• Sales Type & Price Itemization  must be setup.
• If the Sales Order is being used to sell inventory from the stockroom,  then the inventory part numbers must be setup in the Inventory Control Mgmt module.  (User may also enter non-inventory items on a Sales Order with no prerequisite requirements).

• Customer Contact Information
• Prices can be established in the Sales Price List Information module, or can be entered in Sales Order manually.
• Defaults for due dates, transit times, footnotes, etc can be setup in the Sales Order Defaults & Sales Discount Type  module
• Sales Tax Authority Table  can be setup if product is taxable
• Sales Rep Information

The Sales Order Module is used to record the details of the user’s Customer Purchase Order.  It is a translation of the customer’s order (or contract) to deliver goods into the user’s format and language.  This is done so that the user’s various departments can refer to a common format rather than have to adjust to a variety of customers’ formats. The Sales Order should reflect exactly what the customer ordered – the part numbers, the quantities, the delivery schedules, the price, the terms and conditions of the order, and any special charges.  Other important information to be included (besides the customer’s name) is the name of the contact at the customer, the purchase order number (the contract), whether or not the purchase order or contract has been agreed upon by acknowledgment of the Sales Order.

The user initiates the internal flow of operations by completing the Sales Order.  This order then is used to track the progress of the customer order, account for costs and revenues, determine the manufacturing performance to commitment, define the company backlog of sales, schedule workloads, and in general direct the activities and operations once the customer’s order is accepted.

The Sales Order module serves several functions relating to orders:

1. to view and review an existing order.
2. to edit an existing order.
3. to add a new order.

To review and edit an order, the user FINDs the order to display it on the screen. There are a number of ways that ManEx provides for the user to aid in locating a specific order, which are discussed later. Once an order is found and displayed, the order may be EDITED to make desired changes to the order.

To create a new order, the user performs the ADD function.

Once in the Sales Order, the user may add or edit the products being delivered to the customer, including the quantity. The deliveries may consist of products, (assemblies made by the user), and/or parts (from the user’s inventory), and/or miscellaneous items (non-inventory items or services). The sales order program will determine pricing from the pricing module, if the part has had pricing entered. Otherwise, the user must add the pricing as the products are entered.  If the Pricing module doesn’t have the part entered, the user must also select the Sales Type.

The user must then establish a schedule for shipping the product. The schedule may be for a single shipment, or scheduled out over a period of time with the same or different quantities for each delivery. In ManEx, there is also the provision for automatic scheduling, which simplifies the scheduling if the user wishes to ship a fixed portion of an order each day, week or month.

The user may then verify that the Bill-to and Ship-to information is correct. It will be entered automatically in the Sales Order from the Customer Information module, using the default values. If more than one address exists for the customer, the user may change this information to match the individual order, if desired.

The user may also create work orders for the product FROM the sales order module. If the product is scheduled for multiple deliveries, the user may elect to make one order for all parts, or spread out the deliveries over multiple work orders.  We do not allow the Work Order to be released within the Sales Order module.  The Work Order module is a very valuable feature and should not be by passed.  The purpose of the WO Release is for various departments to fulfill their part of the task of releasing the WO on-line to avoid doing it manually.

	Access to WebManEx
	Depressing this button will display the complete history of all changes made to this order. It will list the Date/Time of Change, By User, SO Total at time of change, and List of Changes recorded.  The following changes are recorded when a sales order is saved, if a new sales order is created, or if an existing sales order is edited.   For the header level - Customer PO#, Billing and Shipping Address changes, SO status changes, Approved and acknowledge status changed, Acknowledge document name changes, recognizes if notes have been changed (SO Note, SO Acknowledgement Footnote), but will not record the differences between them.  This will be the users responsibility to record and track the modifications within the note fields.    For the detail level - New item, removed item, quantity changes, status for the item changes.    For the schedule level - New/removed schedule line, qty scheduled, date scheduled.  For the price level - New price line, removed price line, price description, price, sales type.
Sales Order	This is the number assigned to the Sales Order.
Order Date	This is the date of the Sales Order.
Customer	This is the Name of the Customer.
SO Status	This is the status of the Sales Order, Open or Closed.
	The main purpose of this button is to link a scanned copy of the signed acknowledgement from the customer to the SO for records, so you have proof linked right to the sales order that it was acknowledged by the customer.
Buyer	This is the name of the Customer’s purchasing agent.
Customer PO	This is the Customer’s Purchase Order Number.
SO Approved	This field will only be displayed on this screen if the "SO Approval Required" box is check within the Sales Order Defaults & Sales Discount Type module.  This box must be checked (if displayed) before a WO can be created for this SO.  Below the check mark is the date of approval and the User ID of the user who approved the SO.
Order Ack	A check in this box means the Customer’s Purchase Order has been accepted by the user.  Below the check mark is the date of acknowledgement and the User ID of the user who acknowledged the Sales Order. Note: Without this check mark, the order can’t go forward in the system.
Last Modified by	This will display the date and User ID of the last person that made changes to the Sales Order
Ln	The Sales Order Line Item Number.
Part Number	The number the user has assigned to the part or product.
Rev	The revision number pertaining to the part number.
Class	The classification to which the part number belongs.
Type	The type within the classification to which the part number belongs.
Description	The description of the part number.
Ord Qty	The quantity of that part number ordered by the Customer.
Back Order	The un-shipped portion of the part number.
Shipped Qty	The amount of the order already shipped.
UOM	Unit of Measure.

For the line item highlighted:

Depressing this button will bring up the the following message:

This message is for a MAKE part only. This message will display the Longest Lead Time based on the following:   Component Purchase Lead Time    1 week (5 days) Product Kitting Lead Time& 2 days Product Production Lead Time& 3 days Total Sales Order Lead Time& 10 days   Note:   The SO lead-time does NOT calculate the purchase lead-times of buy parts associated to sub assemblies. It will consider the kitting and production lead-times of the make part itself along with any buy components on the top level assembly in calculating the longest lead-time.  The system assumes that the sub-assembly is complete at the time your kitting it for the top assembly.

Depressing this button will bring up the following screen.

For the Work Order number highlighted, the WIP quantity, due date, status and the Work Center location will display.

Depress this button to add a note for the line item highlighted, this note is for internal use only. This note will be printed on the Sales Order Acknowledgement report but will NOT be printed on Packing List or Invoice. This note will be displayed on screen when viewing the Packing List and/or Invoice.

Directive Buttons:

	This button starts the process to add a product (assembly) to the order.
	This button starts the process to add a part to the order.This represents inventory which the user has purchased for the purpose of re-sale.
	This button starts the process to add a miscellaneous charge to the Sales Order.
	This button will delete the line highlighted.
	This button starts the process to create a Work Order from the Sales Order screen for the line item highlighted.

Delivery Schedule Section:

Buttons:

	To add a line to the schedule.
	To delete the highlighted item.

Auto Scheduling Section:

1st Due Date	This is the 1st date due to the Customer.
Delivery Qty	The Delivery Qty screen allows the user to divide the shipment into multiple deliveries of equal parts. For example, if the order is for a total of 100 pieces, and the customer wishes delivery to be at the rate of 10 units each day, then the delivery quantity should be entered as 10.
	The next box allows the user to select the delivery intervals. The options are by day (DY), week (WK) (7 calendar days) or month (MO) (30 calendar days) days. After selecting the delivery interval, pressing the SAVE button creates a line for each delivery date in the sequence requested. Note: In using the term Weekly and Monthly, it doesn't matter what the holidays or what the weekends are (i.e. that they are not excluded from the total time of a week or month), but are considered when the final date is calculated.
	This is depressed if the user wants the system to set up the scheduling using the Delivery Schedule Default Days which are setup in the  Delivery Schedule Default Setup module.  .
Transit Days	This is the number of days from the user’s dock to the Customer’s dock. This will default in from the Customer Information module.  If the Customer transit days are blank or zero in the Customer Information module then the system will take from the Delivery Schedule Default Setup module.  NOTE: If user selects their first delivery date on a Monday with a transit day of 1 it will NOT default in a non-working day for the ship date such as Sunday, instead it will default in a working day for the ship day such as a Friday.
Order Qty	This is the total order for the line item.
Balance	This is the quantity unshipped as of this date.

Pricing Tab field definitions

Sales Rep	A list of Sales Representatives Names that get a commission from this product.  The Sales Rep(s) MUST be setup in the Sales Rep Information module.
Amount Each	The amount of commission from this product
	Depress this button to add a Representative
	Highlight a Sales Representative on the list and depress this button to remove their name from the list
	Total amount of commission for this product

	Depressing this button will allow user to enter additional charges for the product above. These charges may carry a different unit price, and may be of any description.  As the information is completed, the total cost for the line item is carried to the bottom of the box, to be validated with the customer’s purchase order.  A Non-inventory line added on this screen will be invoiced on the first shipment made for this sales order.
	Depressing this button will delete the highlighted line.
Total	The grand total of the complete sales order

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter the Sales/Sales Mgmt/Sales Order Management/Sales Order Management.

