Use this screen to electronically approve sales orders so that processing can continue through issue and shipping transaction entry, invoicing, and posting to the Sales Order journal. Only those orders that require approval by the logged-in system user will display in this screen.
The system user must be assigned to an approval title in the Approval Titles screen. You can assign multiple users to one approval title and each user can perform the order approval process, if the minimum and maximum order dollar limits are met. You will then assign the approval titles to one or several approval process codes in the Sales Order Approval Processes screen. Because you can link multiple titles to one approval process, a sales order may need to be approved by many users before the status is changed to "Approved."
You can use this screen to reject a sales order, which suspends the approval process for that order. You can modify the order, if necessary, and resubmit it for approval.
Use this screen whenever a sales order approval process is selected in the Sales Order Settings screen.
These non-editable fields default from the main screen.
Select the status for the sales order.
Select this radio button if approval is pending for a sales order. Issues, shipping transactions, and invoices cannot be processed.
Select this radio button if the sales order has been approved for the applicable approval title. Additional transactions can be processed after all required approval titles have been recorded.
Select this radio button to modify a rejected requisition and resubmit it to the approval process.
This field displays the recorded date on which the approval status changed for the applicable approval title. The system date will be the default, but can be overridden.
If you selected the Rejected radio button in the Approval Status group box, enter, or use Lookup to select, a valid rejection reason. You must have already established the rejection reason codes in the Sales Order Rejection Reasons screen.
Enter, or use Lookup to select, a valid employee ID to associate with the entered approval action. The employee name will display in the adjacent field.
Enter up to 254 characters of optional, free-form text related to this order's approval or rejection action.
Data from the Enter Sales Orders screen displays in this table and is either pending approval, approved, or rejected. If you are using Costpoint Multicurrency, the prefix "Trans Currency" will appear in the line amount column headers of this table window, and the line information will display from the Enter Sales Orders screen. Each line item amount will be specified in that particular transaction currency.
This non-editable field displays the system identifier of a line on the sales order. The system assign this sequential number to track the line items of the sales order. The system supports an unlimited number of lines on a sales order.
This field displays the valid Contract Line Item Number (CLIN) up to a maximum of 10 characters. You must have already established the CLIN in the CLIN Information screen in Costpoint Project Setup. You can access the CLIN column only when a valid pricing project has been selected on the sales order.
This field displays the item from the line.
This field displays the latest Item revision. You can change the data in this field to an earlier revision number if part revisions are being used.
This field displays the description of the Item.
When you enter the item revision, the system automatically updates this non-editable field based on the pre-defined type of the item being sold in the Set Up Item Billings screen in Costpoint Product Definition. The system-defined types are as follows:
P - Indicates items established as parts in the Basic Part Data screen in Costpoint Product Definition.
G - Indicates items established as goods in the Goods screen in Costpoint Product Definition.
S - Indicates items established as services in the Services screen in Costpoint Product Definition.
This field displays the Long Selling Description set up for the item in the Set Up Item Billings screen in Costpoint Product Definition.
This field displays the national stock number of the item set up in the Basic Part Data screen in Costpoint Product Definition.
The initial default for this field is provided by the Set Up Item Billings screen in Costpoint Product Definition.
This field displays the customer item or model number.
This field displays the line type assigned in the Enter Sales Order table window. There are six system-defined sales order line types: "DRP" (Dropshipment), "INO" (Invoice Only), "INT" (In-Transit), "INV" (Inventory), "MSC" (Miscellaneous), and "REC" (Recurring). In the Enter Sales Order screen, you can enter a different line type on each sales order line. The line type chosen has an effect on which sales order transactions are required for processing the order and how the related sales order journal entry is posted.
This field displays a valid miscellaneous line charge type. You must have already established the type in the Sales Order Line Charge Type table.
This field displays the sales order quantity for the line item. This field is required for all line types except the "MSC" (Miscellaneous) type. Fractional quantities are supported and the maximum quantity is 99,999,999.9999. You cannot enter negative order quantities.
This field displays the sales order issued quantity for the line item.
This field displays the sales order shipped quantity for the line item.
This field displays the sales order invoice quantity for the line item. Invoices automatically generated by the system provide a default invoice quantity equal to the difference between the Quantity Issued and the previous Quantity Invoiced. You must enter the invoice quantity in cases where "INV" (Inventory), "INT" (In-Transit), and "DRP" (Dropshipment) line items are invoiced.
