Distribution Training Guide. D110 Sales Order Management: Basic

Transcription

1 Distribution Training Guide D110 Sales Order Management: Basic

2 Certification Course Prerequisites The combined D110 Sales Order Management certification course consists of a hands- on guide that will walk you through the features of Acumatica s Sales Order Management module. The guide is intended for a one- day on- site training session. While many have completed this course online, you might encounter some challenges that you would otherwise not face when done in our classroom setting. You will perform the exercises in your installed copy of Acumatica, using the Demo data provided with the Acumatica installation package version Before beginning the course, complete the following two tasks: Activate all the features of the application using the Common Settings, and change the segmented key setting to the INSUBITEM key. 1. Open the Enable/Disable Features form (screen ID CS100000): Configuration > Common Settings > Licensing > Enable/Disable Features 2. Click the Modify button on the toolbar. 3. Confirm that the features are enabled/disabled as follows: (When you come to a field not specified in the table below, either populate it as you see fit or leave it as is.) Field Organization Customer Management Project Management Time Reporting on Activity Finance Multi- Branch Support Inter- Branch Transactions Multi- Currency Accounting Deferred Revenue Management Subaccounts Fixed Assets Management VAT Reporting Invoice Rounding Support for Expense Reclassification Contract Management Tax Entry from GL Module Consolidated Posting to GL Volume Pricing Distribution Inventory Subitems Automatic Packaging Warehouses Value {checked} {checked} {checked} {checked} {checked} {checked} {checked} {checked} {checked} {checked} {checked} {checked} {unchecked} {unchecked} {checked} {unchecked} {checked} {unchecked} {checked} {checked} {checked} {checked} Page 2 of 86

3 Warehouse Locations Blanket Purchase Orders Drop Shipments Multiple Unit of Measure Misc Row- Level Security Field- Level Audit Avalara Tax Integration Address Validation Notification Module {checked} {checked} {checked} {checked} {checked} {checked} {checked} {checked} {checked} {unchecked} 4. Save your changes. 5. Click the Enable button on the toolbar. 6. Open the Segmented Keys form (screen ID CS202000): Configuration > Common Settings > Segmented Keys > Segmented Keys 7. Enter INSUBITEM in the Segmented Key ID field. 8. Make sure the Include in Cost check box is selected. 9. Since branch accounting is enabled, verify that you are working in the MAIN branch and that it is configured correctly: a. Verify that you are connected to the MAIN branch. The information is located at the top of the screen: b. It is important that you work in the MAIN branch throughout this certification class. 10. In the General Ledger module, confirm that all the period of the current fiscal year are actives: Finance > General Ledger > Work Area > Manage > Financial Periods Important Note: Training Documentation was tested with build Page 3 of 86

4 Table of Contents Certification Course Prerequisites... 2 Sales Order Objectives... 8 Introduction... 8 Sales Order Overview... 8 Sales Order Process Overview Acumatica's Sales Order Entry Process Benefits and Additional Features CRM Integration Configurable Order Types Credit Limit Verification Consolidated and Partial Shipments Customer Return Support Price Lists Flexible Discounts and Promotions Integration With Carriers Integrated Workflow Integration With Purchasing Integration With Inventory Other Features and Options Review Other Distribution Modules Purchasing Management Inventory Management Purchase Requisitions Prerequisites to Sales Order Module Setup Page 4 of 86

5 Sales Order Module Overview Preparation for Sales Order Module Implementation Collect and Analyze the Information Sales Order Management Module Preparation for Implementation Checklist Price Validation Settings Section Shipment Settings Section Sales Order Module Configuration Checklist #1: Create GL Account(s) #2: Create GL Subaccount Segment Value(s) #3: Create GL Subaccount(s) #4: Define Auto- Numbering Sequences #5: Review Branch Settings #6: Review Salesperson Account Settings #7: Review Stock Item Master Records #8: Review Non- Stock Item Master Records #9: Review Posting Class Master Records #10: Review Warehouse Account Settings #11: Review Employee Master Records #12: Create/Review Carriers #13: Define Shipping Zones Hands on: Define Shipping Zones #14: Define Ship Via Codes Hands on: Define Ship Via Codes #15: Create Shipping Terms Hands on: Define Shipping Terms #16: Create FOB Points Page 5 of 86

6 Hands on: Define FOB Points #17: Review Customer Master Records #18: Review Customer Classes #19: Modify Order Types Hands on: Modify Order Types #20: Configure SO Module Preferences Hands on: Configure Sales Order Preferences #21: Understand Sales Order Processes Process Orders Process Shipments Process Invoices and Memos Print/ Orders Create Transfer Orders The Sales Orders Screen Processing Sales Order Transactions Hands on: Sales Order Process Standard Sales Order: Stock Item Review Inventory Reports Review Customer Reports Standard Sales Order: Ship Complete, Ship Complete Standard Sales Order: Ship Complete, Back Order Allowed Standard Sales Order: Ship Complete, Cancel Remainder Standard Sales Order: Ship Complete, Items With Different Ship Dates Standard Sales Order: Non- Stock Items Standard Sales Order: Drop- Shipment Standard Sales Order: Purchase to Order Standard Sales Order: Transfer to Order Page 6 of 86

