Use this screen, which is functionally identical to the Enter Sales Orders screen, to enter sales order information into the system. Once you have entered a sales order, user-defined approval stages determine the status of the order. When the order has been approved at all stages, inventory reservations are created for inventory line items and the order can be processed. If no approvals are required, the inventory reservation is made at the time the sales order is saved. The system checks customer's credit limit before orders are approved and displays a warning message when the credit limit is exceeded.
If a sales order has an "In-Approval" status, you must change the status to "Approved," "Rejected," or "Pending" before you can modify it in this screen. You can modify rejected orders as necessary, and they require an approval only by the approval title that recorded the rejection action. If a title has been previously approved, the order does not need to be re-approved. However, if you change the sales order total amount so that it exceeds the reapproval threshold amount, which is defined in the Sales Order Settings screen, you must resubmit the order for the approval process.
Once you have entered a sales order and recorded an approval action for the order, you can no longer change it in the Enter Sales Order screen. Sales orders pass through pre-established approval processes as a whole order; individual lines on the order are not independently approved. In this screen, you can modify approved, partially approved, or rejected orders. You can use this screen for initial entry of the sales orders, in place of, or in conjunction with, the Enter Sales Orders screen.
Before entering orders, establish all project, account, and organization links as well as sales group and inventory abbreviations in their respective screens. In addition, you must establish all customers and general ledger accounts; projects; product billing sales group abbreviations; project and price catalogs; and items and item cost schedules. You can make changes to a sales order only while the order status is "Pending;" once the status has been changed to "In-Approval," you cannot modify the order. If changes are required, however, you can change the order status to "Approved." You can then edit the orders in the Sales Order Supervisor screen and submit them for re-approval, as necessary.
Enter a sales order number up to a maximum of 10 alphanumeric characters or leave this field blank if you are using one of the auto-numbering methods. The numbering method for sales orders can be handled in several different ways, and you can select the method in the Sales Order Settings (Materials » Sales Order Entry » Sales Order Entry Controls) screen. Orders can be sequentially numbered by the application, automatically numbered by the application based on price catalog or project, or manually numbered. Additionally, you can combine a system-generated numbering scheme with manual numbering, which permits you to assign order numbers out of normal sequence. When auto-numbering is used, the sales order number is assigned after all required information for the order is entered. You cannot use spaces in the SO number.
This field displays the release number for blanket sales orders. This number increments by one for each release.
This field displays the number reflecting the change history for the order. Each time a change is made to the order, this field increments by one.
This field is not available in this version of Costpoint.
Enter, or use 
to select, a valid customer ID in this
required field. You must have already established the customer in the
Customer table. The customer name displays in the field to the right.
Based on this ID, certain items may default to the sales order. These
may include: Catalog,
Project, Delivery Terms, Ship Via,
FOB, Contact Name, and Phone.
Enter the customer purchase order or delivery order number. This is a 30-character alphanumeric field. Enter this number accurately as it is used by the application for searches
When a customer modifies their original order, enter their modification number (up to 10-character alphanumeric) in this field for tracking purposes.
This field displays the transactional currency for the sales order entry. The transaction currency in this field displays from the Transaction field in the Multicurrency subtask of the Maintain Customer (Materials » Sales Order Entry » Customer Info) screen. However, if you did not specify the default currency, the transaction currency listed in the first row of the Transaction Currencies group box (of the Multicurrency subtask) displays. If no rows exist in this subtask, the transaction currency is taken from the Multicurrency Settings screen in Costpoint Multicurrency. You must use the Exchange Rates subtask to establish exchange rates or modify transaction currencies. If you are not using Costpoint Multicurrency, this field displays the functional currency.
Enter, or use to select, a valid pricing project. If
you enter a Customer,
and a pricing project exists in the Sales Order subtask of the Maintain
Customer (Materials » Sales Order Entry
» Customer Info) screen, the pricing project is the default value
in this field and can be changed, as required. The items recorded on the
sales order are priced according to the Unit
Price Schedule established in the Project Unit Pricing (Projects
» Project Setup » Unit Pricing) screen or the Sales Order Project
Settings (Materials » Sales Order Entry
» Sales Order Entry Controls) screen. You can maintain the unit
price provided by the application if you selected the Override
Product Sales File Price check box in the Sales Order Project Settings
(Materials » Sales Order Entry » Sales
Order Entry Controls) screen.
There are significant field defaults and system controls linked to each pricing project in the Sales Order Project Settings (Materials » Sales Order Entry » Sales Order Entry Controls) screen that govern field values and processing requirements as the order is entered.
Project is not a required field. However, the following is a list of default field values the pricing project provides to the sales order.