The system maintains a sales order line status, which functions differently from the sales order header status. The valid system defined line statuses are "O" (Open), "C" (Closed), and "S" (System Closed). The sales order line status is initially set to "O" (Open). Once all line item order quantities have been completely invoiced and the invoices have been posted to the general ledger through the Sales Order Journal, the line status is automatically changed to "S" (System Closed). You can edit line statuses of "O" (Open) and "C" (Closed) in the Sales Order Supervisor screen, but you cannot change "S" (System Closed). When all line items on an order become "S" (System Closed), the header status of the sales order is changed to "S" (System Closed) as well.
You can change the line order quantity, as needed, to match the posted quantity. The line status will be changed to "S" (System Closed) accordingly. Likewise, if the line order quantity is changed so that it is greater than the posted quantity, the line status will be changed to "O" (Open).
If you must close an order short, which will prevent open order quantities from being processed (i.e., issued, shipped, or invoiced), you should change the line status to "C" (Closed). This will preserve the integrity of the original order quantity and prevent new transactions from being applied to the order.
This field displays the valid unit of measure for the item. The selling unit of measure established for the item in Basic Part Data, Services, or Goods screens in Costpoint Product Definition will display as the default value, and can be changed. The unit of measure code must exist in the Units of Measure table.
The gross unit price initially loads from the unit price schedule in either Project Unit Pricing screen in Costpoint Project Setup or the Set Up Product Price Catalogs screen in Costpoint Product Definition, depending on the pricing method selected for the order. The system uses the order quantity to search the corresponding price schedule for quantity price breaks and price effectivity dates so that it can determine the correct gross unit price for the Item. The gross unit price of the item also includes the Incremental Extended Price Amount for any components in the Components subtask.
If you are using Costpoint Multicurrency, this column header will contain the prefix "Trans Currency." Each line item amount will be specified in that particular transaction currency.
You can change the gross unit price if you selected the Override Product Sales File Price checkbox in Sales Order Project Settings or the Sales Order Catalog Settings screens.
Costpoint supports a maximum gross unit price of 99,999,999.9999. You cannot enter negative unit costs.
This field displays the volume discount percentage to be applied to the Gross Unit Price of the item. The Header Information subtask of the Enter Sales Orders screen provides a default value for this field but it can be overridden. Enter a 5.25% discount as "5.25." The discount percentage is intended as a volume discount, rather than a cash or payment discount. Leave this field blank if you do not know the discount percentage, and the system will automatically derive the value from the Gross Unit Price and Net Unit Price.
This field displays the price of one unit of the item after any volume discounts have been applied. The system automatically derives the Net Unit Price from the Gross Unit Price and applicable Volume Discount percentage, if they have been entered. If you are using Costpoint Multicurrency, this column header will contain the prefix "Trans Currency." Each line item amount will be specified in that particular transaction currency. This field displays the net unit price of the item.
The system automatically calculates the extended price amount. The calculation is as follows: Net Unit Price times Quantity Ordered. You must enter the extended price amount if no Quantity Ordered is displayed. If you are using Costpoint Multicurrency, this column header will contain the prefix "Trans Currency." Each line item amount will be specified in that particular transaction currency.
The cumulative price of the line charges entered in the Line Charges subtask of the Enter Sales Orders screen is displayed and you can edit it (or add additional, miscellaneous charges) only in that subtask. If you are using Costpoint Multicurrency, this column header will contain the prefix "Trans Currency." Each line item amount will be specified in that particular transaction currency.
This field displays the ship ID that represents where the item is to be delivered. The ship ID entered in the Addresses subtask will act as the default in each sales order line. You can set up a default ship ID for each customer, and it will be displayed in the Addresses subtask for each of the customer's orders. A ship ID is required for "INV" and "INT" line types.
This field displays a valid sales tax/VAT code. Set up sales tax/VAT codes in the Maintain Sales/Value Added Tax screen in Costpoint System Administration. The default sales tax/VAT code is retrieved from the ship ID code. A sales tax code is required for all taxable line items.
This field displays "Y" (Yes) if the item on this line is taxable or "N" (No) if it is not. The default for this column is retrieved from the ship ID.
This field displays the tax rate associated with the selected sales tax/VAT code.
This field displays the sales tax/VAT amount calculated by the system when the Tax column is set to "Y" (Yes). The calculation follows: Ext Price Amount times Sales Tax/VAT Rate. If you are using Costpoint Multicurrency, this column header will contain the prefix "Trans Currency." Each line item amount will be specified in that particular transaction currency.
