1. Table of Contents

   1. Purpose
   2. What does this field do?
      1. At the header level
         1. Ship Complete
         2. Blind Shipment
         3. Tag & Hold
         4. Will Call
      2. At the line level
         1. Quantity From Other Sources
   3. How do I ...
      1. manually price a line using the built-in formulas?
      2. reprice multiple lines simultaneously?
      3. handle lines or details that need to be canceled or deleted?
      4. enter a line with a future shipping date?
      5. sell a non-stocked item that I have on hand?
      6. modify an order that is in Being Picked status?
      7. ship the order to an address that is not the customer's address?
      8. take a payment for a sales order prior to shipment?
      9. refund or cancel a credit card prepayment?
   4. Other Questions
      1. How is the default value for Warehouse chosen?
      2. How is an item's selling price determined?

Purpose

This interface is used to sell items to your customers. There are several other sales related interfaces in the system, such as Customer Quote, Price & Availability, and Customer Jobs, but this is the area that is actually used to commit quantities for shipment to your customer

A sales order is warehouse specific. Stocked items are shipped from the warehouse designated in the sales order header. Non-stocked items are delivered to this warehouse prior to shipping to the customer, with the exceptions of lines that will be warehouse drop-shipped or vendor drop-shipped.

What does this field do?

At the header level

Ship Complete

When checked, this sales order cannot be picked, packed, or shipped until each line is 100% committed.

Blind Shipment

When checked, this triggers logic in printed shipping forms to ensure that the recipient of the sales order is unaware of the company that fulfilled the order.

This is typically used in a situation in which your customer is placing the order, but having the goods delivered to their customer. This checkbox is usually used in conjunction with the Edit Shipping Information action.

Tag & Hold

When checked, this triggers logic in printed shipping forms that lets the picker know to pull and stage, but not ship the goods to the customer.

This is typically used to gather a large order that will take multiple days to pull and/or that may be awaiting multiple purchase order receipts in order to fulfill the order.

Will Call

When checked, this triggers logic in printed shipping forms that lets the picker know to pull the items, but not ship the goods, because the customer is coming to your warehouse to pick up the items. If the order is taxable, this also tells the system to calculate taxes based on the warehouse taxing entities rather than the customer's taxing entities.

At the line level

Quantity From Other Sources

This is an informational field that indicates that the product isn't being committed from stock. A value here indicates that one or more details exist for this line, each of which is fulfilling the line's requirements.

How do I ...

manually price a line using the built-in formulas?

Please see this article.

reprice multiple lines simultaneously?

Please see this article.

handle lines or details that need to be canceled or deleted?

For assorted reasons, you may find it necessary to delete or cancel a line on a sales order. It could be that your customer has changed their mind and no longer wants the product. It's also possible that an error was made by the order taker and the wrong item was selected. Perhaps the item is no longer available from your vendor or the manufacturer. At any rate, the line needs to be dealt with so that product won't be shipped to the customer, or so that product that can't be shipped won't prevent the sales order from being completed.

In many cases, you have two primary options. Many companies prefer to simply delete the line, although, depending on certain circumstances, this isn't always an option. Other companies prefer to keep the line and simply cancel the quantity, either partially or fully. There are two benefits to this approach. First, you can perform certain types of sales analysis due to the fact that you can see that your customer ordered the product, then chose to cancel the order. Second, the question of whether you can delete the line or not becomes irrelevant because you're always going to be in the habit of canceling the quantity instead.

Following is a list of the four ways that these lines can be dealt with, along with the conditions that must be met in order to perform the necessary actions.

