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

The Create Sales Order function allows you to create sales orders. This function is accessed by clicking the Sales Order function from the Order group in the Transactions menu of the Sales Order module. Likewise, the Create Sales Quote function allows you to create sales quotes. You can access this function from the Quote group of the Transactions menu.

Various drillable fields are available in this function. When you click any drillable fields in this function, the corresponding Maintenance window is automatically displayed. If the Inventory Control module is not activated, you cannot drill-down on the Warehouse field and the Unit of Measurement field.

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 below will use the term “Sales Order” to refer to both sales orders and quotes unless indicated otherwise.

To create a sales order or a sales quote, perform the following steps:

1.Access the Create Sales Order function from the Order group in the Transactions menu for sales order transactions. On the other hand, access the Create Sales Quote function from the Quote group in the Transactions menu for sales quotes.

2.In the Customer # field, enter a customer number. Alternatively, you may click the Lookup button to search for the customer record; then, click the customer number to select.

Note: If you enter the number of a customer who has exceeded its credit limit and the Allow to Exceed Credit Limit checkbox is not marked in the General Information page of the SO Module Setup function, AccountMate will display a dialog box informing you that the customer’s credit limit has been reached. Click Yes if you want to continue creating the sales order; otherwise, click No.

3.In the Information page you can review, and enter, accept or amend information which is applicable to the sales order. For more information, refer to the Information Page section.

4.In the Line Items page, enter the line items for the sales order. For more information, refer to the Line Items Page section.

5.In the Payment/Bill/Ship page, provide the sales tax code, method of payment, the billing and shipping addresses, and contact information for the sales order. For more information, refer to the Payment/Bill/Ship Page section.

6.View or update the customer activities in the Activity page. Refer to the Activity Page section for more information.

7.In the Attachments page, you can attach files, documents and even URLs to this transaction record. Refer to the Attachment Page section for more information.

8.In the Customer Notes page, enter narrative information about the customer and/or the sales order. For more information, refer to the Customer Notes Page section.

Note: If the Show Notepad First in Transactions option is marked in the customer record, the Customer Notes page will be by default displayed immediately after the user has entered the customer number in the Create Sales Order function.

9.When you are ready to save the sales order you are creating, click the Save button in the function toolbar to proceed. In Sales Order save confirmation window that is displayed, perform these steps:

•If the User Input (Numeric) option is selected in the SO Module Setup function, follow these steps:

8.1. Enter the sales order number in the Sales Order # field.

8.2. Click the Save button to save the transaction; otherwise, click the Cancel Save button.

Note: If the Automatic option is activated for SO Numbering in the SO Module Setup function, AccountMate will automatically provide an invoice number in the Sales Order # field, and both the Save and Cancel Save buttons are disabled.

10.After you have saved the transaction, select the report that you want to directly access from this window:

•Sales Order/Sales Quote

•Pick List

11.Perform any of the following options:

oPreview

Click the Preview button if you want to view the report selected in Step #9.

oPrint

Click the Print button if you want to print the report selected in Step #9.

oE-mail

Click this button if you want to send the report selected in Step #9 as an attachment to an email. You may choose from the drop-down list the file format of the email attachment. Once a file format is selected, a new email window will display with the document already attached. You may accept or amend the recipients, the default subject line as well as the default body of the email.

oExport

Click the Export button if you want to export the report selected in Step #9. Click the List box button to select the file format in which you want to export the report.

oNew

Click the New button to create another sales order/sales quote transaction.

oContinue

Click this button if you want to close the Save window but still view the recently saved transaction so you can review or amend it.

oClose

Click this button to close the save window and close the transaction function screen. Alternatively, you may click the [X] button at the upper right corner of the save confirmation window.

Q. Can I create a sales order for a customer who has exceeded its credit limit?

A. Yes, you can create a sales order for a customer that has reached its credit limit by performing any of the following:

•Mark the Allow to Exceed Credit Limit option in the Sales Order Transaction Controls area of the SO Module Setup function.

•Increase the credit limit in the customer’s record.

•In the customer record assign a pay code that is set to apply payment automatically.

Create Sales Order/Sales Quote

Create Sales Order/Sales Quote

See Also