Enter miscellaneous charges for a line item and applicable sales tax amounts in the Line Charges subtask of the Enter Sales Orders screen. The cumulative sales tax amount for the line charges entered in the Line Charges subtask of the Enter Sales Orders screen is displayed and you can edit it only in that subtask. If you are using Costpoint Multicurrency, this column header will contain the prefix "Trans Currency." Each line item amount will be specified in that particular transaction currency.
This field displays the total line amount calculated by the system. The calculation is as follows: Ext Price Amount plus Line Charge Price Amount plus tax and Line Charge Sales Tax/ VAT Amount. If you are using Costpoint Multicurrency, this column header will contain the prefix "Trans Currency." Each line item amount will be specified in that particular transaction currency.
This field displays up to a maximum of 10 characters for the applicable quote number for the line item. This is an optional field.
This field displays the customer's desired date of delivery. This field defaults the Desired Date entered in the header portion of the Enter Sales Orders screen.
This field displays the due date for customer delivery. The date will default to the line items on the sales order and can be changed. A due date is required for each line item on the order, except recurring lines, and must be entered in the MM/DD/YYYY format.
This field displays the default for the original due date, which is entered in the header portion of the Enter Sales Orders screen.
This field displays the ship-by date for the line item. The ship-by date is required for "INV" (Inventory) line types and must be entered in the MM/DD/YYYY format. This date is optional for all line types except "INV" (Inventory).
This field displays the recurring starting date from the sales order line in the Enter Sales Order screen.
This field displays the recurring ending date from the sales order line in the Enter Sales Order screen.
This field displays the billing cycle from the sales order line in the Enter Sales Orders screen.
This field displays the installment bill from the sales order line in the Enter Sales Orders screen.
This field displays the defer status from the sales order line in the Enter Sales Orders screen.
This field displays the incremental billing status from the sales order line in the Enter Sales Orders screen.
This field displays the sales group abbreviation from the sales order line. This is a required field for all sales order lines in the Enter Sales Orders screen.
This field displays a valid inventory abbreviation. The default for the line is provided by the Header Accounts subtask of the Enter Sales Order screen. If you entered a CLIN on the sales order line, the default inventory abbreviation set up in the Project Unit Pricing screen in Costpoint Project Setup will be displayed. The inventory abbreviation is required only for "INV" (Inventory) line types.
This field displays the warehouse ID. It is appropriate to enter a warehouse from which the items will be issued when the line type is "INV" (Inventory). The Preferred Warehouse initially established for the item in the Part Project Data screen in Costpoint Product Definition will be provided as a default. The warehouse is displayed as a default in the header portion of the Enter Sales Order Inventory Issues screen when you enter the issue transaction. The warehouse ship-to address will be used for any requisitions generated for inventory lines for this sales order. This is a required field for all "INV" (Inventory) line types.
This field displays the bill of material configuration ID. The system uses this only when exploding Bills of Material (BOM) requirements for a part SO line. You can use the configuration ID to specify a unique bill of material for the specified part.
This field displays the customer's preferred method of shipment. The default for this field is initially provided from the Customer table to the Header Information subtask of the Enter Sales Orders screen and subsequently to each line.
This field displays up to 25 alphanumeric characters for the department or the name of the individual that is to receive the shipment of the material. The deliver-to value will initially default from the Header Information subtask of the Enter Sales Orders screen.
This field displays an internal requisition number, of up to 10 characters, that will be used to create a purchase order for the item on the sales order line. This field is optional.
Purchase requisitions can be generated from approved sales orders. The Create Requisitions from Sales Orders process will automatically populate this field as part of the creation function.
This field displays an internal manufacturing order number for the item, if applicable.
This field displays the inventory reservation number, containing up to 10 characters, for the items being sold. Costpoint automatically creates reservations for all inventory line type items when the sales order becomes "Approved." Leave this field blank for inventory line items and Costpoint will update and display the corresponding reservation number after a sales order status is "Approved." This is not a required field for non-inventory type line items.
This field displays "Y" (Yes) or "N" (No) to indicate whether the customer will accept overshipments on this sales order. The system displays the default value for this field set up in the Header Information subtask of the Enter Sales Orders screen, which can be changed.
If "Y" (Yes) displays in the Over Ship field, the system uses the shipping tolerance percentage to determine the excess quantity that can be issued and shipped to the customer. This field is required when the Over Ship flag is "Y" (Yes). You cannot enter a shipping tolerance percentage if overshipments are not allowed.