1. The best option for canceling the quantity at the line or detail level is to modify the backorder quantity. You can reduce the value to any number that is less than the order quantity, all the way down to zero. Doing so will automatically set the Canceled quantity to the appropriate value. This option is available to you under the following circumstances:
   1. The line is for a stocked item, the line has no details, and the Quantity is less than or equal to the item’s available quantity. This means the Quantity and Committed values will be the same, and Backorder and Canceled will both be zero. Begin by manually reducing the Committed value to any number less than the Quantity. You can partially reduce the value or set it to zero. The reduced value will be used to automatically populate the Backordered value. You can now set the Backordered value to zero which will automatically populate the Canceled quantity.
      1. Example 1: Quantity = 10, Committed = 10, Backordered = 0, Canceled = 0, Invoiced = 0. The customer calls and says they no longer want the item.
         1. Set Committed to 0. Your line will now show Quantity = 10, Committed = 0, Backordered = 10, Canceled = 0.
         2. Set Backordered to 0. Your line will now show Quantity = 10, Committed = 0, Backordered = 0, Canceled = 10 and is now considered complete.
      2. Example 2: Quantity = 10, Committed = 10, Backordered = 0, Canceled = 0, Invoiced = 0. The customer calls and says they now only want 8.
         1. Set Committed to 8. Your line will now show Quantity = 10, Committed = 8, Backordered = 2, Canceled = 0.
         2. Set Backordered to 0. Your line will now show Quantity = 10, Committed = 8, Backordered = 0, Canceled = 2. When the pick ticket is printed, only 8 will be picked and when they are shipped, the line will be considered complete.
   2. The line is for a stocked item, the line has no details, and the Backordered quantity is already greater than zero. You can simply follow the same steps above, but you can skip modifying the Committed value because the Backordered value has already been populated.
      1. Example 1: Quantity = 10, Committed = 8, Backordered = 2, Canceled = 0, Invoiced = 0. The customer calls and says they only want the quantity you have on hand and does not want the Backordered quantity at a later date.
         1. Set Backordered to 0. Your line will now show Quantity = 10, Committed = 8, Backordered = 0, Canceled = 2. When the pick ticket is printed, only 8 will be picked and when they are shipped, the line will be considered complete.
      2. Example 2: Quantity = 10, Committed = 0, Backordered = 2, Canceled = 0, Invoiced = 8. In this case, you’ve already shipped part of the line to the customer. They’ve called to say they don’t want the rest.
         1. Set Backordered to 0. Your line will now show Quantity = 10, Committed = 0, Backordered = 0, Canceled = 2, Invoiced = 8 and is now considered complete.
   3. The line is for a Service item. Follow the steps listed above in 1.1.
   4. The line is for a Miscellaneous Credit. Follow the steps listed above in 1.1.
   5. The line is for a stocked or virtual item and has at least one detail. The detail has been fully or partially received, so the detail has a Committed quantity greater than zero. Follow the steps listed above in 1.1 but perform them at the detail level. This option is always available to you when the detail is:
      1. A Warehouse Drop Shipment that’s been partially or fully received.
      2. A Warehouse Transfer that’s been partially or fully received.
      3. Is coming From Stock.
      4. Is coming From Virtual Stock.
2. The only option for canceling the quantity at the detail level when the detail is associated to another document and the Quantity has not yet been received is to use the Cancel Remaining Quantity action. You can access this action via a button in the Canceled quantity column in the detail record. You can use this option when:
   1. The detail has not been fully received. If the detail has been fully received, follow the steps listed above in 1.5. Additionally, the detail is associated with a Purchase Order or Vendor Drop Shipment, or the detail is associated with a Kit Order that has been partially built. If the Kit Order hasn’t been built yet, you must delete the detail instead (see 3.7. below).
      1. Example 1: The detail is tied to a Purchase Order. At the detail level, Quantity = 10, Committed = 0, Canceled = 0, Invoiced = 0. The customer calls and says they no longer wan the item.
         1. Click the Cancel Remaining Quantity action to set the Canceled quantity to 10. Your detail will now read Quantity = 10, Committed = 0, Canceled = 10.
         2. If the Purchase Order hasn’t been sent to the vendor, this line won’t appear on the PO.
         3. If the Purchase Order has been sent to the vendor, you (or the appropriate buyer) will need to notify the vendor that you no longer want the item.
      2. Example 2: The detail is tied to a Purchase Order. At the detail level, Quantity = 10, Committed = 8, Canceled = 0, Invoiced = 0. In this case, the vendor has partially shipped the item to you. The customer calls to say they only want what was shipped to you and doesn’t want the rest.
         1. Click the Cancel Remaining Quantity action to set the Canceled quantity to 2. Your detail will now read Quantity = 10, Committed = 8, Canceled = 2.
         2. Notify the vendor that you don’t want the remaining 2.