The following screen will be displayed:

Depress the Find action button. The following selection screen will be displayed.    Select the desired Filter: by selecting the appropriate radio button - Open, or All. Select the desired Find: by selecting the appropriate radio button -  Sales Order Number, Customer, Customer PO, Work Order Number, or All.  Enter the information into the red box, depress the Enter key and the information will populate the screen.    If you do not know the exact number, Customer, etc  you may enter in a partial number, letter, etc, then once you depress the enter key the system will pull up the matching record onto the screen or a list of all Sales Orders that contain the partial number, letter, etc. entered, to select from.     The user may exit the selection screen without a selection by selecting the X button.

If user selects ANY of the Filters and Find by All - a screen will appear listing all the Sale Orders filtered by the selection,  in numerical order, along with the Customer name.    The user has the option to view the sales order by either entering the sales order number into the red box, or scrolling down the list, highlighting the desired record and double click on it.

Once you have made your choice, the information will be displayed as follows:

Note: When an RMA is created, both the pending receipt of the items from the customer and the subsequent shipment of replacement product to the customer is entered. Reference is made to the original Sales Order and Invoice only to allow the credit memo (when created) to have a place to apply the credit. Otherwise, there is no interface between the Sales Order and the RMA modules. If you were unable to find the Sales Order, try to locate it under the RMA menu item. See RMA Management Module Article #1610 for further assistance.

Find a Sales Order, it may be edited by selecting the Edit Action button, then entry of the password. All fields available for editing will be enabled for modification.

Sales Order tab -  The user may add a new product, part or miscellaneous item. The user may delete an entire line item. The user may Issue a Work Order (if one hasn't already been issued). The user may change the quantity ordered, add or change the amount reserved or change the line status.  To remove a project number from the project field, ,by right clicking on the field.   (Note:  If a SO for example has three line items and user deletes only line item 01 user will NOT be able to re-use this line item when adding a new line item to this SO.  The system will use the next line item which would be line item number 04 in this example).  

Schedule tab - For the Line Item selected, the user may add or delete a scheduled delivery, change the 1^st Due Date, or the Transit Days.

Pricing tab  - For the Line Item selected, the user may edit the Price, Sales Type, Tax, Lot Charge, Commissions info, Add or Delete a line.    

WO List  -  This screen is view only. 

 

 

Billing tab  -  The user may change the Customer address and/or add a Credit Note.

Shipping tab - The user may edit or Add a New Ship To address, select a different Attention, FOB, Ship Via, and/or select a different Delivery Time from the pull down.  Note:  The user is able to edit or change the Cust Account No to match any special Ship Via pertaining to the specific order within the SO Shipping screen without the changes affecting the Customer Information module or any other pre-existing orders.

Notes tab - The user may add or change the Sales Order Note and/or the Sales Order Acknowledgement Footnote. 

At the conclusion of the modification process, the user may either depress the Save  action button to save the changes or depress the Abandon changes action button to cancel changes, located at the top of the screen.

The following message will be displayed to the user if a WO is linked to the SO:




NOTE:  The link is for reference only between the two modules and they are still individual records so when any changes are made to either the SO or the WO the change will NOT update or be carried forward to the other.

Adding a sales order is accomplished by first selecting the customer, a product and quantity.   Then the user visits additional tab/screens to add more information about the order.   The first of these is the Schedule Screen, where the user defines the delivery requirements for the product, then the Pricing Screen.   The user should visit the Billing Screen and the Shipping screen to ensure that the defaults established for the customer are appropriate to the order being entered.   If the user is visiting this screen to view an existing sales order, they may tab to the WO List screen and view current work orders in process. 

Depress the Add action button.  Enter your password. And the Sales Order Screen will be displayed. The current calendar date will default in the Order Date field.  This may be changed if desired.

 

 

The SO Status is defaulted to the OPEN status during entry of a new sales order.

Next, the user selects the buyer for the customer. Pressing on the down arrow adjacent to the field will display a list of contacts entered for the customer entered.  The user may select a contact or leave it blank.  If no contact has been entered for the customer, you will receive the following message.  Depress OK and file will be left blank.

Next, a customer Purchase Order number is entered. This is a free-form field, and up to twenty of any normal characters(any combination of alphabet or numbers) may be entered.

If the user has a purchase order from the customer, or a confirmation of the order from the customer, then the ORDER ACK box can be checked. If this box is NOT checked, the user will NOT be able to create a packing list for the order when it comes time to ship.  If this box IS checked, then the date and initials of the user accepting responsibility for the order are recorded.

The next step is to use the Directive Buttons to add information into the sales order.

The "Add Product" button adds products or assemblies to the order. Pressing this button brings up the following selection screen.  User may enter in a Product Number, Part Class, or select ALL, which will display a list of products that have been established for the customer selected for the sales order. The user selects the product number being ordered by entering it in the red box, or scrolling down the list and double-clicking on the assembly.    Note:  If the user enters specific customers in the Customer List within the Sales Price List Information module, then that product will only be available for that customer when creating a Sales Order.

After selecting a part number, ManEx requests the quantity to be ordered. 

The user enters the Ord Qty (The quantity being ordered by the customer for the part number and the system automatically displays the Back Order, which is the quantity still due to be shipped for the order).

 

Once this quantity is entered, ManEx populates the first open line in the sales order with the data from inventory tables.  At this time user may assign a project number to the product if applicable.

 

 

You may view additional information about the part by sliding the scroll bar at the bottom of the grid  to to the right.

The "Add Part" button is to add a part from inventory to the sales order. This is material that is sold out of the stockroom, rather than material assembled to order.  It may include any part carried in ManEx inventory, with a source as “Buy”.  Pressing this button brings up the following dialogue box:   User may enter in a Part Number, Part Class, or select ALL, which wiil display a list of Inventory parts. The user selects the part number being ordered by entering it in the red box, or scrolling down the list and double-clicking on the assembly. Note: If the user enters specific customers in the Customer List within the Sales Price List Information module, then that part will only be available for that customer when creating a Sales Order.

After selecting the part number the following dialog box will be displayed, displaying the Warehouse, Part Mfgr, Mfgr Part Number, Warehouse Location and the Quantity Available. Highlight and double click on the desired Part Manufacturer.

 

Once user has made their selection the part will be added to the Sales Order with the part information. The user must then move to the Order Quantity on the screen and enter the quantity ordered.

 

Once this quantity is entered, ManEx populates the line in the sales order with the data from inventory tables. At this time user may assign a project number to the product if applicable.   If parts are allocated to a project and the project is selected in SO for the SO item, when the part is shipped, those allocated to that project parts will be available to be shipped. After the project is selected in SO, the new created WO will link to that project.

 

 

Note: When the user enters a quantity for a part, the system will check to see if there is a minimum and/or multiple setup in Inventory for this particular part/product.

  If the order quantity doesn't meet the requirements, the statements shown below will popup and display in the item master min and mult order quantity with an OK button.   No other action is required. The user can choose to change the order quantity to match, or proceed as entered

 

 

 

The "Add Miscellaneous" button is to add any miscellaneous items to the sales order. This may be prototype items, engineering charges, or any item that is not manufactured nor is it in inventory. Pressing this button adds a line to the Sales Order and moves the cursor to the description field. The user enters the description, quantity and may then move to the pricing screen to complete the data.

The user is reminded that the scroll bars at the right side and bottom of the information box allow the information to be scrolled sideways and up or down to see additional information. 

The "Delete Line"  button is to delete a line already entered from the Sales Order. The user selects the line to be deleted from the Sales Order tab, and presses the button.

Pressing this button brings up the following dialogue box: The user confirms the deletion and the deletion is complete.

   Highlight the Assembly line item first before you depress the button.

Important Note: This action is taken AFTER the Scheduling tab is completely filled in for all add Products (assemblies).  So, first go to the Schedule tab (instructions below). Schedule the product and then return to this tab.  

The "Issue Work Order" button is to create work orders for each manufactured product items on the sales order.  Highlight all lines where there are products to be assembled. 

If user has the "SO Approval Required" box check in Sales Order Defaults & Sales Discount Type module checked, then user will be required to check the "SO Approved" box before being able to Issue a Work Order.  If the "SO Approved" box is NOT checked user will receive the message located to the right.

If there is only one delivery scheduled for the sales order, and the work order setup is established as automatic numbering, then the following screen appears:   Keep in mind though that even if you have the SO linked to a WO does not mean that the quantities will always be the same.  The link is for reference only between the two modules and they are still individual records so when any changes are made to either the SO or the WO the change will not update or be carried forward to the other.  A message is displayed to the users that they will have to make the same changes to the WO.

If the user has established more than one delivery date for the sales order, then pressing this button brings up the following:

Depress the Save action button to finish creating the Work Order(s). 

