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Contents of the Manage Sales Order Catalog Defaults Screen

Use the fields and options to configure the Manage Sales Order Catalog Defaults screen.

Catalog

Field Description
Catalog

Enter, or click to select, an active catalog. You must have previously set up catalogs on the Manage Price Catalogs screen in Product Definition.

Catalog Description

This field displays the description associated with the selected catalog.

Settings

Catalog SO Numbering Method

Use the options in this group box to number sales orders manually or automatically by pricing catalog. You cannot use these options if you select the Overall System check box on the Configure Sales Order Entry Settings screen.

Field Description
Manual

Select this option to require the user to enter the sales order number before the order can be saved.

System

Select this option to have Costpoint assign the next available sales order number. You must then enter the appropriate number in the Last System SO Number field.

Last System SO Number

If you select the System option, you must enter the last sales order number issued, up to 10 alphanumeric characters, before processing sales orders. 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 always increments from the right, but only if the rightmost character is numeric. For example, SO123 would increase to "SO124"; "OABCD9 would increase to "SOABCD0"; 9999999999 changes to "0000000000". SO99999999A would not increment. Assign enough numeric characters to the right to ensure that duplicates do not occur.

SO Processing

Field Description
Allow SO Description Change

The default for this check box is established on the Configure Sales Order Defaults screen. Select this check box to allow modification to the item description on the sales order line. The default item description appears on the sales order line from the Manage Item Billings screens in Product Definition. You can override this default for each pricing project or pricing catalog.

Allow Invoice Description Change

The default for this check box is established on the Configure Sales Order Defaults screen. Select this check box to allow modification of the item description on the invoice line. The default item description appears on the invoice line as established on the sales order line. You can override this default for each pricing project or pricing catalog.

Override Product Sales File Price

The default for this check box is established on the Configure Sales Order Defaults screen. Select this check box to allow modification of the item price on the sales order line. The default item price appears on the sales order line as established on the Manage Product Price Catalogs screen. You can override this default for each pricing project or pricing catalog.

The sales price entered on the sales order is the default for the invoice. You cannot modify the price on the Manage Invoices screen, but you can do so on the Manage Invoices Supervisor Screen.

Override Customer Terms

Select this check box to allow catalog-specific terms on a sales order. Leave the check box blank to accept the customer terms established on the Manage Customers screen. If you leave this check box blank, you cannot use Terms field.

Terms

Enter catalog-specific terms in this field. These terms are the default for the Manage Sales Orders screen when orders are entered that reference the specified pricing catalog. These terms override the customer's default terms.

Approval Process

Enter, or click to select, a valid approval process code. This process code is the default value for pricing project on the Customer Details tab on the Manage Sales Orders screen if sales order approval process is set to project/catalog.

GSA

Select this check box to add "GSA," which stands for General Services Administration, to the end of the sales order number when printing the sales order acknowledgment.

Defaults

Field Description
Revenue Recognition

Use this drop-down list to select one of the following revenue recognition methods:

  • Deferred Revenue
  • Liquidations
  • Shipment/Sales
  • Prepay
  • Unbilled A/R
  • Ready for Use

The method selected in the Revenue Recognition field on the Configure Sales Order Entry Settings screen defaults on this screen. The revenue recognition for the pricing catalog, which appears on the Billing tab of the Manage Sales Orders screen, can be modified.

Sales Group Abbrev

Enter, or click to select, a sales group abbreviation to use as a default for the sales order header and for each line on the order. You have to select the Catalog/Item option in the Sales Group Default group box to use the sales group abbreviation as a default.

Inventory Abbrev

Enter, or click to select, an inventory abbreviation to use as a default for the sales order header and for each inventory line item on the order. You have to select the Catalog/Item option in the Inventory Default group box to use the inventory abbreviation as a sales order default.

Prime Contractor CAGE Code

Enter the prime contractor's Commercial and Government Entity (CAGE) code, up to five alphanumeric characters. This value defaults into the iRAPT tab of the Manage Sales Orders screen if a pricing catalog is selected in the sales order header.

Allow Edit of Sales Group Abbrev

Select this check box to allow the default sales group abbreviation on the Billing tab of the Manage Sales Orders screen to be modified during sales order entry. When you select this check box, you can modify the sales group abbreviation at both the header and line levels of sales orders that have a designated pricing catalog.

Allow Project to Charge Override

Select this check box to allow the default project to charge to be modified on the Billing tab of the Manage Sales Orders screen during sales order entry. Set up the default project to charge on the Sales Order tab of the Manage Customers screen.

Leave this check box blank to prevent modifications to the default project to charge on the Manage Sales Orders screen.

Sales Group Default

A sales group abbreviation will be defaulted to each sales order header and line depending on the selected pricing catalog. You can enter the default abbreviation either on this screen or on the Manage Product Price Catalogs screen.