      3. Example 3: The detail is tied to a Purchase Order. At the detail level, Quantity = 10, Committed = 8, Canceled = 0, Invoiced = 0. In this case, the vendor has partially shipped the item to you. The customer calls to say they no longer want the item. If you honor their request (some companies will not honor the canceling of special orders), then you have to deal with this detail in two ways.
         1. Click the Cancel Remaining Quantity action to set the Canceled quantity to 2. Your detail will now read Quantity = 10, Committed = 8, Canceled = 2.
         2. Since the customer doesn’t want the 8 you’ve already received, but haven’t shipped, you have to follow the steps listed above in 1.5. Your detail will now ready Quantity = 10, Committed = 0, Canceled = 10.
         3. Notify the vendor that you don’t want the remaining 2.
      4. Example 4: The detail is tied to a Vendor Drop Shipment. In this case, the Committed will never be set to any value other than zero because the goods will never be in your warehouse. At the detail level Quantity = 10, Canceled = 0, Invoiced = 0. The customer calls and says they no longer want the item.
         1. Check with the vendor and make sure the goods haven’t been shipped to the customer yet. If not, let them know to cancel the order.
         2. Click the Cancel Remaining Quantity action to fully cancel the detail. Your detail will now read Quantity = 10, Canceled = 10.
      5. Example 5: The detail is tied to a Vendor Drop Shipment. The vendor has partially shipped the quantity to the customer. At the detail level, Quantity = 10, Canceled = 0, Invoiced = 8. The customer calls to say they don’t want the last 2.
         1. Check with the vendor and make sure the remainder of the goods haven’t been shipped to the customer yet. If not, let them know to cancel the remainder of the order.
         2. Click the Cancel Remaining Quantity to cancel the remainder of the detail. Your detail will now read Quantity = 10, Canceled = 2, Invoiced = 8.
      6. Example 6: The detail is tied to a Kit Order that has been partially or fully built. At the detail level, Quantity = 10, Committed = 8, Canceled = 0, Invoiced = 0. The customer calls and says they no longer wan the item.
         1. Click the Cancel Remaining Quantity action to set the Canceled quantity to 2. Your detail will now ready Quantity = 10, Committed = 8, Canceled = 2.
         2. Since the customer doesn’t want the 8 you’ve already built, but haven’t shipped, you have to follow the steps listed above in 1.5. Your detail will now ready Quantity = 10, Committed = 0, Canceled = 10.
3. Another option for dealing with lines that haven’t shipped, details that aren’t tied to other documents, and details that are tied to other documents that haven’t been received, is to simply delete the line or detail. As stated earlier, there are downsides to this approach, primarily that you lose the ability to accurately track demand and customer satisfaction statistics. You can delete the line or detail under the following circumstances.
   1. The line is for a stocked item, does not have any detail records, and hasn’t been partially or fully shipped.
   2. The line is for a service item, does not have any detail records, and hasn’t been partially of fully shipped.
   3. The line is for a miscellaneous credit and hasn’t been partially or fully shipped.
   4. The line is for a virtual (non-stocked) item, and the only detail record is a Special Order or there are no details because they’ve already been deleted.
   5. The detail is tied to a Purchase Order, and the order has not been received yet.
   6. The detail is tied to a Vendor Drop Shipment, and the vendor hasn’t shipped the goods yet.
   7. The detail is tied to either type of Kit Order, and the kit hasn’t been built yet.
   8. The detail is tied to a Warehouse Drop Shipment that hasn’t shipped yet.
   9. The detail is tied to a Transfer that hasn’t shipped to your warehouse yet.
   10. The detail is coming From Stock and hasn’t been partially or fully shipped.
   11. The detail is coming From Virtual Stock and hasn’t been partially or fully shipped.
4. The final option for dealing with lines or details that need to be canceled is to change the Quantity. In our opinion, this shouldn’t be done unless the order quantity was originally entered incorrectly. Whereas deleting a line hides the demand and the customer satisfaction statistics, changing the quantity misrepresents both by making it appear that demand was met, as was customer expectation. If, for example, the customer orders 10, and you can only ship 5 now, and you then change the quantity to 5, it makes it appear that the customer only ordered 5 and is satisfied with your shipment, when in reality, you shorted the shipment by 5. Changing the quantity can be done under the following conditions.
   1. The line is for a stocked item, does not have any detail records, and hasn’t been partially or fully shipped.
   2. The line is for a service item, does not have any detail records, and hasn’t been partially of fully shipped.
   3. The line is for a miscellaneous credit and hasn’t been partially or fully shipped.
   4. The detail, regardless of type, hasn’t been partially or fully shipped.
   5. The detail is tied to a Purchase Order, and the order has not been received yet.
   6. The detail is tied to a Vendor Drop Shipment, and the vendor hasn’t shipped the goods yet.
   7. The detail is tied to either type of Kit Order, and the kit hasn’t been built yet.
   8. The detail is tied to either type of Kit Order, and none of the kit details are tied to a Purchase Order. If any kit detail is tied to a PO, you must edit the kit and deal with the PO prior to changing the quantity on the sales order line detail.

enter a line with a future shipping date?

sell a non-stocked item that I have on hand?