7 Standard Sales Order: Apply Payment (Post) Standard Sales Order: Apply Payment (Pre) Appendix A: Reports Appendix B- 1: Sales Orders Screen Default Value Sources Appendix B- 2: Account and Subaccount Sources Appendix B- 3: Accounting Entries Appendix C: Sales Order Process Flow Charts Page 7 of 86

8 Sales Order Objectives The goals of Acumatica s Sales Order Entry course are as follows: To give you a basic understanding of Acumatica s Sales Order Management (SO) module, as well as its unique features and benefits; To explain how the SO module is integrated with and operates in tandem with Acumatica s other modules; To detail the life cycle and flow of SO module transactions; To teach you how to set up and configure the SO module; and To review how to confirm the shipment of goods and print invoices. Introduction This course begins with an overview of how Acumatica s Sales Order Management module works in tandem with the Inventory Management (IN) and Purchasing Management (PO) modules, as well as the entire Financial Suite. Next up is a rundown of SO module processes, including descriptions of how to enter a sales order, ship a product, and print an invoice. Additional module features and further details about order processing are discussed in subsequent courses, such as D210 Advanced Sales Order Entry and D250 Advanced Sales Order Fulfillment. The SO module streamlines the order entry process and accommodates a wide variety of predefined order types, including sales orders, invoices, credit memos, and quotes. Order types define the behavior of and normal workflow for documents entered in the SO module, thus making them central to the workflow orientation of the module. Specifically, the order type determines: How an SO module order updates the Accounts Receivable (AR) and Inventory Management (IN) modules; The processing steps to be performed during the life of a sales order, not all of which are appropriate for every order type (for example, there are no picking, packing, or inspection steps associated with credit memos); The General Ledger account and subaccount numbers to be used; The numbering sequence for orders and invoices. Sales Order Overview Page 8 of 86

9 Acumatica s Sales Order Management module uses data defined in maintenance windows to automate the entry of sales orders, which allows for significant flexibility in setting up the module. As a result, you can customize transactions according to your company s sales process. Sales order processing can be complex, but for the purpose of this overview, the simplest case is displayed below: Sales Order The Sales Order is created in the Sales Order screen Shipments When time to ship the items to the customer, the Sales Order automatically generates a shipment transaction Invoice Once the shipment transaction has been processed. An invoice transaction is generated to print and/or release. Figure 1.1 Basic Sales Order Transaction Process Flow The SO module provides predefined order types such as Quote (QT), Sales Order (SO), Credit Memo (CM), Invoice (IN), and Return for Credit (RC) for common order- processing operations. Each predefined order type has an associated template, which is a collection of settings that control the processing of documents of the type. Among many things, these settings determine which AR and IN module documents the order type generates; whether it requires shipment; and how the automation behavior determines conditions for changing statuses. It is possible to configure a custom order type by modifying a preexisting order type template, and in exceptional cases the Acumatica ERP development team can create a new custom template for your company, which can then be used to create custom order types. Each custom order type, whether based on a predefined or custom template, will appear for selection on the Sales Orders form (screen ID SO301000), enabling users to create and process new orders of a custom type in accordance with the automation behavior configured for the template. Acumatica s SO module provides a solid foundation for the consistent and efficient management of your company s sales orders, while minimizing the cost per transaction. Page 9 of 86

10 Sales Order Process Overview The order management process begins with a customer order. In a typical distribution organization, the customer order may be taken over the phone. During the order process, customers may have questions about the item being ordered, when the item can be delivered, or if there is a discounted price that is available. In some situations, customer service representatives are given the latitude to make price breaks during the time of order entry. After the order is recorded, the sales order is saved and in some cases sent to the customer. Once the order is recorded, the credit history of the customer must be checked to verify that the customer has not exceeded any credit limits. After the customer passes the credit check, the order is ready to be shipped. When the shipping day arrives for the customer order, the goods are removed from the warehouse inventory and packed in a box, container, or rail car to send to the customer. Along with the goods, a packing slip is included that not only ensures accuracy of packing, but also provides easy reference to the original order. Once packing is complete, the goods are issued from the warehouse. With the order en route to the customer s shipping address, the sales department invoices the customer. Acumatica s Sales Order Entry Process Acumatica s Sales Orders screen supplies customer service representatives with all the necessary information to enter a customer order. The first step to order entry is finding the correct item in the system, which you can do via the Inventory Lookup screen, accessed from within the Sales Orders screen. The second step in the order process is to make sure the item is available in the warehouse: The Inventory Summary screen, also accessed from within the Sales Orders screen, displays exact inventory levels at all warehouses. After you enter the sales order, the system performs a credit check to confirm that the order does not exceed any credit limitations for the customer. If the order passes the credit check, the order is ready for the shipping process. Once shipping day arrives, the sales order generates a shipment transaction. The system sends a pick list to the warehouse to indicate the items that need to be issued, and the warehouse prints out a packing slip to enclose with the goods. After the warehouse issues the goods, you can execute the Confirm Shipment action (using the Shipments screen) to indicate that the goods have been sent to the customer. To invoice the customer, you enter the information in the Invoices screen and the invoice. Benefits and Additional Features Page 10 of 86