You can edit some of the defaults as required:
You can edit the Revenue Recognition method.
You can edit the Sales Group Abbrev if you selected the Allow Edit of Sales Group Abbrev check box in the Sales Order Project Settings (Materials » Sales Order Entry » Sales Order Entry Controls) screen.
You can edit Inventory Abbrev.
You can edit the Selling Description if you selected the Allow SO Description Changes check box in the Sales Order Project Settings (Materials » Sales Order Entry » Sales Order Entry Controls) screen.
You can edit the Item Unit Prices if you selected the Override Product Sales File Price check box in the Sales Order Project Settings (Materials » Sales Order Entry » Sales Order Entry Controls) screen.
You can edit the Contractor Addresses.
You can edit the Customer Addresses.
You can edit the Invoice/Packing Slip Print Options.
You can edit the Last Shipment Number.
You cannot edit a sales order approval process if you select the Proj/Catalog Approval Option in the Sales Order Settings (Materials » Sales Order Entry » Sales Order Entry Controls) screen.
You can edit the GSA check box.
You can edit Customer Terms and link them to a pricing project.
You can edit the Project to Charge, which can be provided by the customer, if you selected the pricing project Allow Project to Charge Override check box in the Sales Order Project Settings (Materials » Sales Order Entry » Sales Order Entry Controls) screen.
You can edit Sales Order Number.
Enter, or use to select, a valid pricing catalog. If
you enter a Customer,
and a pricing catalog exists in the Sales Order subtask of the Maintain
Customer (Materials » Sales Order Entry
» Customer Info) screen, it is the default value and can be changed
as required. The items recorded on the sales order are priced according
to the unit price schedule established for the catalog code in the Set
Up Product Price Catalogs (Materials
» Product Definition » Product Billing) screen. You can maintain
the unit price provided by the application if you selected the Override
Product Sales File Price check box in the Sales Order Catalog Settings
(Materials » Sales Order Entry » Sales
Order Entry Controls) screen.
Catalog is not a required field. However, there are significant field defaults and system controls linked to each pricing catalog in the Sales Order Catalog Settings (Materials » Sales Order Entry » Sales Order Entry Controls) screen, which govern field values and processing requirements as the order is entered.
The following is a list of default field values the pricing catalog provides to the sales order. You can edit some of the defaults as required:
You can edit the Revenue Recognition method.
You can edit Sales Group Abbrev if you selected the Allow Edit of Sales Group Abbrev check box in the Sales Order Catalog Settings (Materials » Sales Order Entry » Sales Order Entry Controls) screen.
You can edit the Inventory Abbrev.
You can edit the selling description if you selected the Allow SO Description Changes check box in the Sales Order Catalog Settings (Materials » Sales Order Entry » Sales Order Entry Controls) screen.
You can edit the Item Unit Prices if you selected the Override Product Sales File Price check box in the Sales Order Catalog Settings (Materials » Sales Order Entry » Sales Order Entry Controls) screen.
You can edit Contractor Addresses.
You can edit Customer Addresses.
You can edit Invoice/Packing Slip Print Options.
You can edit the Last Shipment Number.
You cannot edit Sales Order Approval Process if you selected the Proj/Catalog approval option in the Sales Order Settings (Materials » Sales Order Entry » Sales Order Entry Controls) screen.
You can edit the GSA check box.
You can edit Customer Terms and can optionally link them to a pricing project.
You can edit Project to Charge, which can be provided by the customer, if you selected the pricing project Allow Project to Charge Override check box in the Sales Order Catalog Settings (Materials » Sales Order Entry » Sales Order Entry Controls) screen.
You can edit the Sales Order Number.
Select this check box to append GSA to the end of the sales order number when printing the sales order acknowledgment. Leave this check box blank to suppress printing GSA. The default value for this check box is provided by the Sales Order Project Settings or the Sales Order Catalog Settings (Materials » Sales Order Entry » Sales Order Entry Controls) screens and can be changed.
This editable field displays the current system date.
Enter the customer-desired date of delivery in this field. This date is the default in each sales order line item and can be modified.
Enter the due date for delivery in this field. This date is the default in the line items on the sales order. The Desired Date provides the default for this field. You can change the due date at the line item level. A due date is required for each line item on the order.
Enter a ship-by date in this field. This date is the default in the line items on the sales order. You can change the ship-by date for each line item. A ship by date is required only for inventory line items (type INV). Enter an inventory type to have the due date load as the default for the ship-by date.
This field displays the current status of the sales order. Sales order statuses include: Approved, Closed, In Approval, Pending, Rejected, System Closed, and Void. If sales order approval is not required (i.e., you selected the No Approval Process option in the Sales Order Settings (Materials » Sales Order Entry » Sales Order Entry Controls) screen, the only valid statuses for sales orders are Approved, Void, and Closed. As you enter orders into the application and save them, the application displays a message asking if you want to change the sales order status to Approved.
