The Orders Items tab is used to enter all the inventory and miscellaneous items, services, quantities, amounts and so on for each item being ordered, and, to provide background on the Item selected. The area for entering data is on the lower portion of the form, and, in one of the Line Item Details you may select by clicking on the Ellipse button before the Item Number label, the area for stock information will be on the bottom left of the form. First will be described the entering data portion of the form with the topic labeled, "Entering Line Item Data." Next will be described the area for review data with the topic labeled, "Stock Information."
You can change the Line Item Details on the fly from the Order Items tab form by clicking on the Ellipse button to the left of the Item Number field. You can pick a default Line Item Detail to use in the Company Preferences form. Whatever you select as a default will be visible when you Add New Orders. Below are the descriptions for all the fields. You will need to review each of the Line Item Details.
1.In the Item No field you have the choice of either selecting an existing Item No from the combo box or entering a new Item No in the combo box. If you choose to enter a new Item No press the 'Enter' key after you type the Item No and a message will appear asking if you want to add the Item No. If you select 'Yes' the Inventory Items form will open where you will be able to enter a new inventory item. See: Adding Inventory Items. After you have completed adding inventory items, please come back to this form to continue.
2.After you add or enter an Item No you will notice many of the fields on the Line Item Detail like Description and Sales Price will fill in with data based on that inventory item. 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 Inventory Items form like Description, Sales Price, and Unit Measure.
3.For Miscellaneous and Services items, you can type in directly on the Description field. Since this is not an inventory item, other fields remains blank or set to zero. You will manually enter data on these fields.
4.There is also an Ellipse button to the left of every Item No field. When you click this button the Line Item Options form will open where you can do different things to the selected line item.
5.The Description field will automatically be filled in with the selected Item No's description entered in the Inventory Items form. You can edit the description field for each line item without affecting the original description.
6.The Warehouse field is used to enter the warehouse where the selected Item No will be shipping from. The Warehouse field also has a combo box that can be accessed by clicking in the Warehouse field. You may then click the warehouse location you wish to ship from from the combo box. See: Warehouses
7.The UOM (Unit of Measure) field is used to select the unit measure of the item being shipped. This field will automatically fill in based on the setting of it in the Inventory Items form. The UOM field also has a combo box that can be accessed by clicking in the UOM field. See: Adding Inventory Unit Measures or Inventory Unit Measure
8.The Ordered field is used to enter the number of the selected Item No the customer wants to buy.
9.The Allocate field is where you type in the amount of product you would like allocated to the customer. This field is able to be adjusted in the Order form. See: Adding Orders
10.The Tax field is actually a combo box where you can enter different methods of sales tax for the selected line item. This can be important if you are charged sales tax on one line item but you are not on every other line item.
11.The Disc (Discount) field is where you can enter a discount percentage you want to give the customer on the selected item. If you want to give your customer a 5% discount when purchasing a particular item enter 5 in this field.
12.The Price field will automatically fill in with the selected Item No's Sales Price entered in the Inventory Items form. You can override this price with a different amount if you need to.
13.The Total field will display the Ordered quantity multiplied by the Price field. If you ordered 5 and the sales price was 30.00 each then the total field would display 150.00.
14.The Additional Info field will automatically fill in with the selected Item Number's additional info entered in the Inventory Items form.
15.The Length field will automatically fill in with the selected Item Number's length entered in the Setup Tab of Inventory Items form.
16.The Width field will automatically fill in with the selected Item Number's width entered in the Setup tab of Inventory Items form.
17.The Height field will automatically fill in with the selected Item Number's height entered in the Setup tab of Inventory Items form.
18.The Weight field will automatically fill in with the selected Item Number's weight entered in the Setup tab of Inventory Items form.
19.The Code field is used to enter a code for this invoice. You can click the Ellipse button next to this field to open the Codes form where you can add new codes.
20.The Account ID (namely Sales Income, Inventory Assets and Cost of Sales) field will automatically be filled in with the General Ledger Account ID you assigned to the account during set up. See: Account ID Naming Conventions. The Account ID field also has a combo box that you may then click on that will bring up the list of Accounts so that you may change the Account as appropriate.
21.The Job ID field can be used to assign a Job ID to track the sales for a job. The Job ID field also has a combo box that you may then click the Job ID number you are referencing from the combo box. See: Jobs. Once a Job ID is selected on the first line item, it will then be carried on each subsequent line item automatically.
22.The Date Ship field is used to enter the date an inventory item is to be shipped. Upon selecting an Inventory item, this date will automatically be filled in with the date displayed in the Date Ship field of Inventory Items form, Setup tab. See also Inventory Categories.]
23.The UPC Code is a very common bar code on most products. You can also use these codes when looking up for Inventory Items. See: Bar Code/UPC Code in Order and Invoice forms
1.The Item Number field will display the Item Number and the Description of the selected item in the Line Item Details area. Click the Ellipse button next to this field to open the Inventory Warehouse Stock form.
2.The In Stock field will display how many of the selected items are currently in stock.
3.The Allocated field is read only and will display how many of the selected items are currently allocated to other transactions. This field is able to be adjusted in the Orders form. See: Adding Orders.
4.The Committed field will display how many of the selected items are currently committed for other transactions. Also See: Committed Inventory Rules.
5.The Available field will display how many of the selected items are currently available for sale.
6.The Back Order field will display how many of the selected items are currently on back order.
7.The On Order field is read only and will display how many of the selected items are currently on purchase orders.
8.The Weight, Volume and Location fields will be read only, and, also automatically fill in based on the value setup in the Unit Measure form you selected in the lower half of this form. This information will be printed on the invoice.