Manage Sales Orders Supervisor Screen

Use this screen, which is functionally identical to the Manage Sales Orders screen, to enter sales order (SO) information in Costpoint.

Once you enter a sales order, user-defined approval stages determine the status of the order. When the order is approved at all stages, Costpoint creates inventory reservations for the inventory line items and the order can be processed. If no approvals are required, Costpoint creates inventory reservation when you save the sales order. Costpoint checks the 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 on 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 modify the sales order total amount so that it exceeds the re-approval threshold amount, which is defined on the Configure Sales Order Entry Settings screen, you must resubmit the order for approval.

Once you have entered a sales order and recorded an approval action for the order, you can no longer modify it on the Manage Sales Orders 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 either in place of or in conjunction with the Enter Sales Orders screen.

Note: All fields and functions on this screen correspond exactly to the Manage Sales Orders screen. However, on this screen, you can modify orders after or during the approval process and you have access to the Subcontract and Other Costs subtask. You can associate subcontract and other costs with a sales order through purchase order entry. Those costs are displayed and you can modify them in the Subcontract and Other Costs subtask only on this screen. You should limit access to this screen to selected supervisory personnel, because order modifications and approval modifications should be made with caution.

Before entering orders, establish all project, account, and organization links as well as sales group and inventory abbreviations on their respective screens. You must also 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 modify a sales order only while the order status is Pending. Once the status has been changed to In-Approval, you cannot modify the order. However, If modifications are required, you can change the order status to Approved. You can then modify the orders on this screen and submit them for re-approval as necessary.

This screen has eight tabs:

• Header Info: Use this tab to establish default data for selected line items and processing criteria for the sales order.
• Addresses: Use this tab to enter several address codes established for the customer that prints on the sales order acknowledgment, packing slip, DD250 Forms, and invoices.
• Accounts: Use this subtask to view the account types and other information established for the sales group abbreviation on the sales order line.
• Order Details: Use this tab to establish default values for customer-related details on the sales order line items. You can modify customer contact information and adjust acknowledgment printing settings on this tab.
• iRAPT: Use the fields on this tab to define iRAPT (Invoicing, Receipt, Acceptance and Property Transfer) information.
• Notes: Use this tab to view and edit print settings and notes for the sales order.