If sales order approval is required (i.e., the Approval Process field is populated in the Header Information subtask, or in the Sales Order Settings (Materials » Sales Order Entry » Sales Order Entry Controls) screen, you cannot edit the Status in this screen. The application provides an initial status of "Pending," and when you save the order, you can submit it to the appropriate approval process. If you submit the order for approval, the status is changed to "In-Approval." You can change the sales order status from "In-Approval" to "Approved," "Rejected," or "Pending" in the Approve Sales Orders screen.
Use the Sales Order Supervisor Screen (Materials » Sales Order Entry » Sales Order Entry Controls) to modify the sales order as necessary and to change the sales order status to "Void," "Closed," or "Pending," accordingly. You cannot change an order status to "Void" if any issue or invoice transaction exists for the sales order lines. You can assign a sales order a "Closed" status, which prevents future issue and invoice transactions from being entered.
After a sales order has been entered, approved, and filled, it is shipped to the customer. The application generates an invoice for the order and posts it to the general ledger. When all sales order quantities have been invoiced and the sales have been recognized in the General Ledger, the order is assigned a status of "System Closed." You can maintain sales orders with "System Closed" status in the Sales Order Supervisor Screen (Materials » Sales Order Entry » Sales Order Entry Controls) only.
The transaction currency amounts in this table window are based on the initial entries in the Multicurrency subtask of the Maintain Customer (Materials » Sales Order Entry » Customer Info) screen. If you are using Costpoint Multicurrency, the column headers for these amounts contain the prefix Trans Currency. Each line item amount is specified in that particular transaction currency.
This non-editable field displays the system identifier of a line on the sales order. It is a sequential number assigned by the application to track the line items of the sales order. This field defaults to one and increments as lines are entered. The application supports an unlimited number of lines on a sales order.
Enter, or use Lookup to select, a 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.
Enter, or use Lookup to select, a valid item. The item can be a part, service, or good, but must be established in the Set Up Item Billings screen in Costpoint Product Definition. To load pricing for this item, you must have already established it in the Product Price Catalog screen or in the CLIN Information and Project Unit Pricing screens (in Costpoint Project Setup), depending on the Pricing Project or Pricing Catalog chosen on the sales order.
You cannot enter items for miscellaneous sales order lines (type MSC). For miscellaneous line types, you must populate the Misc Ln Chg Type field.
When you enter a valid Item, this field displays the latest revision. You can change the data in this field to an earlier revision number if you are using part revisions.
This field displays the description of the Item entered. If you selected the Allow SO Description Changes check box in the Sales Order Project Settings (Materials » Sales Order Entry » Sales Order Entry Controls) screen or the Sales Order Catalog Settings (Materials » Sales Order Entry » Sales Order Entry Controls) screen, you can change the default item description. The description can contain up to 60 alphanumeric characters. If you change the description, it does not update the item description in the Basic Part Data, Services, or Goods (Materials » Product Definition » Part Master) screens. The item description is provided from either the Set Up Item Billings (Materials » Product Definition » Product Billing) screen or the CLIN Information (Projects » Project Setup » Unit Pricing) screen, depending on the option chosen in the Sales Order Project Settings or the Sales Order Catalog Settings (Materials » Sales Order Entry » Sales Order Entry Controls) screens. If you enter no Item and the order Line Type is MSC (Miscellaneous), you can enter a free-form description of what is being ordered. This is a required field.
This field displays the long selling description set up for the item in the Set Up Item Billings (Materials » Product Definition » Product Billins) screen and can be changed; you can add up to 254 characters of additional text.
Enter a customer item or model number up to 30 characters.
This field displays the national stock number from the Basic Part Data (Materials » Product Definition » Part Master) screen, and can be modified. Enter a number if the default does not exist.
The default for this field is provided by the Set Up Item Billings (Materials » Product Definition » Product Billing) screen. Enter the model number, up to 20 characters, if the default does not exist, and modify as needed.
You can modify this required field as needed. 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.
There are six system-defined sales order line types:
INV (Inventory) line type items are pulled from stock or inventory, shipped to the customer, and subsequently invoiced. You must enter an issue transaction and a shipping transaction before you can generate an invoice for the items. The cost of goods sold journal entry is posted to the general ledger through the Inventory Journal.
DRP (Dropshipment) line type items are shipped directly to the customer from a vendor. You can record receipt of the items through Costpoint Purchasing and Costpoint Receiving, and then enter an issue transaction through Costpoint Sales Order Entry. You must enter an issue transaction for this line type before you can generate an invoice. The cost of sales journal entry is posted to the general ledger through the Sales Order Journal.
