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PREREQUISITE CUSTOMER PO:
Certainly, before creating a sales order , it's a good practice to ensure that all the relevant details have been entered or updated. These details typically include information about the customer, plant, part, and any other relevant data. Here's a checklist of the details you should verify before adding a sales order:
Updating/Adding master screens like customer, plant, part before adding a customer purchase order (PO) is crucial for maintaining accurate and effective sales order processes. Each of these elements plays a role in ensuring that the purchase order contains correct and up-to-date information. Here's why updating these master screens is important:
Customer Master: Keeping customer information current helps in selecting the right customer for the purchase order. This includes contact details, payment terms, and any other relevant information necessary for communication and coordination.
Plant Master: Keeping current plant information of the respective customer helps in selecting the right plant for the purchase order. This includes the delivery and billing address, buyer details, delivery terms, and payment terms which are necessary for communication and coordination.
Part Master: The part components for which the purchase order is been placed. Ensuring that the master data for the part is current helps in selecting the right components for the order, preventing delays or errors caused by outdated information.
Part Master -SubTab Details: The HS-Code, Tax, Price subtab of the part components for which the purchase order is been placed should be ensured with current helps in preventing delays or errors caused by outdated information.
By Updating these master screens before creating a customer purchase order, you ensure that the sales order process is efficient, accurate, and free from errors.
Additional Info:
Customer Information:
Customer name, plant details, and address
Payment terms , delivery terms and conditions
Price Information:
Confirm that the prices for the part are up-to-date and accurate.
Check if the type of the part correctly selected.
Parts:
Verify that the details of the parts required are accurate and are up-to-date.
Internal Validation:
Confirm that the PO aligns with the organization's sales policies and guidelines.
Check for any duplicate POs to avoid unnecessary orders.
Dates and Deadlines:
Verify delivery or completion dates to ensure they align with project timelines .
Communication:
If there have been any changes or updates to the order, make sure that relevant stakeholders are informed
Double-checking these details before creating a purchase order helps to minimize errors, reduce the chances of miscommunication, and ensures that your sales order process is smooth and efficient. It also helps maintain accurate records for future reference and reporting.
1.1 Add a Sales Order - Step-by-Step
Step 1: Reach the Sales Order Section
From the main Side menu, click on "Sales," then go to "Operations," and finally choose "Sales Order" This will open the Sales Order Search page.
Step 2: Adding a Sales Order
On the top right of the Sales Order Search page, you'll see an "Add Sales Order" button. Click this button.
Step 3: Fill in details
Customer: [Dropdown] (Mandatory) Choose the customer from the dropdown list. The customer added in the customer screen will be shown as an option.
Sales Order Number: [Text Field] (Mandatory) Enter the Sales Order number .The entered Sales Order number should be unique.
Organisation Name + Responsible Person:(Mandatory) The individual entrusted with organisational responsibilities is identified in this field. The name entered in the organisation details master screen is reflected here..
Buyer: [Dropdown](Mandatory)Choose the buyer from the dropdown list. The buyer added in the plant master- buyer subtab will be shown as an option.
Vendor Code: This field will be automatically generated by the system. The generated number may include a prefix that can be updated from the organization details screen. It’s a mandatory field.
Delivery Address: [Dropdown](Mandatory) Choose the delivery address from the dropdown list. The delivery address added in the plant master-address subtab will be shown as an option.
Delivery Terms: [Dropdown](Mandatory) Choose the delivery terms from the dropdown list. The delivery terms added in the plant master-delivery terms subtab will be shown as an option.
Payment Terms in days NET: [Dropdown](Mandatory) Choose the payment terms from the dropdown list. The payment terms added in the plant master-payment terms subtab will be shown as an option.
Bill To Address: [Dropdown](Mandatory) Choose the bill to address from the dropdown list. The billing address added in the plant master-address subtab will be shown as an option.
Sales Order Revision: [Text Field](Mandatory) The revision of the Sales order is entered here.
Note: The combination of the Sales Order Revision and the Sales Order Number should be unique.
Sales Order Notes: [Text Field] Add any general notes or comments related to the entire Sales Order.
Sales Order Special instruction: [Text Field] Add any Special instructions related to the entire Sales Order.
Notes: All fields with a (*) are mandatory, so remember to fill them all.
If there is no data for the address, delivery terms , payment terms for the selected plant it throws an “ALERT” so that, it will not allow us to submit.
