Sales Order > Sales Order > Create Sales Order/Sales Quote Overview > Create Recurring Sales Orders > Set Up Template for Recurring Sales Order

Use the Payment/Bill To/Ship To tab of the Recurring Sales Order Setup function to enter the method of payment, billing and shipping addresses, and sales tax rate that will be applied to the sales order that will be generated from this template.

To enter relevant information in the Payment/Bill To/Ship page of the Recurring Sales Order Setup function, perform the following steps:

1.In the Payment area, accept or amend the default values in the following fields:

oPay Code

The pay code signifies the method of payment for the shipment of the line items in this sales order. Accept the default or enter another pay code. You may also click the List box button to select a different pay code.

oBank #

This is the bank into which the payments for shipped quantities in this sales order will be deposited. The default bank comes from the pay code record.

Notes: If the Automatically Pay Invoice option in the pay code record is not activated, you cannot amend the Bank # field.

The following fields correspond to the pay code you provided. Depending on the pay code you entered, you can accept or amend the values in the following fields:

oCheck/Card #

This field is only enabled if you have entered a pay code that has a Check or Credit Card pay type. Enter in this field, the appropriate check or credit card number. If you entered a credit card number, you may click the List box button to select a credit card number from the credit card number(s) that you have set up in the customer record whose pay code(s) match(es) with the pay code that you entered in the Pay Code field. If the pay code’s pay type is Check, the Automatically Pay Invoice option in the pay code record must be marked to enable this field.

oExpiration Date

If you entered a credit card pay code, the system will automatically display this field and the expiration date of the credit card entered in the Card # field that you have set up in the customer record.

oCardholder

If you entered a credit card pay code, the system will automatically display this field and the name of the cardholder that you have set up in the customer record.

oReference

This field is only accessible if the Automatically Pay Invoice option is activated in the pay code record. Enter in this field appropriate reference for the payment.

oSave Credit Card

Mark this checkbox if you want AccountMate to save the credit card information in the customer record upon saving this transaction. This checkbox is inaccessible if the Save Credit Card checkbox is not marked in the customer record or if the Save Credit Card in Customer File feature is not activated in either SO Module Setup or AR Module Setup.

Notes:

•If you select the Credit Card pay code type, be sure to provide a valid credit card #, expiration date, and cardholder name prior to shipping the sales order; otherwise, the shipment will be unsuccessful.

•If the pay code type is Check, the Expiration Date and Cardholder fields are not accessible.

•If you have the necessary access right, you can view the entire credit card number in the Check/Card # field; otherwise, you can only see the last four (4) digits of the credit card while the rest are replaced with asterisks.

•If you enter a new credit card record in this function and you mark the Save Credit Card checkbox, the system will update the customer record with this new credit card information once you save this transaction. The Save Credit Card checkbox is inaccessible if the Save Credit Card checkbox is not marked in the customer record or if the Save Credit Card in Customer File feature is not activated in either SO Module Setup or AR Module Setup.

2.In the Billing Address and Shipping Address areas, enter the billing and shipping addresses and the contact information for the billing and the shipment of the sales order that will be generated from this recurring sales order template.

Note: The default billing and shipping addresses in this page comes from the customer's record that is assigned as the primary address.

2.1. To change the default billing or shipping address, enter a customer alias code in the Alias field. Alternatively, you may click the Lookup button to display the Search window showing the address aliases available for the customer record; then; click the address alias to select.

2.2. To manually amend the billing and shipping addresses, click the Overwrite button adjacent to the Alias field to enable the rest of the fields in the Billing Address or Shipping Address sections; then, enter the preferred address and contact information in their respective fields. Click the List box button in the State and Country fields to select from the list the options available. Note that the state and country fields have a validation in place.

2.3. If you want to call the contact's phone number, click the Dial number button beside the Phone field. Clicking this button will initiate a call using the default phone application set up for the workstation you are using. Ensure that Microsoft’s default phone application is properly configured to use this feature successfully.

2.4. If you want to send an email to the default contact, click the New mail message button beside the Email field. Clicking this button will open the default email application set up for the workstation, with the email address already filled in. To use this feature, ensure that Microsoft’s default email application is properly configured on the workstation you are using.

2.5. To create a new billing or shipping address, click the underlined Billing Address or Shipping Address field labels to directly access the Address Maintenance function.

3.In the Tax Code field, enter a sales tax code that you want to apply to the taxable line items in the recurring sales order. You may also click the List box button to select a different sales tax code. To apply a sales tax to the line item, the line item must be taxable and a sales tax rate must be entered in this page. Access the Line Items Page to verify that the Taxable checkbox is marked for each line item.

Note: If you have provided an shipping address alias in the Alias field, the default sales tax code comes from the company's address record assigned to the address alias selected.

Payment / Bill / Ship Page

Payment / Bill / Ship Page

See Also