11 By using the Sales Orders module, your company can easily configure and adjust sales order processing to fit its sales workflows. Along with typical predefined order types and the ability to create custom types, the SO module provides instant access to accurate inventory allocation information, as well as flexible pricing and discounting policies. With Acumatica ERP, your company can fulfill orders accurately, consistently, and easily. The primary features of the SO module are described briefly below. CRM Integration With Acumatica ERP, salespeople can convert customer relationship management (CRM) opportunities to sales orders without re- entering pricing and discount information. Customer service personnel can easily locate customer orders to verify their delivery statuses. Order fulfillment personnel can associate tasks and activity history with each order. Configurable Order Types Acumatica ERP includes a set of predefined order types for common distribution operations; you can also define custom order types to meet specific order- processing requirements. For each order type, you can specify inventory allocation rules, a workflow scenario, and the type of document to be generated in the AR and IN modules. Credit Limit Verification Before releasing a sales order, the system performs a credit check for the customer. Orders placed on credit hold can be released automatically if customer payments were entered or order amounts were decreased. Authorized users can override the credit hold status and force order fulfillment. Consolidated and Partial Shipments You can specify a different delivery date for each line item on a sales order. Using the warehouse availability information and cost data, the system can split a sales order into multiple shipments from different warehouses. Also, the system tracks the remaining balances of orders and manages back orders. Customer Return Support Acumatica ERP provides the flexibility to manage various types of customer returns and ensure complete traceability of these operations. Your company can set up its own return policies by using specific predefined order types and by creating custom order types for authorized and unauthorized returns. Page 11 of 86

12 Price Lists With Acumatica ERP, you can maintain multiple lists of sales prices in foreign currencies and the base currency and update them as often as needed. Price lists can be based on various price bases, and they can be created for customer price classes and for specific currencies. Flexible Discounts and Promotions With Acumatica ERP, you can manage complex pricing and discount policies. You can set up quantity and volume discounts, to be calculated as either a percentage or a fixed amount off the list price, and you can specify free items that apply to particular quantities purchased. Also, you can create flat- price discounts for all or selected customers that depend on the quantity of items being purchased and on the currency used for purchasing. In cases where multiple discounts apply, you can specify the rules for the automatic application of discounts. Integration With Carriers For local carriers, the system can estimate shipping costs using the carriers predefined rates. Through Acumatica s integration with national or international carriers, you can view real- time shipping rates for a sales order and choose the lowest freight cost for a customer by comparing carrier rates on the fly. When it comes to packaging, the system automatically chooses a minimal set of boxes for each sales order. Customers can track their own orders and check the delivery status of each box by using tracking numbers provided through integration. Shipping terms configured in the system allow for the seamless addition of insurance, handling fees for labor, and packaging fees. Integrated Workflow Acumatica ERP provides an integrated workflow so you can automate order processing and eliminate unnecessary steps. You can add tasks and activities for employees handling the orders, and set up notifications to be triggered automatically during order processing. Integration With Purchasing With Acumatica ERP, you can link sales orders to purchase orders, so that goods received from vendors can be allocated to sales orders. Sales orders can automatically generate purchase orders, or they can be linked to purchase orders manually. Sales orders that are linked to purchase orders have a status of Back Order until the purchase order is received. The SO module also supports drop- shipment purchase order functionality. Integration With Inventory Due to its seamless integration with the Inventory Management module, the SO module provides real- time data about inventory levels of items on a sales order, including information about how each item is allocated. During the entry of a sales order, the system will notify the user if the quantity is not available Page 12 of 86

13 or is allocated through multiple warehouse locations or warehouses. You can configure the inventory allocation rules for each step of the sales process for custom order types. Other Features and Options The SO module lets you do the following: View total weight, volume, and units (on sales orders and invoices) Combine multiple orders onto one invoice Combine items from multiple orders into one shipment Access item availability information during order entry Create a new item while entering an order Check inventory and automatically create a back order for out- of- stock items on shipment creation Disallow invoices to credit- hold customers Assign the appropriate salespeople to each order and calculate their commissions Assign the appropriate price for each item using price conversion from the base unit to the sales unit Take advantage of integrated back order processing Use alternate inventory IDs for stock items Track lot or serial numbers for valuable items on orders Track returns and replacements using reason codes assigned to credit memos Print carrier labels for each package of a shipment, if integration with one or more carriers (FedEx, UPS, USPS) is configured Print carrier labels for return merchandise authorization (RMA) orders Review Other Distribution Modules Purchasing Management The Purchasing Management (PO) module incorporates the functionality required for managing purchase- related activities, such as placing purchase orders, receiving purchases, and entering additional costs associated with purchasing operations. The PO module integrates with the Accounts Payable (AP) and Inventory Management (IN) modules. It also updates the General Ledger with inventory accrual amounts. Page 13 of 86

