Adding Orders
The following steps will explain in detail how to add a new Order.
You may already be in the General tab of the Orders form with the background customer data you want present. If so, go to step number "2." If you are in the Orders form and do not have the customer data you would like present on this form, begin with step number "1." below. If you are at the Main Menu, click on the Sales topic, then click on Create New Orders. You will now be brought to the search form for Customer to enter your Order. Click on Create New Order for help on how to use the New Order form. Once you complete the form, you may return to this Adding Orders help to continue below at step number "2."
1.Click the New button to clear the form so you can enter a new record. You will now be brought to a search form that will be labeled, "Find the Customer for This Order". Click on Create New Order for help on how to use the New Order form. Once you complete the form, you may return to this Adding Orders help to continue below.
2.You will notice many of the fields on the General tab of the Orders form like Bill To and Ship To will fill in with data based on that Customer. This can really help speed up data entry and is good reason why you should spend the time to enter data in key fields of the customer form like Name, Sales Tax ID's, Ship Via, Terms and Currency. Review and adjust the fields as necessary, pressing the TAB or ENTER key to move your cursor to the each field. A description of the General tab fields is listed in this Help section after step number "5."
3.Next, click on the Items Tab of the Orders form. Complete the filling in of the Item No, Qty, and other fields and reviewing the other fields to ensure they are appropriate for the particular order. This form has sub forms that you will need to review/add to as well. Note that the form automatically draws in the information you have entered previously. As an example of when you may want to override a field that automatically draws upon information you have entered in other forms: You may want to give a customer a higher discount, therefore, you would type in a new discount over the discount listed in the form. You may click on the following link, Items Tab, for additional information on the Orders Items tab.
4.Next, click on the Detail and Commission tabs, review/add/edit data as appropriate. You may click on the following links if you would like additional information on either tab: Orders Detail Tab or Orders Commission Tab.
5.Click back to the General tab. Here are some of the options you now have:
You may click on the Process button which will enable you to convert the Order to an Invoice, Purchase Order or Purchase Order [Drop Ship]. See Converting Orders.
You may click on the X button at the upper right hand corner to close the form and convert later.
You may print the Order.
Another way of adding items on order is by importing these items from an Excel template.
1.After following steps 1 and 2 above, click on Import from Excel option from Tools dropdown list.
2.Open file window will prompt where you can select Orders listed in an Order Template. The Order Template is provided in your VisionCore installation folder > Template subfolder.
3.Click OK button from the open file window and all items listed in the Excel file will automatically be transferred on the Order form.
Description of General tab in the Order form
1.The Order Number field will be automatically filled in with a unique number based on the starting number that is assigned in the Starting Numbers form. This number is used as a reference for you and VisionCore to help find this transaction later if necessary. It can be manually changed on this form as long as it does not duplicate a previous Order Number.
2.The Customer ID field is used to show the Customer identification number.
3.The Date field will automatically be filled in with today's date. This can be changed to whatever date the customer placed the order. Click the dropdown button next to this field to open the miniature calendar form where you can graphically enter the date.
4.The Transaction Type field is used to determine what type of transaction you are intending on processing. Your choices are; Order or Back Order. If you have selected to create a Back Order through the Create a Back Order or Purchase Order form, it will be created using the transaction type "Back Order". Otherwise, the default is always "Order".
5.The A/R Account is automatically filled in with the setup Default Account for your Accounts Receivable. It is a combobox where you can override the Receivable account that will be affected when you post the Invoice.
6.The Currency field is used to assign a default currency for each Invoice. Normally, this will automatically fill in with your default Currency ID setup for the selected customer in the Customer form. You can override the Currency after it fills in if you need to. If the currency you want to use is not in the list you will have to add it to the Currency Exchange Rate form. You will notice that if you use a different currency other than the default currency set in the Company Preferences form, that the Total fields will display a different background color as to what is setup in Company Preferences form.
7.The PO Number field is where you can enter the Customer's Purchase Order number your customer provided to you for this invoice. You can use today's date as your PO Number provided that this is set on the Company Preference > Sales tab.
8.The Bill To area will display all the details of the selected customer. You can click the Ellipse button next to this section to open the Customer Bill To Information form where you can change this information independent of the customer.
9.The Ship To area will display the default customer ship to information that is entered in the Customer form. You can click the Ellipse button next to this section to open the Customer Ship To Information form where you can change this location.
10.The Cancel Date field is used to enter a date the transaction will be canceled if it has not been filled or shipped. This field will be blank by default. Click the dropdown button next to this field to open the miniature Calendar form where you can graphically enter the date.
11.The Ship Date will be the date you enter to ship the items. You may click on the dropdown button located a the end of the ship date field to choose the shipment date.
12.The Terms field will fill in with the default terms setup for the selected customer. This field is used to enter the payment terms for the Invoice, which details how that customer must pay for the merchandise. If the Terms you give are not in the combo box click the Ellipse button next to the field to open the Terms form where you can add or edit the terms. Terms are directly connected to the receivables and will determine what discounts or interest that customer may receive.
13.The Ship Via field will fill in with the default ship via setup for the selected customer. This field is used to assign a shipping method for the Invoice. If there is not a shipping method you want to use in the combo box click the Ellipse button next to the field to open the Ship Via form where you can add or edit the shipping methods.
14.The Sales Rep field will fill in with the default salesperson entered for the selected customer. You can select from all the entered sales reps in the Sales Reps form. However, when Creating New Order with different selected Customer Ship To, Sales Rep set on the selected Customer Ship To will be used.
15.The Status field will provide the current status of the order, such as In Process, Pending, On Hold or Approved.
16.The FOB (Free On Board) field is used to enter/review the site from which you usually ship your invoiced products. In traditional accounting terms, FOB is an acronym for "free on board" and refers to the terms between the buyer and seller regarding the transportation costs and the moment at which the buyer assumes ownership of an item.
17.At the bottom left of the form, the Stock Information fields will display how many items are In Stock, Committed, Allocated, Available, Back Ordered and On Order.
18.The Subtotal field will display the total before sales tax of all the line items entered in the Line Item Detail.
19.The Freight field can be used to enter shipping costs for the transaction. The combo box field to the right of this field is the Tax field where you can enter one from the different methods of charging tax for the Freight field.
20.The Tax field will display the sum of the calculated sales tax for the Tax fields of the Orders form. You may override the computed tax by double-clicking on the Tax field itself. A message will prompt you if you want to change the total tax manually. Clicking YES on the message will bring the cursor to the Tax field allowing you to manually change the tax amount. Once Tax is manually changed, double-clicking on the Tax field again will allow you to either change the tax amount or let the system compute the tax automatically. Clicking YES on this message will allow you to manually change the tax. Clicking NO will automatically compute the tax.
21.The Total field will display the total of the transaction which the customer owes you. This field adds the Subtotal, Freight, and Tax fields together to come up with the total amount. This is the amount that will be entered in the General Ledger when you Process this transaction.
22.The Amount Due field will display the balance due of the transaction. This field subtracts any partial payments made against the order, enabling you to quickly know the amount still due. This means that if the amount due = 0, order is already paid in full.
23.The Payment field will display the amount of money the Customer has paid against this order to date.