Order Entry Features and Procedures

Creating document numbers

The system automatically creates a document number once you complete the header. At that point, the document number appears in the title bar along with the customer’s name. You can also assign a document number manually if you prefer.

To assign document numbers manually:

1. Open Order Entry.

2. Click File>New Document Number from the menu.

3. Specify up to six characters to create a document number. Click OK.

4. Begin entering the order, starting with the Customer Number.

Opening existing documents

Access an existing document before you begin entering a new one. Once you begin entering header information, the system does not allow to you open a document in the same window. You can also start another session of FACTS if you need to open a document while you are in the middle of entering one.

To open an existing order:

Specify the document number in the Customer Number field and press Enter. If the document number is on file, the customer number appears in the field and the document number appears in the title bar.

OR

1. Click File>Open Existing Document.

2. Use the Document Search window to find the document you want to edit or review.

3. Click OK in the search window to select the document and return to the main entry window.

Deleting an order

When you delete a sales order, the document is not technically deleted from the system until the next Daily Sales Register Update. Until then, the header status changes to Deleted and the system removes all line items. This procedure enables the system to keep an audit trail of all the order numbers used.

To delete an order before the header is complete:

Press F4 to back up to the Customer field.

To delete an order after the header is complete:

With the document open on screen,

Click File>Delete Document from the menu.

At the prompt “Delete this entire document?” click “YES – Delete”.

If the Lost Sales is selected on the Use Features tab of SO Static Control F/M (SOF980), you have the opportunity to post to lost sales if the item is inactive and the quantity is greater than the available amount.

Select from the following options to indicate how to record and process the lost sale:
N-No to indicate that you do not want to record the lost sale, R-Review to display the Lost Sales Entry (SOC420) screen and modify the lost date, update usage, quantity, price, cost, reason, and/or notes, Y-Yes to record the lost sale using the default lost sale reason code entered SO static Control F/M, the quote date as the lost sale date and usage defaulting to “no update”.You can also enter a different lost sale reason code.
Click OK to delete the document or Cancel to exit without deleting.

Editing an existing line item

Use your mouse or arrow keys to highlight the line in the item browser and press Enter.

OR

Highlight the line and click Line Detail to access fields that do not appear in the line-item entry section.

Entering usage or marking an item for exceptional sale

Select the Exceptional Sales check box to indicate that this line item should not be included usage for replenishment calculations.

--or--

For line items that should have their usage included in replenishment calculations, enter the date to use or press F1 to enter the system date in the Usage Date field.

Deleting lines

Use the mouse or arrow keys to highlight the line in the item browser.

Press the Delete key on the keyboard, or choose Edit>Delete Item from the menu.

At the prompt “Delete this line?” select “YES – Delete”.

If the Lost Sales is selected on the Use Features tab of SO Static Control F/M (SOF980), you have the opportunity to post to lost sales if the item is inactive and the quantity is greater than the available amount.

Select from the following options to indicate how to record and process the lost sale:
N-No to indicate that you do not want to record the lost sale, R-Review to display the Lost Sales Entry (SOC420) screen and modify the lost date, update usage, quantity, price, cost, reason, and/or notes, Y-Yes to record the lost sale using the default lost sale reason code entered SO static Control F/M, the quote date as the lost sale date and usage defaulting to “no update”.You can also enter a different lost sale reason code.
Select OK to delete the line or Cancel to exit without deleting.

Inserting lines or memos

Use the mouse or arrow keys to highlight a line. The program inserts the new line item above the selected one.

Press the Insert key or choose Edit-->Insert Line from the menu.

The program stays in Insert mode until you press F4 from the Item Number field or choose the Cancel button at the right of the screen

Finding an item in the browser

This feature may be helpful when you need to find an item you entered on a long order. It eliminates the need to scroll up and down in the list browser.

Choose Edit>Find Line Item from the menu.

Specify the item number you want to locate. Press Enter to go to the first occurrence of that item in the item browser on the main screen. Press F2 to find a different item or F4 to exit the Find Item window.

Adding an item (Using the Line-Item Entry fields)

Select add in the line item browser or choose the Add button at the right of the screen.

The program automatically switches to add mode once you complete the header. This means the cursor appears in the Item Number field after you exit the last header field.

The program stays in add mode until you press F4 to back out of the line-item entry section or press the Cancel button at the right of the screen.

Quick entry tip: Specify the item number, the ordered quantity and then press the down arrow key (ê).

The program inserts the default information in the rest of the line-item entry fields and returns to the Item Number field.