14 Inventory Management The Inventory Management (IN) module incorporates the functionality required for managing inventory- related operations, such as receiving inventory at warehouses, moving inventory among warehouses, and issuing inventory from warehouses. It also tracks various warehouse- related operations, such as in- warehouse transfers, physical counts, and adjustments; calculates the cost of warehouse inventory according to the preferred valuation method; and posts all cost- related transactions to the General Ledger. This ensures that the right quantities of stock are available at all times, so you can avoid stock- outs and overstocks. The IN module is integrated with the Financial Suite modules, as well as the SO and PO modules. Purchase Requisitions The Purchase Requisitions module incorporates the functionality required to request goods and services, approve requests, and prevent cost overruns. The Purchase Requisitions module provides configurable request documents, budget compliance verification, and request classes that streamline the request process. Also, the module facilitates an efficient bidding process. By using the Purchase Requisitions module, you can configure the system to support special variations of the request process, making the process easier for both requesters and approvers. The Purchase Requisitions module integrates with the PO and SO modules. Prerequisites to Sales Order Module Setup Learning Objects Learn the prerequisite steps necessary to successfully implement Acumatica s SO module. The Accounts Receivable (AR) and Inventory Management (IN) modules must be configured before you implement the SO module. Although the Accounts Payable (AP), Purchasing Management (PO), and Customer Management (CRM) modules are not prerequisites for SO module configuration, you will most likely also need to configure one or more of them. Sales Order Module Overview Learning Objects Understand the capabilities and features included in the SO module. Page 14 of 86

15 The SO module supports and automates an organization s sales and delivery processes. In Acumatica ERP, sales workflows are represented by order types, which describe what should be done during an order s lifetime, including integration with the AR and IN modules. By reviewing and modifying Acumatica ERP s predefined order types, as well as other SO module settings, you can configure the module to fit most sales processes. With Acumatica ERP you can also manage complex pricing and discount policies. Once you have completed basic SO module implementation, you can configure pricing and discount policies. Preparation for Sales Order Module Implementation Learning Objects Master the preparatory steps for SO module configuration. Collect and Analyze the Information Before implementing the SO module, you must first collect and analyze all necessary information. Sales Order Management Module Preparation for Implementation Checklist Execute the following steps before configuring the SO module. You do not need to complete these steps in the listed order; many can be done in parallel. Because this is the preparation phase of implementation, do not enter any data into the system. Action Description Decide which predefined order types your company will use Review the Sales Order Types article to learn more about Acumatica s predefined order types, and pinpoint the ones that best fit your business processes. Decide which order types you will and will not use, and configure the Active check box on the Order Types screen accordingly for each type. For details about the processing of each predefined order type, see Order Processing. Review the settings for For each order type you will use, review its Order Settings section (Order Types screen Page 15 of 86

16 each order type you will use > General Settings tab). Take note of the following fields: Order Numbering Sequence: The system uses this sequence to give a reference number to an order of the type. Numbering sequences can be unique to each order type or shared by multiple types. If each order type uses a different numbering sequence, the order number itself conveys the type of the order. Days To Keep: This option indicates how many days an order of this type will be kept in the system before it can be deleted. Hold Orders on Entry: If this check box is selected, all new sales orders of the type are created with the status On Hold. This reduces the risk of errors, but makes order processing more manual. Check Credit on Entry: This option, if selected, means that the customer s credit status is checked on order creation. If the customer exceeds the credit limit or has overdue invoices, the order can be put on hold (depending on the customer settings). Shipping and invoicing are not possible until the order is released from credit hold. Require Control Total: This check box, if selected, means that the user needs to enter a control total for each order. The order can be processed only when the system- calculated total is equal to the manually entered control total. Bill Separately: If this check box is selected, multiple orders of the type for the same customer will be billed separately. This default setting is copied from the order type to the sales order, but it can be changed in the order. Thus, even if the order type allows combined invoices, a specific order of the type can be billed separately. Ship Separately: This option prevents combined shipping of multiple orders of the specific type for the same customer. This, too, is a default setting that can be overridden for a particular order. Calculate Freight: This option indicates whether freight charges should be calculated for an order automatically. Recalculate Discount On Partial Shipment: If this option selected, the discount for partial shipment is recalculated based on shipped quantities. If the box is not checked, the order discount is allocated for partial shipment, proportional to shipped quantities. Copy Notes/Attachments To Shipment/Invoice: If these options are selected, order line notes or attachments are copied to the respective shipment or invoice when one is created for an order. Copying can be restricted to non- stock items only. Page 16 of 86

