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Functionality

 

The Sales Orders module provides the major functions of…
 

 

The Sales Orders module is very flexible. It supports various requirements such as multiple Warehouses; multiple ShipTo locations per Customer; One-pass or Two-pass method (e.g. with or without Pick Slips); table-driven Sales Tax; table-driven support for Vat/Gst tax countries; full integration with Inventory, Accounts Receivable, General Ledger and Job Costing; Credit control; entering orders for immediate or future delivery, with either deferred or immediate allocation from On Hand inventory; support for Service and non-stock items and many others.

 

Sales Orders is also one of the most likely AdaptAccounts application modules to be modified to suit particular installation requirements. Inventory and Sales Orders can have numerous variations not only between industries but also often between companies in the same industry. The best approach for such applications is to build strong fundamental systems designed for adaptation that take real advantage of modern software technology. This is the method used with AdaptAccounts.

 

Some common terms

 

OnHand Quantity

The actual physical quantity we have in stock.

 

If we receive 12 items of some Product such as "bol-273" and nothing else happens we have an OnHand Quantity of 12.

 

Receipts and Issues that occur in any of the Inventory, Sales Orders and Purchase Orders modules affect the OnHand Quantity. Receipts occur mainly in Inventory and Purchasing.

 

However, Receipts may also occur in Sales Orders as a result of returns from a Customer of products being returned to inventory that are processed as a Sales Credit Note. Issues occur in Inventory and Sales

 

OnHand Quantity is the result of subtracting total Issues from total Receipts.

 

Sales OnOrder Quantity

The OnOrder Quantity is the quantity currently On Order.

Continuing with our "bol-273" example, assume a Sales Order is entered on which 4 are ordered. Our OnOrder Quantity is now 4. The OnOrder Quantity is not affected by Allocations.

 

Allocated Quantity        

A Sales Order may allocate some quantity of an item for a Sales Order in advance of those items actually being shipped. Although those items are still physically in stock they are not available for sale to some other Customer.

 

For example, assume that Sales Order above allocated 4 of that Product "bol-273" and nothing else happens. Then our OnHand Quantity is still 12 and our Allocated Quantity is 4. Our OnOrder Quantity remains 4.

 

OnHand Available Quantity

The OnHand Available Quantity is the net result of subtracting the Allocated Quantity from the OnHand Quantity. It shows the quantity of an item that we have in stock available for sale.

 

Continuing with our "bol-273" example our OnHand Available Quantity is now 8 representing the OnHand Quantity of 12 less the Allocated Quantity of 4. The system maintains the current OnHand Available Quantity by Product by Warehouse in the ProductWarehouse table.

 

Sales BackOrder Quantity

A Sales Order may contain items that have not been allocated. There may be various reason for this such as a future shipping date, insufficient credit or being out of stock. Regardless of the reason, items that are not allocated have no effect on the On Hand Available Quantity but are reflected in the Sales BackOrder Quantity.

 

Continuing with our "bol-273" example, assume another Sales Order is entered on which 3 are ordered but not allocated. Our OnHand Quantity remains 12 and our OnHand Available Quantity remains 8 but we now have a Sales BackOrder Quantity of 3.

 

The Sales BackOrder Quantity is the net result of subtracting the Allocated Quantity from the OnOrder Quantity.

 

Unit of Sale

Within the Sales Orders module the Quantity value is expressed in the Unit of Sale specified on a transaction line item basis for the Product. The standard Unit of Sale specified for a Product is used in specifying standard selling prices for a Product. These standard prices apply to Customers that do not have Customer-specific price(s) for a Product. Selling prices for a Product for a specific Customer are based on the Unit of Sale specified for that Customer for that Product.

 

Multiple Warehouses

AdaptAccounts supports multiple Warehouses.  A Company must have at least one Warehouse.

 

All transactions in the Inventory, Sales and Purchasing application modules specify the particular Warehouse. The system presents the various Quantity values by Warehouse for each Product.

 

Quotations

Sales Order Quotations may be entered similarly to entering a regular Order.

Their Type is "Quote" whereas the Type for a regular Order is "Order".

Quotations may be printed and they may be subsequently changed to an Order. This enables all the information on the Quote to be carried through to the subsequent Order.

 

Allocate is not relevant to Quotes. They may not be allocated. Therefore they do not affect OnHand Available Quantity.

 

They are not Back Orders and they do not summarize into Sales Order Quantity.

 

They have no effect on Purchase Orders.

 

Hold

Regardless of whether we use the One-pass or Two-pass method, all activities can be done at the level of an individual order.

 

However, it is often desirable to be able to perform an operation on all eligible orders. For example, we may wish to Reallocate All Orders so that recent Product Receipts for items on BackOrder can be automatically allocated. This is for convenience. We could accomplish the same result by Reallocating each order individually.

 

When we allow operations to automatically be applied to all Orders we want a method to suppress that operation from occurring on particular Orders.

 

That is the purpose of the Hold field. When the Hold field is checked then any operation being applied to All Orders will skip an Order whose Hold field is checked.

 

Hold means skip this Order for any operation being applied to All Orders.