The delivery terms , payment terms will be displayed only if it is not expired. (ie, only if the Sales order date is between the effective and the expiry date of the above mentioned)
Add Sales Order Line Item(s):
Ensure you've filled in all the necessary details for the sales order.
Look for the "Add" icon located in the bottom left corner of the screen.
Click on the "Add" icon to initiate the process of adding a line item to the sales order.
When a popup is displayed to enter line item details, follow these steps to accurately fill in the required information:
Line Item Type: [Dropdown] (Mandatory)Select the type of the line item from the dropdown list.The options are Tool , FAI , Production
Notes: Only if the line item type is selected the Part number and the Part revision fields will be enabled
Part Number: [Text Field] (Mandatory). Enter the part number of the part to be added in the line item of the sales order.
Part Revision: [Text Field] (Mandatory). Enter the part revision of the part to be added in the line item of the sales order.
Click on the "Search" button to initiate a data search for the part, which will subsequently populate the part description field within the line item.
Notes: If the selected line item type is a "tool," the "Search" button will be deactivated, and the user will be required to manually input the information into the other fields of the line item screen.
Delivery Date: [Date Field] (Mandatory) Choose the expected delivery date for this line item. It’s a mandatory field
Part Description: [Text Field] (Mandatory) The description of the part is automatically populated in this field when the search button is initiated.
Quantity: [Text Field] (Mandatory) Enter the quantity of the part to be delivered in this sales order.
Unit: [Text Field] Enter the Unit of the quantity added .
HS-Code (Commodity): [Dropdown] (Mandatory) The dropdown will display HS codes associated with the selected part. It’s a mandatory field.
Current Status: [Text Field] (Mandatory)Enter the current status of the part added in the line item.
Price: [Number Field] (Mandatory) Enter the price of the part .The entered price should be equal to the price given in the part master - price subtab.
Invoice/Shipped Quantity: [Number Field] The invoiced/shipped quantity value is populated if the sales order is invoiced . It is an un-editable field.
Notes:If there is no data for the part number and the part revision given it, throws an “ALERT” so that it will not allow us to submit.
Important Notes:
Ensure you provide the correct price for the selected part.
Specify the quantity accurately of the line item added.
Select the appropriate HS code for customs purposes.
Indicate the expected delivery date for this line item.
All mandatory fields (indicated with *) must be completed before saving.
By following these steps, you'll be able to accurately specify the price, quantity, HS-code, and delivery date for the sales order line item. This ensures precise and comprehensive information for your sales order process.
Click the ‘Submit’ button and the line items added will be displayed as a list with serial number, sales order line item, part number,part description, quantity , invoiced quantity, HsCode, delivery date, MOT, Price per unit.
Notes:The price field will be displayed only for the user with admin role
Submission for Sales Order
Upon submission of a sales order, the status of the order will be set to "active." Additionally, an automated email notification will be generated and sent to the authorities whose email Ids are added against the CUSPO in the [Email Config Master Screen], alerting them that a sales order has been raised.
The screen will be redirected to the search screen with the search result as the newly added sales order.
1.2 Search Sales Order:
Search a Sales Order - Step-by-Step
Step 1: Start Searching
On the Search page, you can search in different ways:
By Customer: Select the customer name.
By Plant: Select the plant.
From Date: Define a date range within which your search should be conducted.
To Date: Define a date range within which your search should be conducted.
Sales Order Number: Type the Sales Order Number.
For All: If you don't have a specific name or code, just click "Search" to view all previously created sales orders.
Step 2: See the Results
After clicking "Search," you'll see results:
If you search by customer, plant, date, sales number, you'll find the matching result.
If you didn't search, you'll see a list of all sales orders.
1.2 EDIT SALES ORDER:
Edit a Sales Order- Step-by-Step
Step 1: Find Sales Order Edit
Step 2: Start Editing
On the Sales Order Search, you can edit Sales Order:
By Customer, Plant, dates, Sales Order number: Select the customer , plant name or number.
Click Search: Press "Search" to find the Sales Order you want to edit.
Step 3: Edit Details
After searching, you'll see the Sales Order you want to edit.
Click "View/Edit" next to that Sales Order Number to reach the Edit Sales Order page
Step 4:Update Info
On the Edit Sales Order page, you'll see existing details.
In the Edit page, please note that the Customer Selected Sales Order numbers are not editable.
