Use this screen to establish and maintain control parameters and default information. Set up this screen after initializing Costpoint Sales Order Entry and before entering sales orders or customers.
Use this group box to assign sales order entry numbers, up to 10 characters long. Sales orders can be sequentially numbered by the system, automatically numbered by the system based on price catalog or project, or manually numbered. Also, you can combine a system-generated numbering scheme with manual numbering that permits order numbers to be assigned out of normal sequence. The sales order number is assigned after all required information for the order is entered, at which time the Last System SO Number field is updated.
Use this group box to select the system-defined numbering method to use. Valid options are "Overall System," "Price Catalog," and "Project."
Select this checkbox to automatically assign the next available sales order number without regard to the price catalog or project specified in the sales order. All sales orders access the same range of numbers, and the last system sales order number will be sequentially incremented by one after creating a new sales order. If you select this checkbox, the Price Catalog and Project group boxes will be disabled.
Enter the last sales order number issued, up to 10 alphanumeric characters, before creating and processing sales orders. All sales orders access the same range of numbers, and the last system sales order number will be sequentially incremented by one after creating a new sales order. To have sales orders print in correct numeric order, you must select a ceiling number of up to 10 digits. For example, if the highest number desired is "9999999999," enter zero as "0000000000." If the highest number desired is "SO-9999," and the last sales order number was "SO-124," enter "SO-0124."
The Last System SO Number field is always incremented from the right, but only if the rightmost character is numeric. For example, "SO123" would become "SO124;" "SOABCD9" would become "SOABCD0;" "9999999999" would become "0000000000." "SO99999999A" would not be incremented. You should assign enough numeric characters to the right to ensure that duplicates do not occur. No spaces are allowed in the sales order number.
Use the options in this group box to number sales orders according to the price catalog specified in the sales order. These selections will be disabled if you selected the Overall System checkbox.
Select this radio button to require the user to enter the sales order number before saving the order.
Select this radio button to automatically assign the next available sales order number from the range indicated in the Sales Order Catalog Settings screen. You can assign each price catalog a unique range of sales order numbers. The pricing catalog is specified during sales order entry. The sales order number default can be changed.
Use the options in this group box to number sales orders according to the project specified in the sales order. These selections will be disabled if you selected the Overall System checkbox.
Select this radio button to require the user to enter the sales order number before saving the order.
Select this radio button to automatically assign the next available sales order number from the range indicated in the Sales Order Project Settings screen. You can assign each pricing project a unique range of sales order numbers. The pricing project is specified during sales order entry. The sales order number default can be changed during sales order entry.
Use this group box to select how non-inventory issues will be numbered.
Select this radio button to require the user to enter the issue number before saving the non-inventory material issue transaction. Selecting this radio button disables the Last System Issue Number field.
Select this radio button to have the system automatically assign the next available number in the defined sequence when a transaction is added in the Enter Sales Order Non-Inventory Issues screen in the Sales Order Material Processing menu.
This field provides the basis for the non-inventory material issue numbering scheme. If you selected the System radio button, the last non-inventory material issue number used will display. You can enter up to 10 alphanumeric characters. The next non-inventory issue number entered will be automatically assigned and updated with a number that is one greater than the previous entry. This field is editable and will always display the last non-inventory issue transaction number. No spaces are allowed in the issue number.
Select this checkbox to establish a one-to-one relationship between the packing slip number and the invoice number. Each invoice entered into the system, or created automatically by the system, corresponds to one packing slip. Packing slip numbers are assigned during entry of a shipping transaction and pertain to sales order line items that are Inventory (INV) or In-Transit (INT) line types. When you select this checkbox, the Packing Slip group box is disabled, as well as the Combine Multiple PS on Invoice checkbox in the Create Invoices screen.
Select this radio button to require the user to enter the invoice number before the invoice can be added in the Maintain Invoices screen.
Select this radio button to have Costpoint automatically assign the next available invoice number.
Select this checkbox to use company-wide billing invoices. This selection is unavailable for manual invoicing.
If you selected the System radio button, enter the last invoice number issued, up to 15 alphanumeric characters, before generating new invoices. If you selected the Combine Multiple PS on Invoice checkbox in the Create Invoices screen, this field will determine the packing slip number/invoice number. No spaces are allowed in the invoice number.
Select this radio button to require the user to enter the packing slip number before saving the shipping transaction. This option is not available if you selected the Combine Multiple PS on Invoice checkbox in the Create Invoices screen.
Select this radio button to have the system automatically assign the next available packing slip number in the Enter Shipping Transactions screen.
If you selected the System radio button, enter the last packing slip number used, up to 15 alphanumeric characters, before creating new packing slips.
There are six revenue recognition methods available in Costpoint Sales Order Entry: "Deferred Revenue," "Liquidations," "Prepay," "Ready For Use," "Shipment/Sales," and "Unbilled A/R." Select one of these options as the default for each pricing project and each pricing catalog that is set up in its respective screen. The revenue recognition method and the line type together determine the journal entries made to the General Ledger when the sales order journal is posted. This topic is outlined in further detail in the "Revenue Recognition" section in the Enter Sales Orders screen documentation.
Sales order line items can be designated as Inventory (INV) line item types. As inventory items are sold, they are recorded on sales orders, issued from stock, shipped to customers and, eventually, invoiced. When the invoice is posted to the general ledger, the Sales Order Entry posting journal creates an entry to debit accounts receivable (or unbilled A/R) and credit sales. At the same time, the issue transaction generates cost-related data for the item that will be posted to the general ledger via the Inventory journal. The Inventory journal will debit cost of goods sold and will credit the inventory material account for applicable costs.