After completing all of the Sales Order data, the Sales Order must be saved. Then pressing the WO List tab will display all of the work orders created for the current sales order.

Schedule Tab

There are two modes available for completing a scheduled delivery for a product: Automatic and Manual. In the Automatic mode, ManEx will take a beginning date and a quantity to be delivered each period (Days, Weeks or Months) and schedule out the delivery using the Delivery Schedule Default Days which are setup in the Delivery Schedule Default Setup module.

Clicking on the Schedule screen tab brings up the following:

Sales Order Line number:  Select the line number by depressing the LN down arrow.  The following selection will be displayed:

Automatic Scheduling

Pressing this button enables the scheduling box and places the default lead time date in the Due Date box. (The user may establish a default number of days setup in the Delivery Schedule Default Setup module).  The user can then use that date, or enter the first (beginning delivery) date the customer expects to receive the order. The Delivery Qty screen allows the user to divide the shipment into multiple deliveries of equal parts. For example, if the order is for a total of 100 pieces, and the customer wishes delivery to be at the rate of 10 units each day, then the delivery quantity should be entered as 10. The next box allows the user to select the delivery intervals. The options are by day (DY), week (WK) (7 days) or month (MO) (30 days). Note: In using the term Weekly and Monthly, it doesn't matter what the holidays or what the weekends are (i.e. that they are not excluded from the total time of a week or month), but are considered when the final date is calculated.

Manual Scheduling

Pressing the Add Line button enables the delivery schedule box and places the cursor in the Due Date box. The user can then enter the first (beginning delivery) date the customer expects to receive the order. Next, the Ship Date (the date the order is to leave the user’s dock) will be entered by ManEx based on the transit days entered. This date can then be modified by the user if a different date is desired. Then the scheduled quantity is entered. The Shipped quantity will be completed by ManEx when the line has material shipped against it. Additional lines may be added or deleted by pressing the appropriate button. The total number of units scheduled will be displayed at the bottom of the box, so the user can verify all units have been scheduled.

After you’ve scheduled all assemblies, you may go back into the Sales Order tab and issue the Work Orders for those assemblies. Please refer to the instructions above regarding the Issue Work Order button. 

Pricing Tab         

Clicking on the Pricing screen brings up the following screen:

Depress the down arrow next to the LN field. The following list will appear: 

Select the desired line number. If the user has completed the Pricing Screen for the product, then the pricing will be automatically entered. See Article #766 for more detail.

The Customer Sales Discount field in NOT editable.  This information defaults in from the Customer Information module. 

 

Depress the "Add Rep" button to add a Sales Rep.  The following screen will appear listing all the Sales Rep's setup in the  Sales Rep Information module.   Highlight the Sales Rep or Reps, then depress the OK button and they will appear in the commissions box as displayed below.

 

Enter in the commission amount for that specific Sales Rep.

If accounting is installed,the user selects the Sales Type. The user can select the Sales Type from the drop down list:

If the user has completed the Pricing Screen for the product, then the pricing will be automatically entered. See Article #766 for more detail.

The user may select if the unit is taxable by clicking on the appropriate box on the right side of the screen. The following message will be displayed if the customer is non-taxable.

 

For Sales Order Items with no Tax, leave the Tax box unchecked. No further action is required.

Adding a US Sales Tax or a US Shipping Charge Tax in Customer Information requires that those items added be entered in System Setup under Sales Tax Authority Table.

If a particular Customer Ship To Address has more than one US Tax (such as a Sales, Use, Excise, etc. tax), then the taxes may be entered in System Setup individually and added individually to the appropriate Customer Ship To addresses.

If the user wants to use a Lot Charge instead of unit pricing, click on the Lot box. This will take the unit cost as a lot charge for the item without extending the units by the price. This may be used if a flat fee is charged for a number of parts. 

Clicking on the Add Line button may enter additional charges for the product. These charges may carry a different unit price, and may be of any description.  A Non-inventory line added on this screen will be invoiced on the first shipment made for this sales order.

Work Order List Tab

Clicking on the Work Order List tab brings up the following:

Depress the down arrow next to the LN field. The following will display:

Select the line item containing an assembly for which Work Orders have been created.

This screen is for information only, providing the user with status of work orders created for the current sales order.  The user has the option of creating multiple work orders for a sales order line item. To see the Work Orders for the next line item, depress the LN down arrow and select the desired line item.

Billing Tab          

Clicking on the Billing screen tab brings up the following:

In this screen, a Bill-to address will be completed with the default address established in the Customer Information Module. The Bill-to address also may be selected from any other addresses entered in the Customer Information Module.  The first prompt is to enter the Bill-to address. The user may accept the default address, or select from any address established in the Customer Information Module. All address information in the set up will be displayed when the down-arrow is pressed at the right side of the field:

After selecting the appropriate bill-to address, the information fields on the screen are populated with the correct data.

Shipping Tab       

Clicking on the Shipping screen tab brings up the following:

As in the Billing screen, the user may select from established ship-to addresses by pressing on the down-arrow key at the right of the first field:

Notes Tab

The last screen, the NOTES screen, provisions are made to establish Sales Order Notes and/or Sales Order Acknowledgment Footnotes.  These notes are available on their respective screens.

Note that when any note is entered on this screen, the screen tab NOTES turns red to indicate there is data in the notes.

Once all Tabs have been complete Depress the Save action button to save changes or the Abandon changes action button to abandon changes. 

To cancel a Sales Order

1. Find the order using the Find procedures Article #838.
2. Depress the Edit action button at the top of the screen.
3. Enter your password.
4. Highlight the line item you want to cancel.
5. Scroll over to the Line Status field.
6. Depress the down arrow.
7. Highlight the Cancel selection, as illustrated below:

Once you have cancelled a line item on PO the following message will be displayed: 

Depress Ok and the Sales Order status will be changed to "Cancel" 

Depress the Save action button, to save changes. Press the Red "X" to abandon changes.

Depress the Exit action button to exit the current screen and returns the user to the previous screen.

A sales order may be deleted using the Delete Unwanted Sales Order in the System Utility Module.  This utility will allow users to delete any Sales Order record within the system as long as there are no shipments or reserved qty against it.  In addition to deleting the Sales order, the utility will also check to see if there were any linked Work Orders to that Sales Order, if any were found it will display a warning and then also generate a XLS spreadsheet for the users to review and re-establish links to new Sales Orders if desired.  

To obtain the Sales Order Reports within the Web, select the WEB Print button from the ManEx action buttons at the top of the screen.  For further detail on How the Reports work within the Web refer to Article #5477.

Note: In order to access the Reports within the Web the Company Root URL must be setup within the System Appearance module and user must be linked to web within the System Security Module.

Select the Report Type:  SALES ORDER - A List of Reports will be displayed that are available on the Web for SALES ORDER

To obtain the Sales Order Reports within the desktop, select the Print button from the ManEx action buttons at the top of the screen. 

Highlight the desired report and then depress the OK button:  

Sales Order Acknowledgement Report

 

The following screen will be displayed if there is NOT a Sales Order open on screen.  (Note: If there is a Sales Order open on screen this screen will be by passed and the report for the Sales Order open on screen will be printed).   Enter the Values for the desired Sales Order Acknowledgement report then depress the OK button.     Note:  This report displays the Sales order acknowledgment for selected sales order. Note: For additional reference the line item Status of "Closed' will display to the right for items where it applies.  Line items with a status of "Cancel" will NOT display on report.

 

 

Sales Order Acknowledgement & Delivery Schedule report

 

Enter the Values for the desired Sales Order Acknowledgement with Delivery report then depress the OK button.         Note:  This report displays the Sales order acknowledgment with delivery schedule for selected sales order.   Note: For additional reference the line item Status of "Closed' will display to the right for items where it applies. Line items with a status of "Cancel" will NOT display on report.

 

The following report will print: 

 

Sales Order Picklist report

 

Enter the Values for the desired Sales Order Picklist report then depress the OK button.

The following report will print:  This report will display the Sales order picklist for selected sales order.

Sales Order Backlog Detail report

For the Sales Order Backlog Detail report, you can select to sort  By Product or By Month on the bottom of the screen.

 

 

 

Depress OK and the following screen will be displayed. Enter the Values: Customer by highlighting then depressing the > button. If you want all of the Customers, depress the >> button. Select Yes or No to "Suppress zero backlog quantity", Select Yes or No to displayed the commit date on the report.   Once values have been selected, depress the OK button.         ·        Note:  This Report will display only OPEN orders . . . Closed orders would not be included on this report.  This report does include NRE's. ·

 

 

The following report will print:

Sales Order Backlog Summary report

 

Enter the Values for the desired Sales Order Backlog Summary report.   Select the Customer by highlighting then depressing the > button.  If you want all of the Customers, depress the >> button.   Once selection is made, depress the OK button.       Note: This Report will display only OPEN orders . . . Closed orders would not be included on this report.  This report does include NRE's.