Edit Sales Order Page:
On the Edit Sales Order page, you'll find the existing details of the sales order you're editing.
Change details that you like to update in Sales Order.
Change details that you like to update in Sales Order.
Upload: In the same editing process, you have the option to upload a file related to the sales order.
You can click the "Submit" button to finalize the changes.
Editing Line Items:Editing Line Items:
Click "View/Edit" next to that Sales Order Line item Number to reach the Edit Sales Order Line item page.
On the Edit Sales Order Line item page, you'll see existing details.
NOTE::In the Edit page, if the sales order is invoiced please note that the Sales Order Line item number , part number, part revision, line item type , HS Code, Currency , Price , Invoice/Shipped Quantity are un editable.
Change details of other fields that you like to update in Sales Order.
Notes:The price field will be displayed only for the user with admin role
Submission for Updation of Sales Order
Upon submission of a updated sales order, the status of the order will be set to "active." Additionally, an automated email notification will be generated and sent to the authorities whose email Ids are added against the CUSPO in the [Email Config Master Screen], alerting them that a sales order already raised has been updated.
1.4 CLONING SALES ORDER:
Cloning a Sales Order- Step-by-Step
Step 1: Find Sales Order Edit
Step 2: Start Cloning
On the Sales Order Search, you can edit Sales Order:
By Customer, Plant, dates, Sales Order number: Select the customer , plant name or number.
Click Search: Press "Search" to find the Sales Order you want to edit.
Step 3: Clone Details
After searching, you'll see the Sales Order you want to clone.
Click "View/Edit" next to that Sales Order Number to reach the Edit Sales Order page
Click "Clone" button on the top left corner of the Edit Sales Order page
On the Clone Sales Order page, you'll see existing details.
In the Clone page, please note that the Sales Order number are un editable.
Step 4:Update Info
On the Edit Sales Order page, you'll see existing details.
In the Edit page, please note that the Customer Selected Sales Order numbers are not editable.
Clone Sales Order Page:
On the Clone Sales Order page, you'll find the existing details of the sales order you're cloning.
Change details that you like to change for this Sales Order..
Change the Revision of the Sales Order .
Note: The combination of the Sales order number and the Sales Order Revision should be unique, so that the cloned PO remains with the same details of the original sales order with a different revision number .This safeguard will enable the proper tracking and differentiation of each sales order and its associated POs.
You can click the "Submit" button to finalize the changes.
Editing Line Items:Editing Line Items:
Click "View/Edit" next to that Sales Order Line item Number to reach the Edit Sales Order Line item page.
On the Edit Sales Order Line item page, you'll see existing details.
NOTE::In the Clone page, please note that the Sales Order Line item number , part number, part revision, line item type , HS Code, Currency , Price , Invoice/Shipped Quantity are un editable.
Change details of other fields that you like to update in Sales Order.
Click the ‘Clone Po’ button to submit the changes.
Submission of Clone Sales Order
Upon submission of a sales order, the status of the cloned sales order will be designated as "ACTIVE," while the status of the original Sales Order from which it was cloned will be updated to "REVISED." This ensures clear differentiation and tracking of the two orders.
Note: Once a Sales order is revised it cannot be edited.
Additionally, an automated email notification will be generated and sent to the authorities whose email Ids are added against the CUSPO in the [REFER: Email Config Master Screen], alerting them that a sales order has been cloned.
Additional Information:
If an Invoiced Sales Order is edited a popup saying edit feature is restricted, and if you still want to pursue Choose any of the reason which valid in the pop and the editing can be done.
Open and Closed Status of the Sales Order
When a New Sales Order Is Created
PO status is in open when given Po quantity and Invoiced quantity are not equal.
PO status is in close when given Po quantity and Invoiced quantity are equal.
When a Sales Order Is Edited
If the PO is invoiced and if the invoiced quantity and the quantity is equal the status of the PO is closed.
While editing if the quantity is reduced to 0 then the status of the po is closed.
In edit the status of the PO is open only when the invoiced quantity is not equal to the actual quantity.
When a Sales Order Is Edited
The open and the closed status of the cloned po depends on the active and closed status of the revised po if the closed then the active po is closed , if the revised po is open the active po is open .
If a closed po is cloned and a new line item with quantity is added then the revised po remains closed and the active po becomes open PO.
That's it! You've learned how to ADD, SEARCH, EDIT a customer using the DMeX app. If you need help, contact the support team.