17 Review the AR settings for each order type you will use For each order type you will use, review the fields in the Accounts Receivable Settings section (Order Types screen > General Settings tab), especially the Invoice Numbering Sequence field, which is used to generate reference numbers for AR documents created on the release of orders of the order type. By using different numbering sequences for AR documents of different order types, you will be able to identify the nature of the invoice by glancing at its number. Alternatively, it is possible to use the invoice numbering configured during AR setup for all order types, which means that all of your company s invoices, regardless of origin, would use a single numbering sequence. Review the posting settings for each order type you will use For each order type your company will use, review the fields in the Posting Settings section (Order Types screen > General Settings tab); see the Order Types screen reference article for descriptions of the values you can specify. Posting settings define which GL accounts and subaccounts are updated by orders of the type: The sales revenue account and subaccount are credited by the gross invoice amount, minus taxes, volume discounts, freight, and miscellaneous charges. This account should be an income account. The miscellaneous charges account (an income account) and subaccount are credited by the order s miscellaneous charges. The freight charges account and subaccount are credited by the order s freight amount that you bill to the customer. This account should be an income account. The discount account and subaccount are debited by volume discounts applied to the whole order. Line discounts are deducted directly from order line amounts, which are posted to the revenue account. The discount account can be an expense or income account; in the latter case, it would normally belong to the same group of accounts as sales revenue. The posting settings for the order type refer to the record from which the account should be sourced. The available options vary by account type, but can include the following: customer location, inventory item, non- stock item, warehouse, posting class, reason code, carrier, and order type. Similarly, the order type indicates the source for each segment of the subaccounts: the customer location, the inventory item, the warehouse, the posting class, the carrier, the reason code, the salesperson, or the employee. When deciding on different sources for accounts and subaccounts, you should also review the GL accounts and subaccounts of the chosen master records, such as customer locations, inventory items, and warehouses. Page 17 of 86

18 Plan shipment settings Determine the settings that control the processing of shipments, regardless of the order or orders for which they are created. These settings located in the Sales Orders Preferences screen include the following: Shipment Numbering Sequence: This numbering sequence is used to assign each shipment a unique number. Free Item Shipping: Freight charges are represented in a sales order as a single figure. If an order has multiple partial shipments, freight can be allocated to shipments (and consequently to invoices) in one of two ways, based on this setting: Either the last shipment gets the full freight amount, or each shipment gets part of the total freight (proportionate to the billing amount of the shipped goods). Hold Shipments on Entry: This option indicates whether new shipments should be put on hold to prevent accidental confirmation. Validate Shipment Total on Confirmation: If this option is selected, the system requires independent input of the total shipment quantity and verifies it against shipment details. Add Zero Lines for Items Not in Stock: This option indicates whether sales order items should be added to the shipment even if they have no available quantity. Plan global settings Decide upon the global settings specific to the SO module, which you will later configure using the Sales Orders Preferences form (screen ID SO101000). These settings include the following: Default Sales Order Type: The most frequently used order type Default Transfer Order Type: The type of transfer order that will appear as the default transfer order type on the Sales Orders form Shipment Numbering Sequence: The numbering sequence to be used to assign IDs to shipments when a new shipment is created using the Shipments form (screen ID SO302000) Advanced Availability Validation: If this check box is selected, a shipment document cannot be saved if the updated available quantity of any item listed on the document will result in a negative value. Price Validation Settings Section Validate Min. Profit Margin: An option that controls whether the minimum markup percentage, set on the Price/Cost Info tab of the Stock Items form (screen ID IN202500) and the similar tab of the Non- Stock Items form (screen ID IN202000), will be validated when a new pending price is entered. Choose one of the following values: Page 18 of 86

19 No Validation : No markup percentage validation is performed for new pending prices. Warning : When you enter a pending price that doesn t meet the minimum markup percentage, a warning will be displayed. Set to Minimum : When you enter a pending price that is lower than the minimum markup percentage, the price will automatically be set to a value that ensures the minimum gross profit. Base Price Update Unit: The option that defines how base prices in the IN module are updated when the sales prices are changed in the SO module. Choose one of the following options: Base Unit : Base price updates in the IN module will be performed using the sales prices specified in the base currency for the base customer class with respect to base units of items. Sales Unit : Base price updates in the IN module will be performed using the sales prices specified in the base currency for the base customer class with respect to sales units of items. For details, see Base Price Maintenance. Shipment Settings Section Free Item Shipping: The way the free items will be distributed among partial shipments of all the goods specified in the sales order. Select one of the following options: Proportionally : The free items will be distributed among shipments, proportional to the shipment amounts. If the total quantity of free items on all partial shipments for the order is less than the quantity initially calculated for the applicable group discount, you can add the missing quantity of the free item manually to any of the partial shipments. (This will happen if the system rounds the free item quantity down on each partial shipment.) On Last Shipment : The free items will be added to the last shipment of the sales order. Hold Shipments on Entry: If this check box is selected, newly created shipments will have the On Hold status by default. Validate Shipment Total on Confirmation: If this check box is selected, shipment totals will be validated on confirmation. Add Zero Lines for Items Not in Stock: If this check box is selected, pick lists Page 19 of 86