 

 

The following report will print:

Sales Order Backlog Without Scheduled Shipment report

 

Enter the Values for the Sales order Backlog Without Scheduled Shipment report. Select Customer by highlighting then depressing the > button. If you want all of the Customers, depress the >> button.   Once selection is made, depress the OK button.

 

The following report will print:

Sales Order Booking Detail report

 

Enter the Values to print the Sales order Booking Detail report. Select the Desired Sort Order: By Product Number or by Month. Enter the Date Range.   Once selection is made, depress the OK button.   ·         This report allows the users to enter a date Range.  The results will then list out the Sales order with the Order Date (Booking Date) that falls within that range. ·         Then it lists out the original Order qty and values along with any remaining balances and values.  ·         If the order has been shipped in full (Closed) the original order qty and values will still be listed, but the Backlog values will be 0.00 because it was shipped in full.   Not Note: The system does not have a date associated with a Sales Order line number, only with the Sales Order (header) for this report. We suggest you view the Sales Order Change History associated with the Sales Order to see the changes per line item.

 

The following report will print:

Daily Shipment Report With Invoice Amount

For the Daily Shipment Report With Invoice Amount, you can select By Customer, By Packing List, or By Sales Order on the bottom of the screen.  Depress the OK button.

 

Enter a "Start of Range" Date in format "yyyy-mm-dd".  Enter a "End of Range" Date in format "yyyy-mm'dd". Note: User must enter either a Start or End of Range date or both in order for report to print. Enter the Customer of interest.  If you desire All Customers leave * defaulted.  Select "Yes" for XLS Layout for export, or leave  "No" as default.    Depress the OK button.

The following report will print:

Daily Shipment History Report by Part Number

 

The values screen is displaying two fields for the date field, the combo box is for user to select the default date ranges that are set up already, and the text box is for user to enter a new date ranges.  User has the option to select the 7 day date range default for the Starting and Ending Date Range, or enter in a Start and Ending Date Range using the "yyyy-mm-dd" format.  Note: User must enter both a Start or End of Range date for report to print.     Enter the Customer of interest. If you desire All Customers leave * defaulted. Select "Yes" for XLS Layout for export, or leave "No" as default. Depress the OK button.

The following report will print:

Pro-Forma Invoice report

 

Enter the values to print the Pro-Forma Invoice report, Enter a Sales Order number, select the Part Source, then enter a footnote if applicable. In foreign trade transactions, a pro forma (or proforma) invoice is a document that states a commitment from the seller to sell goods to the buyer at specified prices and terms. It is used to declare the value of the trade. It is not a true invoice, because it is not used to record accounts receivable for the seller and accounts payable for the buyer. Depress the OK button.

The following report will print:

SOs without Customer Acknowledgement/PO report 

 

Enter a "Start of Range" Date in format "yyyy-mm-dd" or check the "No Lower Value" box. Enter a "End of Range" Date in format "yyyy-mm'dd" or check the "No Lower Value" box. Note: User must enter either a Start or End of Range date or both in order for report to print. Select the Customer(s) of interest and depress the > button. If you want all of the Customers, depress the >> button.   Depress the OK button.

 The following report will print: - This report will display a list of SOs that still need a Customer Acknowledgement/PO

 

 

 

Backlog Revenue and Margin Detail Report

Select Based On: Due Date, Ship Date, or Commit Date.   Select Type: Revenue or Margin.   Enter specific Customer between the single quotes: If you desire all Customers leave '*' defaulted. Note: You may enter partial or full customer name.   Enter the number of days you want the system to use to calculate the "past due" and "future" revenue margins. The default is 720 days. Once selection is made, depress the OK button.   This report is based on the SO scheduled qty entered and the SO prices to calculate the Revenue or Margin. The type "Revenue" is unit cost*qty. The type "Margin" is difference between standard price and unit cost*qty.  This report does NOT include NRE's.

  

 

The following report will print:   

 

 

 

 

Backlog Revenue and Margin Summary Report 

 

 

 

Select a Group:  By Territory;  By Customer;  By Customer, PO;  By Sales Rep; or  By Sales Type

 

Depress OK

 

Select Based On: Due Date, Ship Date, or Commit Date.   Select Type: Revenue or Margin.   Select Customer by highlighting then depressing the > button. If you want all of the Customers, depress the >> button. Enter the number of days you want the system to use to calculate the "past due" and "future" revenue margins. The default is 720 days. (The number of days past due to be included is so that you can filter out any old orders that are still open, but for some reason hasn’t shipped, and may not ship due to some unresolved issues. The past due column, is for how far back data is to be considered). For example: Your current date is 5/12/08 and you have a SO with a due date of 3/21/2008, it is within the 60 day window of past due consideration, and within the 720 day late shipments as well. But if you had a backlog order that was still due from 12/15/2007, it would not show on a 60 day past due report, but would show on a 720 day past due report.   Depress the OK button.   Note:  This report is based on the SO scheduled qty entered and the SO prices to calculate the Revenue or Margin. System uses 720 days to calculate the past due; current month to next 6 months; and future. The type "Revenue" is unit cost*qty. The type "Margin" is difference between standard price and unit cost*qty. This report does NOT include NRE's.

 

 

 

 

 

Remaining Shipment Report - This report is NOT Available in SQL Yet

 

Enter the Date to display Shipments Due Up To:

 

Basically, this report will get all MRP action records for SO demand that the date is up to whatever user set up on report "Option" page (default is 60 days from now). The program will get sales oder information (due date, price...) as well, then join this two set of data by sales order number and due date. That's how the proposed work orders linked to sales orders, even the user doesn't create the work orders for the sales orders. Because this report lists what order actions required in order to make the shipment, it will get those proposed WO records with negative balance, and get MRP action records for those components. If the part numbers have positive balance or regular WOs that will eventaully fill the demand, those records will be filtered out.

 

 

 

The following will print: 

 

 

Prerequisites for Entering a New Return Materials Authorization:

An Additional Prerequisite for Entering a Stand-Alone Return Materials Authorization:

The Return Material Authorization (RMA) Module allows the user to create two different types of RMA's  a Standard RMA and a Stand-Alone RMA.

A Standard RMA is created when there is material being returned for rework/repair that was originally built and shipped by you.

A Stand-Alone RMA is created when the material being returned for rework/repair was not originally built and shipped by you. 

A Return Material Authorization (RMA) notifies receiving to expect a return.  The authorization also allows for reworking/replacing the order so that the user doesn’t have to go to another screen to create a Sales Order.

There are three options on pricing.

1.      The user may enter zero for both the return and the re-work.  For further detail on how this affects the GL accounts see  Article #3397 . 

Once the RMA has been acknowledged, user will then create the RMA Receiver . 

The first screen is Return Material Authorization.  On this screen you can see the amount being returned against the Sales Order and Invoice. If there is to be a re-work, this information will also display.

RMA Tab Field Definitions

Directive Buttons

	Depressing this button will display RMA Changes History.  It will display if a new RMA order is created, if an existing RMA order is edited;  For the header level -Customer PO#, Billing and Shipping status changes, Approved and acknowledge status changed.  Acknowledge document name changes, recognizes if note and foot note were changed (no changes itself are recorded).   For the Detail level - New item, removed item, quantity changes, status for the item changes.  For the schedule level - New/removed schedule line, qty scheduled, date scheduled.  For the price level - New price line, removed price line, price description, price and sales type.
	This button starts the process to add a product (assembly) to the RMA.
	This button starts the process to add a part to the RMA.
	This button starts the process to add miscellaneous items to the RMA.  This button will NOT be available when creating a Stand-Alone RMA.
	This button will delete the line highlighted.

Pricing Tab Field Definitions:

Credit example:

The first line is populated with the data from the part number entered on the previous screen.

Description	The user’s description covering the Part Number.
Quantity	The amount of the order which the customer will be returning. This is displayed as a negative
Price	The amount of credit which the user will be providing to the customer.
Extended	Quantity multiplied by Price.This amount should be negative.
Sales Type	The type of credit. This choice depicts the accounting of the Credit Memo entry as set up in Sales Setup.
Tax	If this is checked, it means that the item returned was subject to sales tax and a pro-rata portion will be credited.
Lot	If a price is to be credited as a lot charge rather than as a cost per unit credit, then the Lot box at the right of the screen is checked. This will take the unit cost as a lot charge for the item without extending the units by the price. This may be used if a flat fee is charged for a number of parts  .Note: The credit must be equal to or less than the original Sales Order price.
	Depressing this button will allow user to enter additional credits for the product above. These charges may carry a different unit price, and may be of any description.  As the information is completed, the total credit for the line item is carried to the bottom of the box.  A Non-inventory line added on this screen will be credited on the first shipment made for this RMA order.
	Depressing this button will delete the highlighted line
Totals	The total of all of the extensions

Pricing Tab Field Definitions:

Re-work example:

The first line is populated with the data from the part number entered on the previous screen.