Field Description
Catalog/Item

Select this option to use the sales group abbreviation entered in the product price catalog as the default on the Billing tab of the Manage Sales Orders screen during sales order entry. As you establish catalogs in Product Definition, you can enter selected default information and unit pricing data, including a sales group abbreviation. You can modify the inventory abbreviation if you have selected the Allow Edit of Sales Group Abbrev check box on this screen.

Catalog

Select this option to use the inventory abbreviation as the default on the Billing tab of the Manage Sales Orders screen during sales order entry. You can modify the inventory abbreviation if you have selected the Allow Edit of Sales Group Abbrev check box in this screen.

Inventory Default

Use options in this group box to select the default abbreviation to be loaded to each sales order header and to each line that has a designated Inventory (INV) line type item, based on the selected pricing catalog.

Field Description
Catalog/Item

As you establish catalogs in Costpoint Product Definition, you can enter selected default information and unit pricing data, including an inventory abbreviation. Select this option to use the inventory abbreviation entered in the product price catalog as the default on the Billing tab of the Manage Sales Orders screen during sales order entry. You can modify the inventory abbreviation if you have selected the Allow Edit of Sales Group Abbrev check box on this screen.

Catalog

Select this option to use the inventory abbreviation as the default on Billing tab on Manage Sales Orders screen during sales order entry. The inventory abbreviation will be the default for the applicable inventory line items from the Billing tab on the Manage Sales Orders screen. You can modify the inventory abbreviation if you have selected the Allow Edit of Sales Group Abbrev check box on this screen.

Print Options

Note: The options you select in this group box defaults to the Print Options group box on the Other Info tab of the Manage Sales Orders screen.
Field Description
Invoice

Select this check box to indicate that a commercial invoice will be printed for sales orders using this pricing catalog.

Packing Slip

Select this check box to indicate that a commercial packing slip will be printed for sales orders using this pricing catalog.

DD250/WA250 Invoice

Select this check box to indicate that a DD250/WA250 invoice will be printed for sales orders using this pricing catalog.

DD250/WA250 Packing Slip

Select this check box to indicate that a DD250/WA250 packing slip will be printed for sales orders using this pricing catalog.

Contractor Addresses

Establish contractor addresses and associated contractor codes and descriptions on the Manage Contractor Addresses screen.

Field Description
Remit To

Enter, or click to select, a remittance address code. You can set up remittance addresses on the Manage Remittance Addresses screen. The value you enter becomes default remittance address code on the Addresses tab of the Manage Sales Orders screen.

Contractor

Enter, or click to select, a contractor. Establish contractor address information on the Manage Contractor Addresses screen. The value you enter becomes the default contractor code on the Addresses tab of the Manage Sales Orders screen. The contractor address is printed on the DD250 packing slip and invoice.

Ship From

Enter, or click to select, a ship-from address code. Establish ship-from addresses on the Manage Contractor Addresses screen. The value you enter becomes the default ship-from address code on the Addresses tab of the Manage Sales Orders screen.

Customer Addresses

Establish customer addresses on the Manage Customers screen. You can maintain additional sales order-related defaults in this screen.

Field Description
Payment Office

Enter, or click to select, a payment office code. Set up payment office codes on the Manage Government Payment Offices screen in Billing. The value you enter becomes the default payment office code on the Addresses tab on Manage Sales Orders screen.

You can establish additional default payment office address codes for individual customers on the Manage Customers screen. If payment office code is assigned to a customer, that code is used as the default for the Addresses tab instead of the code entered in this field.

Issued By

Enter, or click to select, an issued-by code. Set up issued-by address codes on the Manage Issued By Addresses screen. The value you enter becomes the default payment office code on the Addresses tab of the Manage Sales Orders screen.

You can establish an additional default issued-by address code for individual customers on the Manage Customers screen. If an issued-by code is assigned to a customer, that code is used as the default for the Addresses tab instead of the code entered in this field.

Inspect By

If you use Invoicing, Receipt, Acceptance and Property Transfer (iRAPT) functionality, enter the Department of Defense Activity Address Code (DoDAAC) code for the inspect-by address.

Local Processing Office

If you use iRAPT functionality, enter the DoDAAC code for the local processing office address.

3rd Party - Other Office

If you use iRAPT functionality, enter the DoDAAC code for the third-party or other office address.

Shipment Number

Field Description
Not Required

Select this option if you do not want record unique shipment numbers for items processed through the Manage Shipping Transactions screen.

Overall Catalog

Select this option to record a system-assigned shipment number by pricing catalog.

By Sales Order

Select this option to record a system-assigned shipment number by sales order.

Last Shipment Number

Enter up to eight alphanumeric characters for the last shipment number used, if required. Costpoint sequentially increments the last shipment number by one. The data in the Last Shipment Number field always increments from the right, but only if the rightmost character is numeric. Assign enough numeric characters to the right to ensure that duplicates do not occur.