20 and shipments will be generated with lines for items currently not in stock. Selecting this option can be helpful if you don t want to rely solely on availability data. For example, sometimes when the system shows an item as not in stock, quantities required for a shipment may be available. Automatically Release IN Documents: If this check box is selected, the sales order documents will be released in the IN module on release in the SO module. If the check box is not selected, the sales order documents will need to be manually released in the IN module. Hold Invoices on Failed Credit Check: A customer credit check is performed when each sales order is created. If it fails, the order will be put on hold and no shipment will be possible until it is released from credit hold. If the time between the placement of the order and actual order shipping is long, the customer s credit situation may change. If this is a concern in your business, select this check box; invoices created for a confirmed shipment will automatically be put on hold if the credit check fails. Automatically Refresh Freight Cost on Document Save: This setting defines whether freight charges are automatically refreshed every time an order is saved. Use Shipment Date for Invoice Date: Select this check box if you want the shipment dates appear on invoices as invoice dates. Review relevant delivery settings for customers Review the delivery settings for each customer using the Customers form (screen ID AR303000). If a customer has multiple locations, review the settings for each location by clicking the applicable location ID in the Location Settings tab. This will open the Account Locations form (screen ID CR303010) as a pop- up window. You should review the following settings customer defaults that can be changed for individual orders in the Delivery Settings tab of the Customers screen: Warehouse: The preferred warehouse for sales to the customer Ship Via: The carrier to handle shipments to this customer location. The carrier record serves as the source of the freight account and subaccount and can be used for automated calculation of the freight amount. If you do not indicate the freight amount in the orders explicitly, this setting has no effect except that it can be printed on sales orders and shipping documents. Shipping Terms: The terms governing delivery of goods. International Commercial Terms ( Incoterms ) standards are often used. Shipping terms can be printed on sales orders and shipping documents. FOB Point: The port where the title of shipped goods is transferred to the customer. Although the FOB point can be printed on sales orders and shipping documents, it does not affect order processing. Ship Complete: How the shipment should be generated if the quantity is Page 20 of 86

21 insufficient: o o o Ship Complete : The ordered quantity should be shipped only in full. Back Order Allowed : The ordered quantity can be shipped in multiple partial shipments. Cancel Remainder : The ordered quantity can be shipped partially, and the quantity remaining after the first shipment will be canceled. Order Priority: The relative weight of the customer s orders when it comes to allocating inventory in mass order processing. Orders with higher priority are processed first and are more likely to be shipped in full. Although you can review additional delivery settings for the customer, they have no impact on sales order processing, except that they can be printed on shipping documents. Review customer classes Given that customers are grouped in customer classes, review the following default delivery settings on the Customer Classes form (screen ID AR201000) for each class: Ship Via Shipping Terms Ship Complete These settings will be copied to new customers and can be changed for individual customers as needed. Determine whether you need to define carriers Plan any needed carriers companies that handle your shipments to customers. For basic configuration of the SO module, maintenance of carrier records is required only if an order type is configured to use Carrier as the source for the freight account or subaccount and the freight amount is entered directly in the sales order. The name of the carrier can also be printed on sales order confirmation and shipping documents. If you decide to configure carriers, compile a list with the following details for each carrier: Carrier ID to be used Carrier name or description Freight sales account (a revenue account) and subaccount to post freight collected from customers; order types can refer to these settings as the source for the freight account and subaccount. Freight expense account and subaccount to post the carrier s freight charges; these settings are not used in order processing. Page 21 of 86

22 Define any needed shipping terms Plan any shipping terms to be defined. If you decide to use shipping terms in the basic configuration of the SO module, list the terms you wish to use and provide the following for each set of terms: Term ID (for example, the Incoterms code) Shipping term description Plan needed FOB points Decide whether your site will define FOB points in Acumatica ERP. FOB points can be printed on sales order confirmations and shipping documents, but they have no effect on order processing. If you decide to use FOB points, compile a list and provide the following information for each point: FOB Point ID (for example, a short name of the port) FOB point description Sales Order Module Configuration Checklist # Task / Form Data Configured 1 Create GL accounts Create any new GL accounts, per your review of the order types. Finance > General Ledger > Configuration > Manage > Chart Of Accounts (screen ID GL202500) 2 Create subaccount segment values Review and create any necessary subaccount segment values, per your review of the order types. Configuration > Common Settings > Segmented Keys > Segment Values (screen ID CS203000) 3 Create GL subaccounts Finance > General Ledger > Create any new GL subaccounts, per your review of the order types. This step should be done only after step 2 has been completed. Page 22 of 86