Description	The user’s description covering the Part Number.
Quantity	The amount of the order which the user will be re-working/replacing for the customer.
Price	The amount the user is charging the customer, per unit for the re-work/replacement.  Note:This amount must be equal to or less than the original Sales Order price.
Extended	Quantity multiplied by Price.
Sales Type	The type of re-work.This choice depicts the accounting of the entry as set up in Sales Setup.
Tax	If this is checked, it means that the sale is subject to sales tax.
Lot	If a price is to be assessed as a lot charge rather than as a cost per unit charge, then the Lot box at the right of the screen is checked. This will take the unit cost as a lot charge for the item without extending the units by the price. This may be used if a flat fee is charged for a number of parts.  Note:The charge must be equal to or less than the original Sales order price.
	Depressing this button will allow user to enter additional charges for the product above. These charges may carry a different unit price, and may be of any description.  As the information is completed, the total cost for the line item is carried to the bottom of the box.  A Non-inventory line added on this screen will be charged on the first shipment made for this RMA order
	Depressing this button will delete the highlighted line
Totals	The total of all of the extensions.

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter Sales/RMA Management/RMA Management Module

The following screen will be displayed:

To find a Return Material Authorization, depress the Open/Find button. The following selection will appear:   Select the desired Filter: by selecting the appropriate radio button - Open, or All. Select the desired Find: by selecting the appropriate radio button -  RMA Number, Customer, Customer PO, Original Sales Order Number, Product Number or All.  Enter the information into the red box, depress the Enter key and the information will populate the screen.   If you do not know the exact number, Customer, etc you may enter in a partial number, letter, etc, then once you depress the enter key the system will pull up the matching record onto the screen or a list of all RMA's that contain the partial number, letter, etc. entered, to select from. The user may exit the selection screen without a selection by selecting the X button.

If user selects ANY of the Filters and Find by All - a screen will appear listing all the RMA's filtered by the selection,  in numberical order, along with the Customer name.    The user has the option to view the RMA by either entering the RMA number into the red box, or scrolling down the list, highlighting the desired record and double click on it.

Once your Find selection has been made, the RMA information will populate the screen as illustrated below:

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter the  Sales/RMA Management/RMA Management Module

The following screen will be displayed:

Depress the Add button. You will be prompted for your password. The following screen will appear: Choose to create a Standard RMA or Stand-alone RMA.
If you select to create a Standard RMA the following find screen will appear:

Once you’ve made your selection, the original information will populate the screen, as displayed below:   Note:  The customer PO and Buyer in RMA module is NOT pulled from the original sales order/invoice.  It's a new field that user can enter in RMA module.

 

 

 

Click on the RMA Ack box, to acknowledge the RMA. The date and your initials will appear.

Depress one of the three buttons at the bottom of the screen, Add Product, Add Part, or Add Miscellaneous. 

Add Product, Add Part, or Add Miscellaneous

If you depress the Add Product button, a list of all of the products included in the original Sales Order will appear, as displayed: Type the Product Number into the red box or highlight your selection and double click. If you selected Add Part or Add Miscellaneous, the same type of selection procedure will take place. Note that you can’t add a part or add miscellaneous unless the original order contained such.

 

Type the RMA quantity in a negative amount into the column. The quantity entered must be equal to or less than the original Sales Order.

If there are multiple manufacturers or locations for the part in the Inventory Control Quantity Info tab, the following selection list will appear: Highlight the warehouse location and double click.

Schedule Tab

Depress the schedule tab.The following screen will appear:

There are two modes available for completing a scheduled delivery for a product: Automatic and Manual. In the Automatic mode, ManEx will take a beginning date and a quantity to be delivered each period (Days, Weeks or Months) and schedule out the delivery using the Delivery Schedule Default Days which are setup in the Delivery Schedule Default Setup module. 

 

The following activities are available:

Sales Order Line number: Select the line number using the down arrow. Be sure that you’ve selected the line number which pertains to the re-work/replacement.

 

 

Automatic Scheduling. Pressing this button enables the scheduling box and places the scheduled date in the Due Date box. The user may establish a default number of days from the current date setup in the Delivery Schedule Default Setup module. The user can then use that date, or enter the first (beginning delivery) date the customer expects to receive the order. The Delivery Qty screen allows the user to divide the shipment into multiple deliveries of equal parts. For example, if the order is for a total of 100 pieces, and the customer wishes delivery to be at the rate of 10 units each day, then the delivery quantity should be entered as 10. The next box allows the user to select the delivery intervals. The options are by day (DY), week (WK) or month (MO). After selecting the delivery interval, pressing the SAVE button creates a line for each delivery date in the sequence requested.

In this screen, the user may further edit, delete or add lines.   Manual Scheduling. Pressing the Add Line button enables the delivery schedule box and places the cursor in the Due Date box. The user can then enter the first (beginning delivery) date the customer expects to receive the replacement.Next, the Ship Date (the date the order is to leave the user’s dock) will be entered by ManEx based on the transit days entered. This date can then be modified by the user if a different date is desired. Then the scheduled quantity is entered.The Shipped quantity will be completed by ManEx when the line has material shipped against it.Additional lines may be added or deleted by pressing the appropriate button. The total number of units scheduled will be displayed at the bottom of the box, so the user can verify all units have been scheduled.

 

Enter the Price per unit in the Price column. Note that the price entered must be equal to or less than the original Sales Order price. The Extension column will update automatically, and will display as a negative.  Any extra line item charges will default in from the original invoice. But, the system will not allow you to add more extra charges to the Retun line item that did not exist on the original invoice.  Any additional charges that the users wants to add to the line item being shipped back out (positive line items) as needed for rework, etc... will be allowed.

Go to the Sales Type column, depress the Enter key. A list of Sales Types will appear:  Select the Sales Type you wish to use for the Credit Memo.

The completed screen will appear as follows:

If you are NOT going to re-work or replace the order, depress the Save button and Exit the module.  If you are going to re-work or replace the order, refer to Add a Re-Work/Replacement procedures below: 

Add a Rework/Replacement

RMA Tab

While the RMA order is still open, depress the RMA tab. Depress one of the following buttons:  Add Product, Add Part or Add Miscellaneous.

If you depress the Add Product button, the following screen will appear: Type in the Part Number or highlight your selection and double click. The Product will populate the screen. If you selected Add Part or Add Miscellaneous, the same type of selection procedure will take place. Note that you can’t add a part or add miscellaneous unless the original order contained such.

Type the RMA quantitybeing re-worked or replaced in a positve amount into the column. The quantity entered must be equal to or less than the original Sales Order.

The part manufacturer screen will display if there is more than one manufacturer or location assigned to the product in the Inventory Control Quantity Info screen. Highlight the appropriate line and double click.

 

If you want to accelerate the re-work or replacement with a higher priority than standard, go to the Line Status column and depress the Enter key. The following selection will appear:  Select the appropriate priority for the re-work/replacement.

The completed screen will appear as follows:

Schedule Tab

Depress the schedule tab.The following screen will appear:

Sales Order Line number:  Select the line number using the down arrow. Be sure that you’ve selected the line number which pertains to the re-work/replacement.

Automatic Scheduling. Pressing this button enables the scheduling box and places the scheduled date in the Due Date box. The user may establish a default number of days from the current date setup in the Delivery Schedule Default Setup module.  The user can then use that date, or enter the first (beginning delivery) date the customer expects to receive the order. The Delivery Qty screen allows the user to divide the shipment into multiple deliveries of equal parts. For example, if the order is for a total of 100 pieces, and the customer wishes delivery to be at the rate of 10 units each day, then the delivery quantity should be entered as 10. The next box allows the user to select the delivery intervals. The options are by day (DY), week (WK) or month (MO). After selecting the delivery interval, pressing the SAVE button creates a line for each delivery date in the sequence requested.

In this screen, the user may further edit, delete or add lines.    Manual Scheduling. Pressing the Add Line button enables the delivery schedule box and places the cursor in the Due Date box. The user can then enter the first (beginning delivery) date the customer expects to receive the replacement.Next, the Ship Date (the date the order is to leave the user’s dock) will be entered by ManEx based on the transit days entered. This date can then be modified by the user if a different date is desired. Then the scheduled quantity is entered.The Shipped quantity will be completed by ManEx when the line has material shipped against it.Additional lines may be added or deleted by pressing the appropriate button. The total number of units scheduled will be displayed at the bottom of the box, so the user can verify all units have been scheduled.

A Line Item Footnote may be entered for comments on the delivery schedule for reference.

The completed screen will appear as follows:

Pricing Tab

Depress the Pricing tab. The following screen will display:

 

Then the unit price for the product can be entered. Note that the unit price for the re-work/replacement must be equal to or less than the original Sales Order price. Once entered, the extended price field is completed.  Any additional charges that the users want to add to the line item being shipped back out (postive line items) for rework cost, etc.  will be allowed.