INT (In-Transit) line type items are not pulled from inventory and are purchased from a vendor, received, and then shipped to the customer. You must enter an issue transaction and a shipping transaction before you can generate an invoice. The cost of sales journal entry is posted to the general ledger through the Sales Order Journal.
REC (Recurring) line type items are invoiced in accordance with an established billing cycle. The billing cycle can be weekly, monthly, quarterly, etc. and can differ for each item on the order. Recurring sales order lines are eligible for invoice creation as soon as their status is Approved The cost of sales journal entry is posted to the general ledger through the Sales Order Journal.
INO (Invoice)-only line type items are eligible for invoicing as soon as the sales order is approved. The items may be services, such as maintenance agreements or leases, which do not require a material issue transaction. Invoice line types have no interface with material movement. The cost of sales journal entry is posted to the general ledger through the Sales Order Journal.
MSC (Miscellaneous) line type items do not permit entry in the Item column. You can enter the item ordered and its associated description in the Description column. Miscellaneous types are usually entered hastily as one-time-only sales for various freight, handling, and expediting charges. This line type functions like the Invoice-only line type in that there is no interface with material movement; an issue transaction is not permitted. The cost of sales journal entry is posted to the general ledger through the Sales Order Journal.
Enter, or use to select, a valid miscellaneous line
charge type. The type must already be established in the Sales Order Line
Charge Type (Materials » Sales Order
Entry » Sales Order Entry Controls) screen. You can access this
field only when you have selected a MSC
(Miscellaneous) Line
Type.
When you enter the Item Rev, the application automatically updates this non-editable field based on the pre-defined type of the item being sold in the Set Up Item Billings (Materials » Product Definition » Product Billing) screen. The system-defined types are as follows:
P - Indicates items established as parts in the Basic Part Data (Materials » Product Definition » Part Master) screen.
G - Indicates items established as goods in the Goods (Materials » Product Definition » Goods) screen.
S - Indicates items established as services in the Services (Materials » Product Definition » Services) screen.
Enter 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. For recurring orders this may be the quantity of items the service is for.
The application 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), and the status cannot be changed in this screen. 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 (Materials » Sales Order Entry » Sales Order Entry Controls), 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 is changed to S (System Closed) accordingly. Likewise, if the line order quantity is edited so that it is greater than the posted quantity, the line status is changed to O (Open).
If you must close an order short, which prevents open order quantities from being processed (for example, issued, shipped, or invoiced, you should change the line status to C (Closed). This preserves the integrity of the original order quantity and prevent new transactions from being applied to the order.
Enter, or use to select, a valid unit of measure for
the item. The selling unit of measure established for the item in Basic
Part Data (Materials » Product Definition
» Part Master), Services (Materials
» Product Definition » Services), or Goods (Materials
» Product Definition » Goods) screens displays as the default value,
and can be changed. The unit of measure code must exist in the Units of
Measure table.
If you are using Costpoint Multicurrency, this column header contains the prefix Trans Currency. Each line item amount is specified in that transaction currency. The gross unit price loads from the unit price schedule in either the Project Unit Pricing (Projects » Project Setup » Unit Pricing) screen or the Set Up Product Price Catalogs (Materials » Product Definition » Product Billing) screen, depending on the pricing method selected for the order. The application uses the order quantity to search the corresponding price schedule for quantity price breaks and price effectivity dates in determining 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. Once you populate the Components subtask and select the Recalculate button, the application recalculates the Gross Unit Price as follows: Baseline Unit Price + ((sum of components' Incremental Extended Price Amounts) / SO line's Order Quantity)). If you change the Baseline Unit Price, the Gross Unit Price automatically recalculates. However, if you change the SO line's Gross Unit Price or Order Quantity (or the component's Order Quantity or Incremental Unit Price), you must click the Recalculate button in the Components subtask.
You can change the gross unit price if you selected the Override Product Sales File Price check box in Sales Order Project Settings or the Sales Order Catalog Settings (Materials » Sales Order Entry » Sales Order Entry Controls) screens.
Costpoint supports a maximum gross unit price of 99,999,999.9999. You cannot enter negative unit costs.
Enter the volume discount percentage to be applied to the gross unit price of the item. The Header Information subtask provides a default value for this field but 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 the discount percentage is not known, and the application automatically derives the value from the Gross Unit Price and Net Unit Price entered.