23 Configuration > Manage > Subaccounts (screen ID GL203000) 4 Define auto- numbering sequences Configuration > Common Settings > Common Settings > Numbering Sequences (screen ID CS201010) 5 Review branch settings Create auto- numbering sequences for the following: Order types AR documents Shipments If you are using Company Branch as a source for accounts or subaccounts, review all of your company s branches. Organization > Organization Structure > Configure > Branches (screen ID CS102000) 6 Review salesperson account settings If you are using Salesperson as the source for subaccounts, review the salesperson records. Finance > Accounts Receivable > Configuration > Manage > Salespersons (screen ID AR205000) 7 Review stock item master records If you are using Stock Item as the source for accounts or subaccounts, review the account settings of stock items. Distribution > Inventory > Work Area > Manage > Stock Items (screen ID IN202500) 8 Review non- stock item master records If you are using Non- Stock Item as a source for accounts or subaccounts, review the account settings of non- stock items. Distribution > Inventory > Work Area > Manage > Page 23 of 86

24 Non- Stock Items (screen ID IN202000) 9 Review posting class master records If you are using Posting Class as a source for accounts or subaccounts, review your posting classes. Distribution > Inventory > Configuration > Setup > Posting Classes (screen ID IN206000) 10 Review warehouse account settings If you are using Warehouse as a source for accounts or subaccounts, review the warehouse settings. Distribution > Inventory > Configuration > Manage > Warehouses (screen ID IN204000) 11 Review employee master records If you are using Employee as a source for subaccounts, review employee settings. Organization > Organization Structure > Manage > Employees (screen ID EP203000) 12 Create/review carriers If you are using Ship Via as a source for accounts or subaccounts, create carrier master records. Distribution > Sales Orders > Configuration > Setup > Carriers (screen ID CS207700) 13 Create shipping terms Create the necessary shipping terms. Distribution > Sales Orders > Configuration > Setup > Shipping Terms (screen ID CS208000) Page 24 of 86

25 14 Create FOB points Create the necessary FOB points. Distribution > Sales Orders > Configuration > Setup > FOB Points (screen ID CS208500) 15 Review customer master records Finance > Accounts Receivable > Work Area > Manage > Customers (screen ID AR303000) 16 Review customer classes Finance > Accounts Receivable > Configuration > Setup > Customer Classes (screen ID AR201000) Review (and change, if necessary) the following delivery settings of each location of each customer: Ship Via, Shipping Terms, FOB Point, Ship Complete, Order Priority, and Warehouse. Also, if you are using Customer Location as a source for accounts or subaccounts, review the GL account settings for each customer location. Review (and change, if necessary) the following delivery settings of each customer class: Ship Via, Shipping Terms, and Ship Complete. 17 Modify order types Distribution > Sales Orders > Configuration > Setup > Order Types (screen ID SO201000) Configure the predefined order types to suit your company s sales processes. Select the desired order type to review it, and make any needed changes to its settings: Active: Clear this check box if you do not plan to use the displayed order type. Description: Modify the description, if desired. Review the Order Settings section in the General Settings tab: ο ο ο ο ο ο ο ο ο ο ο Order Numbering Sequence Days To Keep Hold Orders on Entry (y/n) Check Credit on Entry (y/n) Require Control Total (y/n) Bill Separately (y/n) Ship Separately (y/n) Calculate Freight (y/n) Recalculate Discount On Partial Shipment (y/n) Copy Notes (y/n) Copy Attachments (y/n) Page 25 of 86

26 ο Copy Line Notes To Shipment (y/n) ο Copy Line Attachments To Shipment (y/n) ο Copy Line Notes To Invoice (y/n) Only Non- Stock (y/n) ο Copy Line Attachments To Invoice (y/n) Only Non- Stock (y/n) ο Ship Complete Review the Posting Settings section in the General Settings tab: ο Use Sales Account from ο Combine Sales Sub. from ο Use Misc. Account from ο Combine Misc. Sub. from ο Freight Account ο Use Freight Account from ο Freight Sub. ο Combine Freight Sub. from ο Discount Account ο Use Discount Account from ο Discount Sub. ο Combine Discount Sub. from ο Post Line Discounts Separately (y/n) ο Use Discount Sub. From Sales Sub. (y/n) Review the Accounts Receivable Settings section in the General Settings tab: ο Invoice Numbering Sequence ο Mark as Printed (y/n) ο ο Mark as ed (y/n) Hold Invoices on Entry (y/n) 18 Configure SO module preferences Distribution > Sales Orders > Configuration > Setup > Sales Orders Preferences (screen ID SO101000) Configure the global settings of the SO module, based on decisions made during preparation: Default Sales Order Type Default Transfer Order Type Default Sales Order Assignment Map Default Sales Order Shipment Assignment Map Shipment Numbering Sequence Hold Shipments on Entry Validate Shipment Total on Confirmation Add Zero Lines for Items Not in Stock Freight Allocation on Partial Shipping Automatically Refresh Freight Cost on Document Save Automatically Release IN documents Page 26 of 86

