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Contents of the Manage Sales Order Project Defaults Screen

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

Contents

Field Description
Project

Enter, or click to select, an active project. The project description displays in the unlabeled field to the right.

Project Numbering Method

Use the options in this group box to number sales orders manually, or automatically by pricing project. You can set up each project to use a unique series of order numbers. You cannot access this option if you select the Overall System checkbox 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. If you select this option, Costpoint disables the Last System SO Number field.

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 selected the Overall System checkbox on the Configure Sales Order Entry Settings screen, you must enter the last sales order number issued before processing sales orders. To have sales orders print in correct numeric order, 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 last 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.

Selling Description

Field Description
Item Billing

Select this option if the selling description established for an item on the Manage Item Billings screen in Product Definition should be the default for the sales order line during order entry. You can modify the selling description if you select the Allow SO Description Changes checkbox in the SO Processing group box.

CLIN

Select this option if the contract line item description established for a Contract Line Item Number (CLIN) on the Manage CLIN Information screen in Project Setup should be the default for the sales order line during order entry. You can modify the selling description in the sales order if you selected the Allow SO Description Changes checkbox in the SO Processing group box. The long selling description for an item from the Manage Item Billings screen displays in a field adjacent to the item description field.

SO Processing

Field Description
Allow SO Description Changes

Select this checkbox to allow the item description on the sales order line to be modified. You can establish the default for this checkbox on the Configure Sales Order Defaults screen. The default item description displays on the sales order line from the Manage Parts, Manage Services, or Manage Goods screens in Product Definition. You can override this default for each pricing project or pricing catalog.

Allow Invoice Description Changes

Select this checkbox to allow the item description on the invoice line to be modified. You can establish the default for this checkbox on the Configure Sales Order Defaults screen. The default item description displays 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

Select this checkbox to allow the item price on the sales order line to be modified. You can establish the default for this checkbox on the Configure Sales Order Defaults screen. The default item price displays on the sales order line as established on the Product Sales table. You can override the default for each pricing project or pricing catalog.

The sales price entered on the sales order defaults for the invoice. You cannot modify the price on the Manage Invoices screen, but you can modify it on the Manage Invoices Supervisor Screen.

Override Customer Terms

Select this checkbox to allow project-specific terms on a sales order. Leave the checkbox blank to accept the customer terms established on the Manage Customers screen. If you clear this checkbox, Costpoint disables the Terms field.

Terms

Enter, or click to select, project-specific terms in this field. These terms default on the Manage Sales Orders screen, when orders are entered that reference the specified pricing project; these terms override the customer's default terms.

Approval Process

Enter, or click to select, a valid approval process code. This becomes the required approval process for the pricing project on the Header Info tab of the Enter Sales Orders screen.

GSA

Select this checkbox to append "GSA" (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 the revenue recognition method. You can select the following:

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

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 project, 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 can only use the sales group abbreviation as a default only when you select the Proj/CLIN/Item option in the Sales Group Default group box.

When you enter CLIN data on the Manage CLIN Information screen, the sales group abbreviation entered defaults on each item linked to the CLIN.

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 can only use the sales group abbreviation as a default only when you select the Proj/CLIN/Item option in the Inventory Default group box.

When you enter CLIN data on the Manage CLIN Information screen, the inventory abbreviation entered defaults on each item linked to the CLIN.

Prime Contractor CAGE Code

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

Allow Edit of Sales Group Abbrev

Select this checkbox to allow the default sales group abbreviation to be modified on the Billing tab of the Manage Sales Orders screen during sales order entry.  Depending on the selections created on this screen, the pricing project or the project/CLIN/item loads as the default sales group abbreviation on the Manage Sales Orders screen.

Leave this checkbox blank to prevent modifications to the default sales group abbreviation on the Manage Sales Orders screen.

Allow Project to Charge Override

Select this checkbox to allow the default project to charge to be modified on the Billing tab of the Manage Sales Orders screen. You can set up the default project to charge on the Sales Order tab of the Manage Customers screen.

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

Sales Group

Use the options in this group box to select a pricing project sales group abbreviation that defaults on each sales order header and line.

Field Description
Proj/CLIN/Item

Select this option to use the Proj/CLIN/Item sales group abbreviation as the default for the Billing tab of the Manage Sales Orders screen during sales order entry. You can modify the sales group abbreviation if you select the Allow Edit of Sales Group Abbrev checkbox on this screen.

Project

Select this option to use the project sales group abbreviation as the default for the Billing tab of the Manage Sales Orders screen during sales order entry. You can modify the sales group abbreviation if you select the Allow Edit of Sales Group Abbrev checkbox on this screen.

Inventory

Use this group box to specify the inventory abbreviation that defaults to each sales order header and to each INV (Inventory) line type item.

Field Description
Proj/CLIN/Item

Select this option to use the Proj/CLIN/Item inventory abbreviation as the default for the Billing tab of the Manage Sales Orders screen during sales order entry. You can modify the inventory abbreviation if you select the Allow Edit of Sales Group Abbrev checkbox on this screen.

Project

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

Print Options

The selections you make on in this group box defaults to the Print Options group box on the Other Info tab of Manage Sales Orders screen, but can be modified.

Field Description
Invoice

Select this checkbox to indicate that a commercial invoice prints for sales orders using this pricing project.

Packing Slip

Select this checkbox to indicate that a commercial packing slip prints for sales orders using this pricing project.

DD250/WA250 Invoice

Select this checkbox to indicate that a DD250/WA250 invoice prints for sales orders using this pricing project.

DD250/WA250 Packing Slip

Select this checkbox to indicate that a DD250/WA250 packing slip prints for sales orders using this pricing project.

Contractor Addresses

You can establish contractor addresses and associated contractor codes and descriptions on the Manage Contractor Addresses screen in either Sales Order Entry or Billing.

Field Description
Remit To

Enter, or click to select, a remittance address code. Set up remittance addresses on the Manage Remittance Addresses screen in Billing. The address code you enter in the Remit To field defaults to the Addresses tab of the Manage Sales Orders screen and can be modified.

Contractor

Enter, or click to select, a contractor. Establish contractor address information on the Manage Contractor Addresses screen. The contractor code defaults to the Addresses tab of the Manage Sales Orders screen and can be modified. The contractor address prints 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 ship-from code defaults to the Addresses tab of the Manage Sales Orders screen and can be modified.

Customer Addresses

Establish customer addresses on the Manage Customers screens in either Sales Order Entry and Accounts Receivable. You can maintain additional sales order-related defaults on these screens.

Field Description
Payment Office

Enter, or click to select, a payment office code. Set up the payment office codes on the Manage Government Payment Offices screen in Billing. The code defaults to the Addresses tab of the Manage Sales Orders screen. You can establish an additional default payment office address code for individual customers on the Manage Customer screen. If you assign a payment office code to a customer, Costpoint uses that code 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 the issued-by address codes on the Manage Issued By Addresses screen. The code defaults to the Addresses subtask 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 you assign an issued-by code to a customer, Costpoint uses that code as the default for the Address tab instead of the code entered in this field.

Inspect By

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

Local Processing Office

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

3rd Party - Other Office

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

Shipment Number

Use this group box to select options for the method of numbering shipments.

Field Description
Not Required

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

Overall Project

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

By Sales Order

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

Last Shipment Number

If a shipment number is required, enter up to eight alphanumeric characters for the last shipment number used. Costpoint sequentially increments shipment numbers by one. The value in the Last Shipment Number field increments from the right, but only if the last character is numeric. You should assign enough numeric characters to the right to ensure that duplicates do not occur.