If you are using Costpoint Multicurrency, this column header contains the prefix Trans Currency. Each line item amount is specified in that transaction currency. Enter the net unit price of the item. This is the price of one unit of the item after any volume discounts have been applied. The application 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 contains the prefix Trans Currency. Each line item amount is specified in that transaction currency. The application automatically calculates the extended price amount. The calculation is as follows: Net Unit Price times Order Quantity. You must enter the extended price amount if no quantity is displayed.
If you are using Costpoint Multicurrency, this column header contains the prefix Trans Currency. Each line item amount is specified in that particular transaction currency. You can add additional, miscellaneous charges for a line item in the Line Charges subtask. The cumulative price of the line charges entered in the Line Charge subtask is displayed and you can edit it only in that subtask.
Enter, or use to select, a ship ID that represents
where the item sold is to be delivered. The ship ID entered in the Addresses
subtask is the default in each sales order line and can be changed. You
can set up a default ship ID for each customer that is displayed in the
Addresses subtask for each of the customer's orders. A ship ID is required
for INV and INT
line types. You assign Ship IDs
to customers in the Maintain Customer (Materials
» Sales Order Entry » Customer Info) screen. You can also assign
Ship IDs to vendors in the Maintain
Vendors (Materials » Purchasing » Vendor
Information), Procurement Planning (Materials
» Procurement Planning » Vendor Information), and Accounts Payable
(Accounting » Accounts Payable » Vendor
Information) screens, and view them in the Display Ship IDs (Materials » Purchasing » Purchasing Controls)
screen. You can also assign Ship ID
information assigned to branch locations (in the Branch Locations (Materials » Purchasing » Purchasing Controls)
screen) and the Warehouses (Materials
» Inventory » Inventory Controls) screen. You can only enter a
Ship ID in this
field if it exists in the Display Ship IDs (Materials
» Purchasing » Purchasing Controls) screen.
Enter 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, however this field defaults as Y if you select the Taxable check box in the Header Information screen and add a new SO line. The SO line can also be designated as being taxable if the Taxable check box is selected in the Header Information subtask. For miscellaneous SO line charge types, this field defaults with the tax status based on the selection in the Sales Order Line Charge Types screen.
Enter, or use to select, a valid sales tax/VAT code
if the Tax field
is Y. Maintain sales tax/VAT codes
in the Maintain Sales/Value Added Tax (System
Administration » System Administration » System Codes) screen.
The default sales tax/VAT code is retrieved from the ship ID code. A sales
tax/VAT code is required for all taxable line items.
This non-editable field displays the tax rate associated with the selected Sales Tax/VAT Code.
If you are using Costpoint Multicurrency, this column header contains the prefix Trans Currency. Each line item amount is specified in that particular transaction currency. This non-editable field displays the sales tax/VAT amount calculated by the application when the Tax column is set to Y (Yes). The calculation is as follows: Ext Price Amount times Sales Tax/VAT Rate.
If you are using Costpoint Multicurrency, this column header contains the prefix Trans Currency. Each line item amount is specified in that particular transaction currency. Enter miscellaneous charges for a line item and applicable sales tax amounts in the Line Charges subtask. The cumulative sales tax amount for the line charges entered in the Line Charge subtask is displayed and you can edit it only in that subtask.
If you are using Costpoint Multicurrency, this column header contains the prefix Trans Currency. Each line item amount is specified in that particular transaction currency. This field displays the total line amount calculated by the application. The calculation is as follows: Ext Price Amount plus Line Charge Price Amount plus tax and Line Charge Sales Tax/VAT Amount.
Enter the applicable quote number for the line item up to a maximum of 10 characters. This is an optional field.
Enter the customer's desired date of delivery. The date entered in the Desired field in the header portion of the sales order is the default for this field. This field can be edited.
This field displays the default for the original due date, which is provided by the due date entered in the header portion of the order. This field can be changed.
Enter the due date for customer delivery. The date defaults 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 should be entered in the MM/DD/YYYY format.
Enter the ship by date for the line item. The ship by date is required for Inventory (INV) line types and should be entered in the MM/DD/YYYY format. This date is optional for all line types except Inventory (INV).
Enter Y (yes) if this line item allows incremental billing or N (no) if it does not. This value defaults from the Installment Billing Required check box in the Defaults subtask of the Project Unit Pricing (Projects » Project Setup » Unit Pricing) screen or the Installment Billing check box in the Set Up Item Billings or the Set Up Product Price Catalogs (Materials » Product Definition » Product Billing) screens.
Enter, or use to select, a valid sales group abbreviation.
