1. Upload New Sales Orders
1.1. Prerequisites for New SO Upload
  1. User MUST have "Add" rights for the "Sales Order" and  "Sales Order Upload" within the System Security .  Users with "Supervisor Rights" automatically have access.
  2. User has to complete the required fields in the SO Template.xlt in the xlfiles directory to create SO upload XL file.  
  3. If user wants the system to automatically acknowledge all the SOs uploaded the "Auto Acknowledge SO when importing from XL" box must be checked in the Sales Order Setup module. If this is not checked in the Sales Order Setup module then all the SOs will be uploaded as "NEW" and users will be required to acknowledge them within the Sales Order  module.
1.2. Introduction for New SO Upload
This module gives our users the capability to take electronic files,  copy and paste that information into the ManEx SO Upload template format.  Users will have the flexibility to load a large SO into the system all at once, or upload multiple sales orders for different customers at once, etc.   This upload is also designed for the users to sell a big number of buy parts to their customers and to bring these parts in later as IPS parts using Inventory upload module.  During the upload process the system will find any problems with the template, the user will be prompted and exception XL files will be created within the SOExceptionXL directory for the users to review and disposition.
1.3. Fields and Definitions for New SO Upload
1.3.1. SO Upload Template

Sales Order No Required field:  If Auto SO numbering is setup: Even though user has the SO's set to auto, you can NOT upload a SO without something in this column.  Something has to be entered in this column so the system can distinguish one so line item from another SO line item on a different SO.  If there is no data in this column the program will think the rest of the spreadsheet is also blank. SO Upload will group per change in Sonum field (it will then use the Sonum field as a reference to change) when uploaded user will receive a message that the SO number entered in XL spreadsheet will be overwritten by a system generated number ... and give you the option to continue the upload or abort.  If manual SO numbering is setup:  SO Upload will group per change in Sonum field (it will then use the Sonum field as a reference to change) when uploaded system will use SO numbers entered  in XL spreadsheet.   
Customer Number Required field.  Must be an Existing Customer number in Customer Information.
Attention Optional:  Must be setup in Customer Information
Customer PO Optional: 
Buyer Optional:  Must be setup in Purchase Setup.
Part Number  Required field:  If the Sales Type is Inventory, the part or product number must exist in the Inventory Control Module.
Revision  Optional:   If the Sales Type is Inventory, the revision must exist in the Inventory Control Module for that part or product.
SO Line No Required field:  
Mfgr Code  Required field:  Manufacturer must exist in ManEx and match the ICM AVL for the part that is being uploaded. If it does not exist the user will be prompted and an exception XL file will be created in the POExceptionXL directory on the server.
Mfgr Part No  Required field: 
Warehouse  Required field:  (if Invt Part) Warehouse must exist in ManEx and match the ICM AVL for the part that is being uploaded.  If it does not exist the user will be prompted and an exception XL file will be created in the SOExceptionXL directory on the server.
Location  Required field:  Must exist in the Inventory Control Module.
Unit Price Required field:  this upload will only allow you to enter one price line for the same item on the sales order. If additional price line has to be entered, the users will have to use Manex.  
Taxable  Optional:     
Sales Type Required field:   Must be setup in Sales Type & Price Itemization Setup
Qty/Date  Required field:  Qty
Due Date Required field:  this upload will allow entering different due dates for the same item on the sales order (have to fill up all the information in all the fields, which are common and enter different or the same quantities and due dates for each  new due date line),

1.4. How To ....... for New SO Upload
1.4.1. Add - Upload a New SO
Enter Sales Mgt/Sales Order Management/Upload New Sales Orders

NOTE: If user wants the system to auto approve and/or auto acknowledge when uploading Sales Order from the XL file, the auto approve and auto acknowledgement boxes must be checked in the Sales Order Setup module.

 

Locate XL File to Upload

This message will appear.  This message is for user to verify the number of recorrds being loaded from the import sheet.  User may depress "YES" to continue the upload or "NO" to abort the upload.

 
 

If system does not find any problems with the template the user will be prompted the following message that the SO Upload was complete



If the system finds any problems with template the user will be prompted the following message and exception XL file will be created in the SO Exception XL directory on the server.

Depress OK and user will receive the message (shown below) that the "SO Upload was not complete" and system will abort.
If any of the information is missing from the required fields in the first row of the XL file, user will receive the following message. 
 

Depress OK and user will receive the message (shown below) that the "SO Upload was not complete" and system will abort.

Note:  Even though user has the SO's set to auto, you can NOT upload a SO without something in this column and all other required fields..  Something has to be entered in this column along with all other required fields so the system can distinguish one so line item from another SO line item on a different SO.  If there is no data in this column or the other required fields the program will think the rest of the spreadsheet is also blank. SO Upload will group per change in Sonum field (it will then use the Sonum field as a reference to change).   If manual SO numbering is setup:  SO Upload will group per change in Sonum field (it will then use the Sonum field as a reference to change) when uploaded system will use SO numbers entered  in XL spreadsheet.   
The user will be prompted the following message that the SO Upload was not complete and system will abort.