This checkbox has a direct effect on the Sales Order Entry and Inventory journal postings. Select this checkbox to change the Costpoint-generated journal entry that records the inventory material transaction explained above. Thus, the Order Entry journal will create an additional entry with a debit to cost of goods sold and a credit to the clearing account. The standard debit to accounts receivable and credit to sales will remain unchanged. The Inventory journal posting will also change with a debit to the clearing account and a credit to the inventory material account.
Select this checkbox to allow invoices to be generated against sales order lines when all components have not yet been issued.
Select this checkbox to have customers invoiced for freight charges recorded in the Shipping Transaction screen. You can also access this checkbox in the Project Unit Pricing screen in Costpoint Project Setup as well as the Header subtask of the Enter Sales Orders screen. If you selected this checkbox and you enter freight charges in the Shipping Information subtask of the Enter Shipping Transactions screen, the system will create a miscellaneous invoice line summing the freight charges for all shipments included on that invoice. The Misc Type will be "FR" for the invoice line. The Sales Order Line Charge Type code "FR" (Freight) must exist in the Sales Order Line Charge Types screen before you can apply any freight charges to the shipments.
Select the appropriate checkboxes to choose default printing values that will apply when you set up pricing projects and pricing catalogs in the Sales Order Project Settings and Sales Order Catalog Settings screens. You can change the default checkboxes as necessary for individual projects and catalogs.
Select this checkbox to print invoices.
Select this checkbox to print DD250 invoices.
Select this checkbox to print packing slips.
Select this checkbox to print DD250 packing slips.
You can use recurring invoice sales orders to invoice customers over a pre-established schedule, such as monthly or quarterly support or maintenance charges. The period of performance for the recurring charges (starting and ending dates) and the bill cycle will determine whether invoice charges will be prorated.
Select this radio button to have recurring invoices prorated using a 30-day month. The system takes the unit price of the recurring line item entered on the sales order and divides that price by 30 to determine a daily invoice amount. The system multiplies the calculated daily invoice amount by the number of prorated days in the billing cycle to determine the invoice amount.
For example, you enter a sales order line item for a service, such as hardware maintenance, as a recurring line item. The maintenance agreement is effective from starting date 7/22/02 through ending date 12/31/02 and the price is $1,000 per month. The customer is billed monthly.
The first invoice created by the system will be for the monthly billing cycle, 7/01/02 through 7/31/02. The system will create prorated invoice for the sales order maintenance agreement, as follows:
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Step 1 - |
$1,000.00 per month ÷ 30 days = $ 33.33 per day |
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Step 2 - |
$ 33.33 per day × 10 days = $333.33 prorated invoice amount |
The system prorated the month of July using the starting date of 7/22 and the ending date of 7/31. The starting date is included as the first date of the prorated cycle, which results in 10 days.
Select this radio button to prorate recurring invoices using the actual number of days in a month. The system divides the unit price of the recurring line item entered on the sales order by the actual number of days in each month to determine a daily invoice amount. The system then multiplies the daily invoice amount by the number of prorated days in the billing cycle to determine the invoice amount.
Using the previous example:
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Step 1 - |
$1,000.00 per month ÷ 31 days = $ 32.258 per day |
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Step 2 - |
$ 32.258 per day × 10 days = $322.58 prorated invoice amount |
The system prorated the month of July using the starting date of 7/22 and the ending date of 7/31. The starting date is included as the first date of the prorated cycle, which results in 10 days.
Use this group box to select a sales order approval process. A sales order can carry a status of "Pending," "In Approval," "Approved," "Rejected," "Closed," "System Closed," or "Void." A sales order can have only one of these status codes at a time. When you first enter the Enter Sales Order screen, the order status is set to either "Pending," when electronic approval is being used, or "Approved," when electronic approval is not used. Only approved sales orders can progress through Costpoint to have material issue transactions, shipping transactions, and invoices applied to them.
You can use system-defined approval options or turn off the electronic approval process. Other options are Global, Manual, or Proj/Catalog. If you choose any of the electronic approval processes, you must assign a default Approval Process.
Select this radio button to turn off the electronic approval process. All sales orders entered into the system will be assigned a status of "Approved" and will be immediately eligible for additional processing.
Select this radio button to allow only one approval process for all orders that cannot be changed during order entry. You must designate the approval process in the Approval Process field.
Select this radio button to manually assign different approval processes to different sales orders. You must choose a default approval process in the Approval Process field. As orders are entered, the default approval process is displayed and can be changed.
Select this radio button to have customized approval processes assigned to individual pricing projects or pricing catalogs. You must choose a default approval process in the Approval Process field, which will then appear as a default in each Sales Order Project Settings screen and Sales Order Catalog Settings screen. During sales order entry, the appropriate default process will be displayed for each pricing project or pricing catalog. When you enter an order that is not related to project or catalog pricing, the primary default will be the one established in the Approval Process field. You cannot change the default approval process during sales order entry.
Enter, or use Lookup to select, the default approval process code for all new sales orders. If you use the Proj/Catalog approval method, the code you enter in this field will be the default approval process code for the Sales Order Project Settings and Sales Order Catalog Settings screens. If the electronic approval option is not in use, this field will be disabled.
If you have selected the Global, Manual, or Proj/Catalog approval method, you can enter a reapproval limit amount. The dollar amount you enter in this field is used to determine the minimum dollar amount by which a sales order can be increased before the system will force the order to begin its electronic approval process again. If the electronic approval option is not in use, this field will be disabled.