The default for the line is provided by the Header Accounts subtask and
can be changed as required. If you entered a pricing project and a CLIN
on the sales order line and the Header Accounts subtask is not populated,
the sales abbreviation defaults from Project Unit Pricing (Projects
» Project Setup » Unit Pricing) screen. If you entered a pricing
catalog, the default sales abbreviation set up in the Set Up Product Price
Catalog (Materials » Product Definition
» Product Billing) screen displays for the line. This
is a required field for all sales order lines. For miscellaneous SO line
charge types, the Sales Abbrev from the Sales Order Line Charge Types
(Materials » Sales Order Entry » Sales
Order Entry Controls) screen displays, depending on
whether or not a project exists.
Enter, or use to select, a project-to-charge to be
used by sales abbreviations that have accounts defined for project substitution.
A default project-to-charge from the Header Accounts subtask defaults,
but it can be changed. The Project To
Charge can also default from the Sales Order subtask of the Maintain
Customer (Materials » Sales Order Entry
» Customer Info) screen, if it applies to the customer ID. The
project-to-charge is used only by accounts that require projects and that
allow project substitution.
Enter, or use to select, a valid inventory abbreviation.
The default for the line is provided by the Header Accounts subtask. Inventory
abbreviation information is originally established in the Inventory Projects
(Materials » Invnetory » Inventory Controls)
screen, and is assigned to pricing projects and catalogs in the Sales
Order Project Settings and Sales Order Catalog Setting (Materials
» Sales Order Entry » Sales Order Entry Controls) screens, respectively.
If you entered a pricing project, and a CLIN and Item on the sales order
line, the default inventory abbreviation displays for the line from the
Project Unit Pricing (Projects » Project
Setup » Unit Pricing) screen. The inventory abbreviation is required
only for "INV" (Inventory) line types.
If you enter a Make part with a Raw Material Inventory Abbreviation, you receive the following error:
"Make parts should use Finished Goods Inventory Abbreviations."
Similarly, if you enter a Buy part with a Finished Goods Inventory Abbreviation, you receive the following error:
"Buy parts should use Raw Materials Inventory Abbreviations."
Enter, or use to select, a warehouse. It is appropriate
to enter a warehouse from which the items are issued when the line type
is INV (Inventory). The Preferred
Warehouse established for the item in the Part Project Data (Materials » Product Definition » Part Master)
screen is provided as a default and can be changed. The warehouse
is displayed as a default in the header portion of the Enter Sales Order
Inventory Issues (Materials » Inventory
» Issues) screen when you enter the issue transaction.
The warehouse ship-to address is used for any requisitions generated for
inventory lines for this sales order. This is a required field for all
inventory line types.
Enter, or use to select, the bill of material configuration
ID. The application 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.
Enter the customer's preferred method of shipment. The default for this field is provided by the Customer table for the Header Information subtask of the sales order and subsequently for each line and can be changed.
Enter up to 25 alphanumeric characters for the department or the name of the individual receiving the shipment of the material sold. The deliver-to value defaults from the Header Information subtask and can be changed.
Enter an internal requisition number, of up to 10 characters, that is used to create a purchase order for the item on the sales order line. This field is optional.
You can generate purchase requisitions from approved sales orders. The Create Requisitions from Sales Orders (Materials » Sales Order Entry » Sales Orders) process automatically populates this field as part of the creation.
Enter an internal manufacturing order number for the item or leave this column blank.
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 updates and displays the corresponding reservation number after a sales order status is Approved. This is not a required field for non-inventory type line items.
Enter Y (Yes) or N (No) to indicate whether the customer accepts overshipments on this sales order. The application displays the default value for this field as set up in the Header Information subtask, which can be changed. If overshipments are not accepted and you attempt to issue a quantity greater than the ordered quantity in the Enter Sales Order Inventory Issues (Materials » Invnetory » Issues) screen, a warning or error message displays based on the value of the Hard Edit Option group box in the Sales Order Defaults (Materials » Sales Order Entry » Sales Order Entry Controls) screen.
If you entered Y (Yes) in the Over Ship field, enter a 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 column is Y (Yes). You cannot enter a shipping tolerance percentage if over shipments are not allowed.
Enter Y (Yes) or N (No) to indicate whether the customer accepts substitutions on this sales order line. Costpoint displays a default provided by the Header Information subtask that can be changed. When you enter an issue transaction into Costpoint, the application verifies this flag, along with the value of the Hard Edit Option group box in the Sales Order Defaults (Materials » Sales Order Entry » Sales Order Entry Controls) screen, before it can issue a substitute item. Depending on the hard edit option selection, either a warning or error message is displayed in the Enter Sales Order Inventory Issues (Materials » Invnetory » Issues) screen when a substitute part is used.
Enter Y (Yes) to indicate whether the customer inspects the item before shipment. You can establish the default value for this field in either the Set Up Product Price Catalogs (Materials » Product Definition » Product Billing) screen or the Project Unit Pricing (Projects » Project Setup » Unit Pricing) screen. The selected pricing project or catalog then provides the corresponding default, which can be changed.
