Page

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