27 #1: Create GL Account(s) It is assumed that you are familiar with the Financial Suite and know how to add any GL accounts necessary for SO module configuration. Open the Chart Of Accounts form (screen ID GL202500): Finance > General Ledger > Configuration > Manage > Chart Of Accounts #2: Create GL Subaccount Segment Value(s) It is assumed that you are familiar with the Financial Suite and know how to add any GL subaccount segment values necessary for SO module configuration. Open the Segment Values form (screen ID CS203000): Configuration > Common Settings > Segmented Keys > Segment Values #3: Create GL Subaccount(s) It is assumed that you are familiar with the Financial Suite and know how to add any GL subaccounts necessary for SO module configuration. Open the Subaccounts form (screen ID GL203000): Finance > General Ledger > Configuration > Manage > Subaccounts #4: Define Auto- Numbering Sequences Acumatica is installed with some predefined numbering sequences. Confirm that the predefined numbering sequences meet SO module requirements. It is assumed that you are familiar with the Configuration module and know how to create auto- numbering sequences. Open the Numbering Sequences form (screen ID CS201010): Configuration > Common Settings > Common Settings > Numbering Sequences #5: Review Branch Settings It is assumed that you are familiar with the Organization module and know how to review branch settings. Open the Branches form (screen ID CS102000): Organization > Organization Structure > Configure > Branches Page 27 of 86

28 #6: Review Salesperson Account Settings It is assumed that you are familiar with the Accounts Receivable module and know how to review salesperson settings. Open the Salespersons form (screen ID AR205000): Finance > Accounts Receivable > Configuration > Manage > Salespersons #7: Review Stock Item Master Records It is assumed that you are familiar with the Inventory Management module and know how to review stock item settings. Open the Stock Items form (screen ID IN202500): Distribution > Inventory > Work Area > Manage > Stock Items #8: Review Non- Stock Item Master Records It is assumed that you are familiar with the Inventory Management module and know how to review non- stock item settings. Open the Non- Stock Items form (screen ID IN202000): Distribution > Inventory > Work Area > Manage > Non- Stock Items #9: Review Posting Class Master Records It is assumed that you are familiar with the Inventory Management module and know how to review posting class settings. Open the Posting Classes form (screen ID IN206000): Distribution > Inventory > Configuration > Setup > Posting Classes #10: Review Warehouse Account Settings It is assumed that you are familiar with the Inventory Management module and know how to review warehouse settings. Open the Warehouses form (screen ID IN204000): Distribution > Inventory > Configuration > Manage > Warehouses #11: Review Employee Master Records It is assumed that you are familiar with the Organization module and know how to review employee settings. Page 28 of 86

29 Open the Employees form (screen ID EP203000): Organization > Organization Structure > Manage > Employees #12: Create/Review Carriers The Carriers form (screen ID CS207700) contains information about the integrated carriers your company uses for shipping goods. Carrier setup is optional and not required for this course; it will be covered in D250 Advanced Fulfillment. #13: Define Shipping Zones Learning Objects Learn how to create shipping zones, which are used to calculate freight charges when shipping goods to customers. Hands on: Define Shipping Zones The Shipping Zones screen is used to create and maintain the list of shipping zones used to calculate freight charges when your company ships goods to customers. Field Zone ID Description Description The unique identifier of the shipping zone. An alphanumeric string of up to 20 characters may be used. A description of the shipping zone. An alphanumeric string of up to 30 characters may be used. 1. Open the Shipping Zones form (screen ID CS207510): Distribution > Sales Orders > Configuration > Setup > Shipping Zones 2. Click the + button on the toolbar. 3. Create a new zone with the following values: Screen Section Field Value Details Zone ID USA1 Details Description United States Zone 1 4. Save your changes. Page 29 of 86

30 #14: Define Ship Via Codes Learning Objects Learn how to create ship via codes to denote your company s shipping options. Hands on: Define Ship Via Codes The Ship Via Codes screen is used to maintain information about your company s shipping options, as well as each carrier your company uses to ship goods. Each ship via code denotes a possible method by which your company ships goods to customers. This screen has slightly different options for the ship via codes associated with non- integrated carriers and those associated with integrated carriers. For each non- integrated carrier whose services your company uses or for shipping options your company provides, you use this screen to specify freight rates for shipments of different weights and volumes. Field Ship Via Description External Plug- in DETAILS TAB Calendar Carrier Calculation Method Base Rate Description The unique code associated with the non- integrated carrier; a method of the integrated carrier; or a shipping option of your company. An alphanumeric string of up to 15 characters may be used. A description of the shipping service or option. An alphanumeric string of up to 30 characters may be used. If a plug- in is used to provide integration with the carrier for this ship via code, you select this check box. You can then specify the integrated carrier, its service method, and other options in the Details tab, which displays slightly different elements depending on whether or not the box is checked. The calendar associated with the carrier. A calendar reflects the carrier s work hours and the days when the carrier ships goods. The carrier associated with the ship via code. This element is available only for codes that use an external plug- in. The method used to calculate freight charges, per the rate breakdown specified in the Freight Rates tab. (This element appears only if the External Plug- in check box is cleared that is, if the ship via code is defined for a non- integrated carrier.) The following options are available: Per Unit : The rates are specified as rates per weight unit. Net : The rates are specified as flat rates. The flat- rate charge to be added to the freight amount, which is calculated per the Freight Rates tab. This element appears only if the External Plug- in check box is cleared. Page 30 of 86