Sales Orders/Invoices > Exercise 8
  PPT
Exercise 8
In the following exercise, you:
• Review a customer record.
• Modify Sales Order Control.
• Add a sales order record.
• Print a packing list and ship the sales order.
• Review customer balance.
• Post and review the invoice.
Review a Customer Record
1 Use Customer Data Maintenance (2.1.1) to review the customer record for Pacific Health Care Systems (10C1003).
Information entered includes site code (10-100) and credit terms of 2M.
Modify Sales Order Control
2 Use Sales Order Control (7.1.24) and set the following fields:
 
Field
Data
Found in First Frame
Detail Allocations
No (unchecked)
Sales Order Header Comments
No (unchecked)
Sales Order Line Comments
No (unchecked)
Line Format
Single
Sales Order Prefix
System Default
Next Sales Order Number
System Default
Integrate with SA
Yes (checked)
Integrate with TrM
No (unchecked)
Confirmed Orders
Yes (checked)
Found in Third Frame
SO Edit ISB Defaults
No (unchecked)
Accept other defaults.
Click Next to save changes.
Add a Sales Order Record
3 Use Sales Order Maintenance (7.1.1) to add a sales order.
Header information:
 
Field
Data
Order
<blank>; click Next
Order:
Record the number for your reference
Sold-To
10C1003; click Next
Bill-To and Ship-To
Use default; click Next
Order Date
Default, today’s date
Credit Terms
2M (defaults from customer record)
Site
10-100
Accept remaining default values.
Line 1 information:
 
Field
Data
Item
01010
Site
10-100 (defaults from header)
Quantity Ordered
5
List Price
2,500.00 (defaults from item master)
Accept remaining default values and click Next through the several frames. Continue to click Next and respond Yes when prompted to confirm update.
The system is now ready for you to enter information for line 2. You are not entering a second line. Click End Lines then click Trailer.
Trailer information:
 
Field
Data
Print Sales Order
Yes
Accept remaining default values.
4 Use Sales Order Print (7.1.3). Enter your sales order number in the Sales Order and To fields and direct the output to Page. Review your sales order. Is this what you expect?
Print a Packing List and Ship the Sales Order
5 Use Sales Order Packing List (7.9.13) to print a packing list for your sales order. Select Update.
6 Use Sales Order Shipments (7.9.15) to record the shipment of the sales order.
When Ship Picked is Yes, the system automatically updates the quantity to ship. You can then modify the quantity that is actually being shipped and the location from where the items were taken.
 
Field
Data
Line
1
Quantity
5
Site
10-100
Loc
010
Confirm that all information is correct.
• Respond Yes when prompted: Display sales order lines being shipped?
• Respond Yes when prompted: Is all information correct?
 
Field
Data
Ready to Invoice
Yes
Click Next until the Order field is highlighted, click Back.
7 Use Inventory Detail by Item Browse (3.2) to review your inventory. You should see that the inventory has decreased by the amount of the shipment.
8 Use Transactions Detail Inquiry (3.21.1) to review the inventory transaction and see which accounts were credited and debited when you shipped the sales order.
Review Pending Invoices and Print an Invoice for the Shipment
9 Use Pending Invoice Register (7.13.2) to review the pending invoices outstanding.
This report displays invoices that have not yet been printed and posted. You can also change the selection criteria to show invoices that have printed but not yet posted.
10 Use Preview Invoice Print (7.13.3) to review the invoice for your sales order.
Direct the output to Page. This will let you review the invoice without actually printing a hard-copy document that is normally sent to your customer.
Post the Invoice to Accounts Receivable
11 Post the invoice using Invoice Post and Print (7.13.4), updating the customer account balance, generating unposted GL transactions, debiting Sales, and updating sales and invoice history.
 
Field
Data
Print Invoice
Yes
Print Lot/Serial Numbers
Yes
Review a Customer Account (Optional)
To view the updated customer balance in the AR module may require some setup:
• The balance daemon must be running. This is a background process that monitors operational transactions that affect customer balances and updates them in the financial records. You can start it using Balance Daemon Start (36.14.16.2.4) in the System Administration menu.
• The Crystal Reports runtime must be installed on your computer. If it is not, you will be prompted to install it before the report runs.
12 Use Customer Account Activity Report (27.17.3) to see the customer’s (10C1003) open account balance.
Notice the type is I for invoice and the reference is the invoice number.