Place the cursor in the Sales Type column and depress the Enter key.The following selection will appear:  Select the appropriate sales type. The user may select if the unit is taxable by clicking on the Tax box on the right side of the screen. For Sales Order Items with no Tax, leave the Tax box unchecked. No further action is required.

To Manually add Tax (if not set up in Customer Information), enter line item and then in Pricing Screen click on Add Line and enter description of Sales Tax and Tax Amount manually.  A Sales Type for the appropriate Tax G/L number should be setup in Accounting so that it can be selected when entering the Sales Tax manually.  The full amount of the Tax will be Invoiced upon shipment of the first item so using manual sales tax entries may not be useful for shipments with multiple shipments against the same line item.

Checking the Tax box in Sales Order Pricing will not calculate or add US Tax for a line item unless the Shipping Address for the particular Customer selected in the Sales Order Header has been set up.  Shipping Address Tax Setup is done in the Tax and Shipping Mode screen in the Customer Information module.

Adding a US Sales Tax or a US Shipping Charge Tax in Customer Information requires that those items added be entered in System Setup under Sales Tax Authority Table.

If a particular Customer Ship To Address has more than one US Tax (such as a Sales, Use, Excise, etc. tax), then the taxes may be entered in System Setup individually and added individually to the appropriate Customer Ship To addresses.

If the user has completed the Pricing Screen for the product, then the pricing will be automatically entered.

Clicking on the "Add Line" button allows the user to enter additional charges for the product. These charges may carry a different unit price, and may be of any description.

As the information is completed, the total cost for the line item is carried to the bottom of the box, to be validated with the customer’s purchase order.

If a price is to be assessed as a lot charge rather than as a cost per unit charge, then the user may check (by clicking) the Lot box at the right of the screen. This will take the unit cost as a lot charge for the item without extending the units by the price. This may be used if a flat fee is charged for a number of parts.

A Non-inventory line added on this screen will be invoiced on the first shipment made for this sales order.

The completed screen will appear as follows:

Billing Tab

Clicking on the Billing screen tab brings up the following:

In this screen, a Bill-to address will be completed with the default address established in the Customer setup. The Bill-to address also may be selected from any other addresses entered in the Customer setup.The first prompt is to enter the Bill-to address. The user may accept the default address, or select from any address established in the Customer Module. All address information in the set up will be displayed when the down-arrow is pressed at the right side of the field:

After selecting the appropriate bill-to address, the information fields on the screen are populated with the correct data. 

Shipping Tab

Clicking on the Shipping screen tab brings up the following:

As in the Billing screen, the user may select from established ship-to addresses by pressing on the down-arrow at the right of the first field:

Once the ship-to address is established, the address fields are populated from the Customer file.  In addition to the address, the FOB, Ship Via, Customer Account and Delivery Time are also populated from the Customer File, if they were completed there.   If not, or the user wishes to change them, the user may select the appropriate response by clicking on the down-arrow next to the field, and viewing choices set up in the System Setup module.  NOTE:  The Cust Account No is NOT editable within the RMA module.

Notes Tab

In the last screen, the NOTES screen, provisions are made to establish RMA Notes, and RMA Acknowledgement notes. These notes are available in their respective sections.

The RMA Acknowledgement Footnote will appear on the Acknowledgement printout.

Note that when any note is entered on this screen, the screen tab NOTES turns red to indicate there is data in the notes.

Depress the Save button.

Note that the RMA Total in the RMA tab will update for the net difference between the material to be returned and the material to be re-worked/replaced, as illustrated below:

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter the Sales/RMA Management/RMA Management Module

The following screen will be displayed:

Depress the Add button. You will be prompted for your password. The following screen will appear: Choose to create a Standard RMA or Stand-alone RMA.
If you select to create a Stand-alone RMA the following Screen will appear: Type the Customer name into the red box or highlight your selection and double click.

Once you’ve made your selection, the original information will populate the screen, as displayed below: 

Click on the RMA Ack box, to acknowledge the RMA. The date and your initials will appear.

Depress one of the two buttons at the bottom of the screen, Add Product, or Add Part.  

Add Product, or Add Part.

If you depress the Add Product button, a list of all of the products will appear, as displayed: The product numbers displayed are either only for "Standard Price", or the customers that are added into the customer list in the Sales Price List module. Highlight your selection and double click. If you selected Add Part,  the same type of selection procedure will take place.

Type the RMA quantity in a negative amount into the column.

If there are multiple manufacturers or locations for the part in the Inventory Control Quantity Info tab, the following selection list will appear: Highlight the warehouse location and double click.

Depress the Pricing Tab. The following screen will appear: 

Enter the Price per unit in the Price column.  The Extension column will update automatically, and will display as a negative. 

Go to the Sales Type column, depress the Enter key. A list of Sales Types will appear:  Select the Sales Type you wish to use for the Credit Memo.

The completed screen will appear as follows:

If you are NOT going to re-work or replace the order, depress the Save button and Exit the module.  If you are going to re-work or replace the order, refer to Add a Re-Work/Replacement procedures below: 

Add a Rework/Replacement

RMA Tab

While the RMA order is still open, depress the RMA tab. Depress one of the following buttons:  Add Product, or Add Part. 

If you depress the Add Product button, the following screen will appear: Highlight your selection and double click. The Product will populate the screen. If you selected Add Part, the same type of selection procedure will take place.

Type the RMA quantity being re-worked or replaced in a positve amount into the column.

The part manufacturer screen will display if there is more than one manufacturer or location assigned to the product in the Inventory Control Quantity Info screen. Highlight the appropriate line and double click.

If you want to accelerate the re-work or replacement with a higher priority than standard, go to the Line Status column and depress the Enter key. The following selection will appear:  Select the appropriate priority for the re-work/replacement.

The completed screen will appear as follows:

Schedule Tab

Depress the schedule tab.The following screen will appear:

There are two modes available for completing a scheduled delivery for a product: Automatic and Manual. In the Automatic mode, ManEx will take a beginning date and a quantity to be delivered each period (Days, Weeks or Months) and schedule out the delivery. 

The following activities are available:

Sales Order Line number:  Select the line number using the down arrow. Be sure that you’ve selected the line number which pertains to the re-work/replacement.

 

Automatic Scheduling. Pressing this button enables the scheduling box and places the scheduled date in the 1st Due Date box. The user may establish a default number of days from the current date in the System Setup. The user can then use that date, or enter the first (beginning delivery) date the customer expects to receive the order. The Delivery Qty screen allows the user to divide the shipment into multiple deliveries of equal parts. For example, if the order is for a total of 100 pieces, and the customer wishes delivery to be at the rate of 10 units each day, then the delivery quantity should be entered as 10. The next box allows the user to select the delivery intervals. The options are by day (DY), week (WK) or month (MO). After selecting the delivery interval, pressing the SAVE button creates a line for each delivery date in the sequence requested.

In this screen, the user may further edit, delete or add lines.    Manual Scheduling. Pressing the Add Line button enables the delivery schedule box and places the cursor in the Due Date box. The user can then enter the first (beginning delivery) date the customer expects to receive the replacement.Next, the Ship Date (the date the order is to leave the user’s dock) will be entered by ManEx based on the transit days entered. This date can then be modified by the user if a different date is desired. Then the scheduled quantity is entered.The Shipped quantity will be completed by ManEx when the line has material shipped against it. Additional lines may be added or deleted by pressing the appropriate button. The total number of units scheduled will be displayed at the bottom of the box, so the user can verify all units have been scheduled.

A Line Item Footnote may be entered for comments on the delivery schedule for reference.

The completed screen will appear as follows:

Pricing Tab

Depress the Pricing tab. The following screen will display:

 

Then the unit price for the product can be entered.  Once entered, the extended price field is completed.

Place the cursor in the Sales Type column and depress the Enter key.  The following selection will appear:  Select the appropriate sales type. The user may select if the unit is taxable by clicking on the Tax box on the right side of the screen. For Sales Order Items with no Tax, leave the Tax box unchecked. No further action is required.

To Manually add Tax (if not set up in Customer Information), enter line item and then in Pricing Screen click on Add Line and enter description of Sales Tax and Tax Amount manually.  A Sales Type for the appropriate Tax G/L number should be setup in Accounting so that it can be selected when entering the Sales Tax manually.  The full amount of the Tax will be Invoiced upon shipment of the first item so using manual sales tax entries may not be useful for shipments with multiple shipments against the same line item.

Checking the Tax box in Sales Order Pricing will not calculate or add Tax for a line item unless the Shipping Address for the particular Customer selected in the Sales Order Header has been set up.  Shipping Address Tax Setup is done in the Tax and Shipping Mode screen under the Ship To tab in the  Customer Information  Module.

Adding a Sales Tax or a Shipping Charge Tax in Customer Information requires that those items added be entered in System Setup under Sales Tax Authority Table.