Enter Y (Yes) if the customer requires a certificate of conformance for this item. Establish the default value for this field in the Set Up Product Price Catalogs (Materials » Product Definition » Product Billing) screen or the Project Unit Pricing (Projects » Project Setup » Unit Pricing) screen. The selected pricing project or catalog then provides the corresponding default, which can be changed.
For recurring line types (REC) only, the last bill date for the item displays and cannot be edited. Costpoint updates the last bill date when the Create Invoices (Materials » Sales Order Entry » Invoices) process is performed, or when invoices are manually applied to the recurring sales order lines.
This column displays Y (Yes) or N (No) to indicate whether or not a purchase requisition has been generated for this sales order line through the Create Requisitions from Sales Orders (Materials » Sales Order Entry » Sales Orders) process. This field is updated by the application and cannot be changed. You can reference the sales order for a requisition line in the Enter Requisitions screen.
After you enter all sales order data and save the order, the application displays the following when one of the approval processes is used: "Do you wish to submit the sales order for approval? Submitting for approval prevents further changes from this function unless the sales order is rejected."
Once submitted, the sales order begins the designated approval process in which approval or rejection status is assigned in the Approve Sales Orders (Materials » Sales Order Entry » Sales Orders) screen.
If you delete a requisition line that was created from a sales order in the Enter Requisitions (Marterials » Procureement Planning » Requisitions) screen, and there are no other requisition lines for the same sales order line, the Req Gen (Requisition Generated) field for the SO line changes from Y (Yes) to N (No).
This column is not available in this version of Costpoint.
Enter, or use to select, a sales representative to
be linked to the order line. The default Sales
Rep ID comes from the Header Information subtask and can be changed.
This is an optional field.
Enter the Accounting Classification Reference Number (ACRN) ID, up to 30 alphanumeric characters, for the line item. You can print the ACRN ID on the sales order acknowledgment, packing slips, and invoices. The ACRN ID entered in the Header Accounts subtask is the default value in each line and can be changed.
Enter the Milstrip ID for the item, or use to select
the Milstrip ID entered in the Part Project Data screen in Costpoint Product
Definition for the item. The Milstrip is not required, but if you enter
one, it must be valid and exist in the Part Project Data (Materials
» Product Definition » Part Master) screen. Optionally, you can
print the Milstrip ID on the sales order acknowledgment, packing slips,
invoices, and DD250 forms.
The Order Date from the header defaults into this field, but can be changed.
If you use in this field, all Planner IDs are available
from the Planners (Materials » Production
Control » Production Controls) screen. The planner is the person
responsible for ensuring the item is made/purchased for the sales order.
This field defaults from the PART, COMM, INVT_PROJ, or NET_GRP tables
depending on the value selected in the Planner
Assignment group box in the Production Control Settings (Materials
» Production Control » Production Controls) screen, but the Planner
ID can be changed.
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 option in the MPS Settings (Materials » Master Production Scheduling » MPS Controls) screen.
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 Enter Sales Orders option, you can view and modify what open sales forecasts are consumed by clicking the Forecast button 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 the MRP Settings (Materials » Material Requirement Planning » MRP Controls) screen.
If you set Consume Forecasts to Y, but do not modify the specific forecasts to be consumed in the Forecasts subtask, Costpoint automatically reduces forecasts according to MPS Settings (Materials » Master Production Scheduling » MPS Controls) and Item Billings defaults.
This column indicates whether or not components are maintained for this sales order line. This column defaults with Y (Yes) if the item's Component Processing check box is selected for the item billing defaults in the Set Up Item Billings (Materials » Product Definition » Product Billing) screen. Otherwise this field defaults with a status of N (No). Components can be processed only if the SO line item is a part or if the line item is not MSC (Miscellaneous) or REC (Recurring). If this field is Y (Yes), you must use the Components subtask to load the components of the sales order line.
This column displays Y (Yes) or N (No) to indicate whether the issues to the sales order line is done at the component level or the line level. This field defaults with a status of N (No) when the Process Components field displays N (No). This column defaults with Y (Yes) if the item's Issue Components check box is selected for the item billing defaults in the Set Up Item Billings (Materials » Product Definition » Product Billing) screen. This field automatically defaults to Y (Yes) when the default SO line type is INO (Invoice Only) and the Process Components field is set to Y (Yes). If this field is Y (Yes), you must use the Components subtask to load the components of the sales order line.
This field displays the M (Make)/B (Buy) status of the selected part. This field defaults from the Maintain Parts and Basic Part Data (Materials » Product Definition » Part Master) screens.