This field displays "Y" (Yes) or "N" (No) to indicate whether the customer will accept substitutions on this sales order line. Costpoint displays a default from the Header Information subtask of the Enter Sales Orders screen, which can be changed. When you enter an issue transaction into Costpoint, this flag is verified, along with the value of the hard edit option in the Sales Order Defaults screen, before a substitute item can be issued. Depending on the hard edit option selection, either a warning or error message will be displayed in the Enter Sales Order Inventory Issues screen when a substitute part is used.
This field displays "Y" (Yes) to indicate whether the customer will inspect the item before shipment. You can establish the default value for this field in either the Set Up Product Price Catalogs screen in Costpoint Product Definition or the Project Unit Pricing screen in Costpoint Project Setup. The selected pricing project or catalog then provides the corresponding default, which can be changed.
This field displays "Y" (Yes) if the customer requires a certificate of conformance for this item. Establish the default value for this field in the Product Price Catalogs screen in Costpoint Product Definition or the Project Unit Pricing screen in Costpoint Project Setup. The selected pricing project or catalog then provides the corresponding default, which can be changed.
For recurring "REC" (Recurring) line types only, the last bill date for the item displays and cannot be edited. Costpoint updates the last bill date when you run the Create Invoices process, or when you manually apply invoices to the recurring sales order lines.
This field displays "Y" (Yes) or "N" (No) to indicate whether a purchase requisition has been generated for this sales order line by the Create Requisitions from Sales Orders process. The system updates this field.
After you have entered all sales order data and saved the order, and processed the sales order for approval, you can make no further changes from this screen unless the sales order is rejected.
This field displays the baseline unit selling price for the item, which is the amount that will be used to recalculate the Gross Unit Price for components. This value is the initial price that is unmodified by the component recalculation process (if applicable) in the Components subtask of the Enter Sales Orders screen.
This field displays the purchase order ship ID, if applicable, for purchase requisitions that are associated with this sales order line. If the SO line type is "INV" (Inventory) or "INT" (In-Transit), this field will default with the ship ID for the warehouse. If the SO line type is "DRP" (Dropshipment), this field will default with the ship ID for this SO Line. This field can be modified.
This field displays the amortization schedule code for the SO line. Establish amortization codes in the Deferred Revenue Amortization Schedules screen in the Sales Order Entry Controls menu. This field is hidden if the Revenue Recognition drop-down box is not "Deferred Revenue" in the Header Accounts subtask of the Enter Sales Orders screen.
This field displays the number of users who are licensed for the software.
This field displays the platform type in which the software runs.
This field displays the type of license that is used or required for the software.
This field displays the version or release of the software.
This field displays the percentage commission (e.g., sales commission) for the SO line item.
Enter a "Y" to have the sales order line quantity decrement the open sales forecast quantity for the linked MPS part, inventory abbreviation, and warehouse. This field is editable only if you have licensed the Master Production Scheduling module and you have selected the Allow Change of Consume Forecast Flag on SO Line in MPS Settings.
Consuming forecasts with sales orders prevent the double-counting of demand by MPS and MRP, helping ensure that you do not build or buy more than what is required.
If you set Consume Forecasts to "Y" and you selected the Allow Change of Forecast Qty in Approve Sales Orders option, you can view and modify what open sales forecasts will be consumed by pressing the Forecast pushbutton after selecting the line. Once inventory reservations have been generated for a sales order line, you cannot change this field or the information on the Forecasts subtask. Inventory reservations are generated once the sales order is approved, or as soon as the sales order is initially saved if you selected the Include as Demand – Pending Sales Orders option in MRP Settings.
If you set Consume Forecasts to "Y" but do not modify the specific forecasts to be consumed in the Forecasts subtask, Costpoint will automatically reduce forecasts according to MPS Settings and Item Billings defaults.
Select this pushbutton to open the Approval Process subtask.
Select this pushbutton to open the Credit Information subtask.
Use this pushbutton to open the Header Information subtask.
Use this pushbutton to open the Addresses subtask.
Use this pushbutton to open the Exchange Rates subtask. If the multicurrency is not required, this subtask will be disabled.
Select this pushbutton to open the SO Totals subtask.
Select this pushbutton to open the Sales Group Abbrev Accounts subtask.
Select this pushbutton to open the Line Charges subtask.
Use this pushbutton to open the Currency Line Info subtask. If multicurrency transactions are not required, this subtask will be disabled.
Use this pushbutton to open the Customs Information subtask.
Use this pushbutton to open the Components subtask.
Select this pusbutton to open the Forecasts subtask.