If a particular Customer Ship To Address has more than one Tax (such as a Sales, Use, Excise, etc. tax), then the taxes may be entered in System Setup individually and added individually to the appropriate Customer Ship To addresses.

If there is more than one Tax setup for a Customer Ship To Address, Manex will add up the tax rates and apply the combined percentage to the pre-tax line item total. 

If the user has completed the Pricing Screen for the product, then the pricing will be automatically entered.

Clicking on the Add Line button allows the user to enter additional charges for the product. These charges may carry a different unit price, and may be of any description.

As the information is completed, the total cost for the line item is carried to the bottom of the box, to be validated with the customer’s purchase order.

If a price is to be assessed as a lot charge rather than as a cost per unit charge, then the user may check (by clicking) the Lot box at the right of the screen. This will take the unit cost as a lot charge for the item without extending the units by the price. This may be used if a flat fee is charged for a number of parts.

A Non-inventory line added on this screen will be invoiced on the first shipment made for this sales order.

The completed screen will appear as follows:

Billing Tab

Clicking on the Billing screen tab brings up the following:

In this screen, a Bill-to address will be completed with the default address established in the Customer setup. The Bill-to address also may be selected from any other addresses entered in the Customer setup.The first prompt is to enter the Bill-to address. The user may accept the default address, or select from any address established in the Customer Module. All address information in the set up will be displayed when the down-arrow is pressed at the right side of the field:

After selecting the appropriate bill-to address, the information fields on the screen are populated with the correct data. 

Shipping Tab

Clicking on the Shipping screen tab brings up the following:

As in the Billing screen, the user may select from established ship-to addresses by pressing on the down-arrow at the right of the first field:

Once the ship-to address is established, the address fields are populated from the Customer file. In addition to the address, the FOB, Ship Via, Customer Account and Delivery Time are also populated from the Customer File, if they were completed there. If not, or the user wishes to change them, the user may select the appropriate response by clicking on the down-arrow next to the field, and viewing choices set up in the System Setup module.

Notes Tab

In the last screen, the NOTES screen, provisions are made to establish RMA Notes, and RMA Acknowledgement notes. These notes are available in their respective sections.

The RMA Acknowledgement Footnote will appear on the Acknowledgement printout.

Note that when any note is entered on this screen, the screen tab NOTES turns red to indicate there is data in the notes.

Depress the Save button.

Note that the RMA Total in the RMA tab will update for the net difference between the material to be returned and the material to be re-worked/replaced, as illustrated below:

 

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter Sales/RMA Management/RMA Management Module

The following screen will be displayed:

Depress the Open/Find Record, to find the record you want to Edit. For further assistance on finding an RMA see Article #822.

Depress the Edit button.You will be prompted for your password. The fields which can be edited will appear in darkened black.

RMA tab

You may edit the following fields:

RMA Date, Buyer Name, Customer PO #, uncheck or check the RMA Acknowledgement box or change the line status.

To change the line status, scroll to the right, highlight the Status box and depress the Enter key. The following selection will appear:

Select the desired status.

By depressing on the Add Product, Add Part or Add Miscellaneous directive button, you may add such only if the original Sales Order contained it.

To delete a line, highlight and depress the Delete Line button. The following message will appear:

To delete the line, depress the Yes button.

Schedule Tab

In the schedule tab, you may change the schedule, add a line or delete a line, change the 1^st Due Date, change the Transit Days or add a Line Item footnote.

Pricing Tab

In the pricing tab, you may change the Unit Price, (it must be equal to the original Sales Order price or less), change the Sales Type by highlighting that field and selecting from the list displayed, check or uncheck the Tax box, check or uncheck the Lot box, or add a new price Item Line.

To delete a Price Item line, highlight that line and depress the Delete Line button.

Billing Tab

In the Billing tab, you may change the selection of the Customer’s Billing address.

Shipping Tab

In the Shipping Tab, you may change the Customer’s Ship To address and Attention selection, change the FOB terms, the Ship Via selection and/or the Delivery time.  Note:  The Cust Account No is NOT editable in the RMA module.

Notes Tab

In the Notes tab, you may add a RMA note or a RMA Acknowledgement Note.

Be sure to depress the Save button after any edit changes or deletions.  If you don’t want to save your changes, depress the Abandon changes button.

To obtain the RMA Reports within the Web, select the WEB Print button from the ManEx action buttons at the top of the screen. For further detail on How the Reports work within the Web refer to Article #5477.

Note: In order to access the Reports within the Web the Company Root URL must be setup within the System Appearance module and user must be linked to web within the System Security Module.

Select the Report Type:  RMA - A List of Reports will be displayed that are available on the Web for RMA

To obtain the RMA reports, select the Print button from the ManEx action buttons at the top of the screen. 



The following reports screen will display a list of reports that are available on the ManEx Desktop:  



 

RMA Acknowledgment & Delivery Schedule

 

Enter the Values to print the RMA Acknowledgment & Delivery Schedule Report.   The RMA Note is the note added under the RMA Acknowledgement Footnote, and the RMA Footnote is the note added in the Standard Footnote Setup.  The RMA Note that is entered within the RMA Notes is for internal use only and will NOT be displayed on report.

 

 

The following report will be printed:

Overview regarding Return Material Authorization Accounting

No Journal Entry is created in the RMA module, however the system is collecting the JE components from this module as follows:

Assume that the original sale was for 10 units @ 100.00 each, with a standard cost of 80.00 each and freight charged the customer of 15.00.

At the time the user selects the original Invoice number in the Return Material Authorization module, the system “remembers” the original accounting entry that was created at the time the original Invoice was printed, which was:

Debit          Accounts Receivable – Trade    1,015.00

Debit          Cost of Goods Sold                    800.00

Credit         Sales                                       1,000.00

Credit         Finished Goods Inventory              800.00

Credit         Freight Income                               15.00 

When the user enters the “return quantity” (the one entered as a negative quantity), the system will remember that the original cost of sales was 80.00 per unit.

The user then enters the pricing on the item to be returned on the Pricing page of the RMA module. 

The pricing entered can be any amount up to the amount of the original pricing of 100.00 per unit.  And so the journal entry component for the debit to the sales account is 2X 100.00 = 200.00, in this example.

The user selects the sales and cost of goods general ledger accounts to be used per the Sales Type column:

And so, the sales account number selected will be debited for 200.00 once the journal entry is created, upon the actual receipt of the returned item.  And the related Cost of Goods sold account will be credited for the 160.00.

If the return is to be reworked and then returned back to the customer, the user creates a second line item on the RMA using a positive quantity which is in actuality creating the RMA Sales Order and an eventual invoice upon shipment.

The journal entry and the applicable Credit Memo for the return is created in the Return Material Authorization Receiving module.  (The value is calculated against the total value of the RMA minus any credit memos created against the invoice, whether manually or via RMA).  On this screen, the user indicates the amount of freight to be credited, such as a pro rata 2/10 of 15.00, or 3.00, for example:

After the user types in the quantity received on the Detail page and depresses the Save button, several things happen all at once:

1.       The Journal Entry is created as follows and forwards to the Release & Post to GL module:

Debit          Sales      200.00

Debit          WIP        160.00

Debit          Freight       3.00

Credit         Accounts Receivable     203.00

Credit         COGS                            160.00

2. The Credit Memo is created for an amount of 203.00 total.  If the original invoice is still open, the amount of the credit memo will net against the original invoice leaving an open balance of 812.00, 1015.00 minus 203.00.  If the invoice is paid than a credit balance will appear on the A/P Aging for the unapplied amount up to 203.00.
3. The e mail trigger is activated announcing that a Credit Memo has been created.
4. The ReWork Work Order is created.
5. The returned material is placed into WIP.

The PRICING Module is used to establish the default pricing for a product. This pricing will be used as the default pricing for sales orders created for the product. Separate pricing may be established for multiple customers for the same product, and there may up to seven price breaks for each customer.

 Prices Breaks tab field definitions

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter Sales/Sales Price List Information Module

The Part Number Information screen will be displayed:

Depress the Find action button. The following selection screen will be displayed.  Select the desired Filter: by selecting the appropriate radio button - Make, Buy, or Both and Active or Inactive Select the desired Find: by selecting the appropriate radio button -  Part Number, Part Class, or All.  Enter the information into the red box, depress the Enter key and the information will populate the screen.  The user may exit the selection screen without a selection by selecting the X button.

If user selects ANY of the Filters and Find by All - a screen will appear listing all the Part Numbers filtered by the selection,  in numberical order, along with the Part Description, Part Class and Part Type.     The user has the option to view the sales order by either entering the sales order number into the red box, or scrolling down the list, highlighting the desired record and double click on it.

Once you have made your choice, the information will be displayed as follows:
 

 

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter Sales/Sales Price List Information

The following screen will be displayed:

After a Product has been found or entered, it may be edited by selecting the Edit Action button. Once the password is entered, the "Add", "Delete". and "Reorder" buttons are activated.