This field displays the net available quantity that is available for use for the item/revision. The application calculates this value by adding all inventory quantities (except on-hold inventory) plus on order, on requisition, and owed quantities.
Enter the baseline unit selling price for the item, which is the amount that is used to recalculate the Gross Unit Price for components. This value is the initial price unmodified by the component recalculation process (if applicable) in the Components subtask.
If the line's Process Components field is N (No), the Baseline Unit Price and the Gross Unit Price are always the same for the item, even if you change the value in either column (as explained in the next paragraph).
If the line's Process Components field is Y (Yes), the Baseline Unit Price and Gross Unit Price amounts are initially the same. However, when you populate the Components subtask and click the Recalculate button, the Gross Unit Price calculates as follows: Baseline Unit Price + ((sum of components' Incremental Extended Price Amounts) / SO line's Order Quantity)). The Baseline Unit Price does not change. If you change the Baseline Unit Price and one or more component lines exist, the Gross Unit Price automatically recalculates. If you manually change the Gross Unit Price or Order Quantity for the SO line, the Baseline Unit Price does not change and the Gross Unit Price does not recalculate until you click the Recalculate button in the Components subtask.
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 defaults with the ship ID for the warehouse. If the SO Line Type is DRP (Dropshipment), this field defaults with the ship ID for this SO Line. You can modify this field.
Use this field to enter, or use to select, the amortization
schedule code for the SO line if the Revenue
Recognition drop-down box is Deferred
Revenue in the Header Accounts subtask. If the Revenue
Recognition drop-down box is not Deferred
Revenue, this field is hidden. Establish amortization codes in
the Deferred Revenue Amortization Schedules (Maaterials
» Sales Order Entry » Sales Order Entry Controls) screen.
In order to use the amortization code for deferred revenue, the Sales Group Abbrev (for each applicable SO line) must have Deferred Revenue Account and Sales Account transaction types established in the Set Up Sales Group Abbreviations (Materials » Product Definition » Product Billing) screen. When you post the sales order invoice, Accounts Receivable is debited and Deferred Revenue is credited for the invoice amount. However, posting amortizations debits deferred revenue and credits sales accounts for the appropriate scheduled amortization amounts for the fiscal year, period, and subperiod.
Enter the number of users who are licensed for the software.
Enter the platform type in which the software runs.
Enter the type of license that is used or required for the software.
Enter the version or release of the software.
Enter the percentage commission (e.g., sales commission) for the SO line item. If you entered a Commission in the Header Information subtask, it defaults to each line, but can be overwritten.
Enter a Y (Yes) or N (NO) in this column to indicate whether or not the line item is Government Furnished Equipment
This is the Standard Document Number, which is a numbering system prescribed for all financial related documents prepared that are not PIIN/SPIN, MILSTRIP/MILSTRAP or TCN.
Use this column to qualify the entry of in the SO line NSN column. The default for this column is FS to indicate the stock number is a National Stock Number (NSN). You have other options such as MG if a Manufacturer’s Part Number is entered in the NSN field, or VP if a Vendor’s Part Number is entered. You may also leave this column blank as long as the line item type is not CLIN/SLIN.
Available options are:
Batch Number (B8)
Color (CL)
Next Higher Used Assembly (P )
National Stock Number (FS)
Fed. Supply Class (FT)
Manufacturer's Part No. (MG)
Model Number (MN)
Serial Number (SN)
Services (SV)
Vendor's Part Number (VP)
This flag indicates whether or not the line item requires a Unique Item Identifier. This column defaults to N, but you can change it. The value of this flag is also loaded to the issue and shipping transaction screens, where a warning is provided if a UID is not provided when the UID Required flag is Y.
Click this button to open the Addresses subtask.
Click this button to open the Header Information subtask.
Click this button to access the Header Standard Text subtask.
Click this button to open the Header Accounts subtask.
Click this button to open the Exchange Rates subtask.
Click this button to open the SO Totals subtask.
Click this button to open the UDF Info (User Defined Information) subtask.
Click this button to open the Header Docs subtask.
Click this button to open the WAWF subtask.
Click this button to access the Sales Group Abbrev Accounts subtask.
Click this button to open the Line Charges subtask. Select Alt + as the hotkey to access this subtask.
Click this button to open the SO Line Standard Text subtask.
Click this button to open the Recurring Line Information subtask.
Click this button to open the Components subtask.
Click this button to open the Subcontract and Other Costs subtask.
Click this button to open the Currency Line Info subtask.
Click this button to open the Customs Information subtask.
Click this button to open the Forecasts subtask.
Click this button to open the SO Line Documents subtask.