Selecting the button brings up a screen listing all the Active Customers from which to select from.  Select a customer for which the pricing is to be applied.  There may be different pricing for each customer. Double Click on a customer will add that customer to the product pricing information.  Note:  Only the customers listed in the Customer List will be available for this Product within the Sales Order module.

Selecting the   reveals buttons by each customer and the order may be changed by dragging the buttons to the desired order. When sorting is completed, select the Done button completes the action

Selecting the  allows the removal of a customer from the product information.

Add Sales Type

By selecting a part number, you can then assign a Sales Type. Selecting a Sales Type will automatically enter the type when the part is added to a sales order. Otherwise, the user will have to select the Sales Type before saving a Sales Order.

Depressing the down arrow next to the field will display a list of sales types:

Select the desired Sales Type.

 

Assigned Sales Rep and Select Commission

 

If applicable, assign a Sales Rep and Commission.

Add Price Markup Percentage

If applicable, enter the markup percentage in the box.

Add Warranty Information

If applicable, enter the number of days for the warranty.

The completed Part Number Information tab will look like this:

Depress the Save Action button to save changes or the Abandon changes Action button to abandon changes.

ADD PRICING

After completing the PART NUMBER INFORMATION tab, the user may (click on) to the PRICES BREAKS tab.

In this screen, the user may elect to add additional customer pricing for a product by using the Edit function.  

 

Then the Price Break screen for a specific customer is presented to the user, based on the customer selected in the first screen:

And the Add Action button becomes active. If the user is creating the first pricing screen, then the Edit Action button is not yet available.

The user may create up to seven different pricing levels for each customer. To add the first pricing screen, the Add Action button must be pressed and the password entered.

The “Price 1” screen is activated, allowing the user to enter pricing for the customer shown.

 

This screen has two main sections: the pricing at quantity levels; and the ability to amortize the expense of any object such as tooling over a fixed number of deliveries.

In the Amortization Charge section, the user can enter an amount to be amortized, and the number of units shipped over which the amortization is to be applied. As product is shipped, the Shipped Qty will be updated, and when the entire quantity is shipped, the additional amortization cost will be dropped from the invoice.

The first prompt is for the beginning number of items to be priced, defaulting to one (1). The next field is for the upper number to be included in the price structure, e.g., 100 (pricing is for 1 to 100 items).You can input pricing up to 999,999, but you are limited to seven price breaks.

 

In the Amortization Charge section, the user can enter an amount to be amortized, and the number of units shipped over which the amortization is to be applied. As product is shipped, the Shipped Qty will be updated, and when the entire quantity is shipped, the additional amortization cost will be dropped from the invoice.

The cursor then moves to the first Sales Price Breakdown section where the user may define the pricing used for individual units. The definition of the pricing is established in the System Setup, and may be selected with the “pulldown arrow” and clicking on a definition, or typing the definition.  After selecting a definition, the pricing associated with the definition is entered. (e.g., the definition might be “Total Material Cost” and $350 per unit. Or, perhaps a definition simply called “Standard Price” is used.)

On the next line, another pricing definition may be included, e.g. “Priority Charge”, with an additional charge of $50 per unit.

Manex will continue to total up the unit pricing and show it on the screen.

The completed screen looks like this:

When the user has completed the information for the 1^st price break, the screen is either saved or canceled.  The following message will appear asking if the user wants to add another record.

If there is another price category to be added, depress the Yes button.

The user may then add an additional price break, which will default to a beginning quantity equal to the top of the first price break quantity plus one. The fields used in the first price break will be carried over to the second price. Changing the definition in any price break screen changes all the others for that product.

Pricing for a different customer for the SAME product may be established by selecting the customer in the first screen, then adding a new price break for that customer.

After completing this PRICING customer information screen, the user may tab (clicks on) to the Part Information Note screen.

The Part Information screen for the product is presented to the user, and may be edited. Information placed in this screen is common to all customers, (it is based on information about the product), and the Tab Label turns RED.

Press the Save Action button Save new or edited data.

Press the Abandon changes Action button to Cancel any new or edited information without saving the information in the database.

Press the Edit Action button to exit the current screen and returns the user to the previous screen.

The Customer Management Module is used to enter the details about customers. This information is used to prepare invoices and packing lists, as well as establish defaults to be used when new orders are created for a customer. A customer may have more than one bill-to address, if there are different divisions for the customer with different accounting departments. Sometimes customers may wish to have material drop-shipped to a third party and bill them. One customer bill-to address will be identified as the default address to be used in the creation of new orders. One customer ship-to address will be identified as the default address in new orders. Also, terms and conditions identified in these screens will be used as defaults for shipping, invoicing and accounting. The user has the opportunity to modify the default information at the time a new order is created.

Field & Definitons

Note:  this information is here for future implementation at this time.  It does not have any affect or functionality within Manex at this time. 

Information populated here would be the Customer's banking information

Fields & Definitions

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter Sales/Customer Information/Customer Information

The following screen will be displayed:

Depress the Add button. User must enter password.

 

The customer number assigned to the customer. If automatic, will be completed when the data is saved. If manual, must be entered.

Enter the Customer Name. 

The date the account was established (defaults to current date). 

Enter the account status (Active, Inactive, or Quote).  Active is the default.

Choose the Territory for the account from the pull down (Territories are established in System setup/Sales Territory).

Enter the phone number of the Customer. 

Enter the Fax Number of the Customer.

Enter the SIC code for the Customer. If used, must first be established in the System setup/SIC Codes setup. 

Enter the Sales Discount available to this customer as established in System setup/Sales Discount Type setup.

Contacts MUST be added for a customer within the Customer Contact module after the Customer has been created within the Customer Information.  When this screen is viewed for an existing customer, contacts entered in the Customer Contact Module will show for this customer. This field is NOT editable from this module. 

 

After completing the Customer information screen, the user may click on the  Bill To tab.

In this screen, the user defines the customer information for invoicing purposes.

The Customer Bill-To Directive buttons will now be active: 

	This button allows the user to define multiple Bill-To locations for the customer.
	This button allows the user to modify existing Bill-To information about a customer. If more than one Bill-To address exists for a customer, the address highlighted is the one that will be opened for editing.
	This button allows the user to delete an existing Bill-To record for a customer.
	This button allows the user to save the modified Bill-To information.
	This button will cancel any modifications made to the screen after the edit button has been pressed.
	This button is automatically checked for the first entry.  After that, the user may wish to enter other Bill-To locations, and identify one of those as the default Billing address. The Billing address with the default checked is the one that will automatically be placed in new orders. However, the user still has the opportunity to change the Billing address in the order by selecting another address.

Depress the Add directive button, located at the bottom of the screen and the following screen will appear:

 

Enter the name of the organization to which invoicing is to be sent. (It may be a different division, or a drop-ship situation.)

Enter the Customer Bill-To Address (may use two lines).

Enter the City, State and Zip Code for the Customer Bill-To Address.

Enter the Customer Country.

Enter the phone number at the Customer’s Bill-To Address.

Enter the fax number at the Customer’s Bill-To Address. 

The Contact Name at the Bill-To Address (if established in the Contact module).

Enter the e-mail address for the Bill-To Customer.

 

Depressing this button will open a screen for a Invoice Footnote to be added that will appear on all of the Invoices for that customer.

After completing the Bill-To information, depress the Save button at the bottom of the screen.

 

The user then may click on the Ship To tab.




In this screen, the user defines the customer information for shipping purposes. The Ship-To screen has additional tabs for more detailed information. The first screen is the Ship-To Address Information. The screen and fields are identical to the Bill-To screen, except that the information will be used for packing lists.

Pressing the ADD button located at the bottom of the screen will automatically fill the information from the Bill-To screen, if it has been completed. All data may be edited and saved, or new data may be added to the database.

 

 

Depressing this button will open a screen for a Packing List Footnote to be added that will appear on all of the Packing Lists for that customer.

Sales Orders/Customer Information

To Manually add US Tax (if not set up in Customer Information), enter line item and then in Pricing Screen click on Add Line and enter description of Sales Tax and Tax Amount manually. A Sales Type for the appropriate Tax G/L number should be setup in Accounting so that it can be selected when entering the Sales Tax manually.  The full amount of the Tax will be Invoiced upon shipment of the first item so using manual sales tax entries may not be useful for shipments with multiple shipments against the same line item.

Checking the Tax box in Sales Order Pricing will not calculate or add US Tax for a line item unless the Shipping Address for the particular Customer selected in the Sales Order Header has been set up. Shipping Address Tax Setup is done in the Tax and Shipping Mode screen under the Ship To tab under Customer Information Management.

If a particular Customer Ship To Address has more than one US Tax (such as a Sales, Use, Excise, etc. tax), then the taxes may be entered in System Setup individually and added individually to the appropriate Customer Ship To addresses.