Sales Order Entry window: Header Information

SalesCS > Sales > Order Entry Tasks menu > Sales Order Entry window > Sales Order Entry window: Header Information

There are many prompts that you can select to appear in the Header Information section of the Sales Order Entry window. They can be configured to have titles that you choose. Because of the multitude of options, they are all listed below alphabetically, based on their titles in the list from which you choose them on the Sales Set Up Sales Entry Layout window Header tab. The required fields are listed alphabetically first, since you will see those in the Sales Order Entry window. Use the SHIFT+F5 key combination to quickly move to this section without using the mouse.

Invoice Date

This is the date of the invoice. This is a required field and will default to the current system date.

Invoice / Quote / Hold / Work Order Number

This label changes depending on the transaction type selected. It is the number of the current invoice, and is based on the defaults set in the Sales Order Entry Preferences window.

If On-Line Invoice Numbering is selected, then Gen. on Save will appear, which indicates that the invoice number will be assigned at the time that the invoice is saved and cannot be changed.

If On-Line Invoice Numbering is not selected, then the number for the invoice will be established based on system preferences when the transaction begins, but it can be changed by the sales clerk.

Trans. No.

This is a number assigned by the system. It will increment by one for each transaction entered in the current batch.

Customer Req. Number

This is the order number or purchase order number the customer provides to you and is sometimes used to assist the customer in tracking this invoice for their business. This is an optional field.

Date Shipped

This is the date that the items in the transaction were shipped to the customer. This field is optional, but will default to the current system date.

Discount Code

This is an optional field, and will show the Discount Code that appears for the selected customer in the Discount field of the AR Customers window Credit/Collection tab. The entry in this field is combined with the entry in the Discount field of the IN Stock window Sales Info tab for each stock item purchased. The combination of the two codes is compared to the Discount Codes that have been created in the Sales module to arrive at a discounted price for the customer for each specific stock item.

Depending on how it is set up in the Sales Set Up Sales Entry Layout window, the clerk may be able to change this code at the time of the transaction.

OE UDF1 - (UDF Definition) and OE UDF2 - (UDF Definition)

These are the first and second Header Order Entry User-Defined Fields which are defined in the Sales Order Entry Preferences window on the OE User-Defined Fields tab. You can enter up to 50 characters.

OE UDF3 - (UDF Definition) and OE UDF4 - (UDF Definition)

These are the third and fourth Header Order Entry User-Defined Fields which are defined on the Sales Order Entry Preferences window on the OE User-Defined Fields tab. These fields are numeric and accept up to 11 digits to the left of the decimal and 4 digits to the right of the decimal.

OE UDF5 - (UDF Definition)

This is the fifth Header Order Entry User-Defined Field, which is a date field, and is defined in the Sales Order Entry Preferences window on the OE User-Defined Fields tab.

OE & POS UDF1 - (UDF Definition) and OE & POS UDF2 - (UDF Definition)

These are the first and second shared Header Order Entry and Point of Sale User-Defined Fields which are defined in the Sales Order Entry Preferences window on the OE & POS User-Defined Fields tab and/or in the Sales Point of Sale Preferences window on the OE & POS User-Defined Fields tab. You can enter up to 50 characters.

OE & POS UDF3 - (UDF Definition) and OE & POS UDF4 - (UDF Definition)

These are the third and fourth shared Header Order Entry and Point of Sale User-Defined Fields which are defined in the Sales Order Entry Preferences window on the OE & POS User-Defined Fields tab and/or in the Sales Point of Sale Preferences window on the OE & POS User-Defined Fields tab. These fields are numeric and accept up to 11 digits to the left of the decimal and 4 digits to the right of the decimal.

OE & POS UDF5 - (UDF Definition)

This is the fifth shared Header Order Entry and Point of Sale User-Defined Field, which is a date field, and is defined in the Sales Order Entry Preferences window on the OE & POS User-Defined Fields tab and/or in the Sales Point of Sale Preferences window on the OE & POS User-Defined Fields tab.

AR UDF1 through AR UDF10

These are the Accounts Receivable User-Defined fields that are set up in Accounts Receivable Module Preferences and defined in the AR Customers window.

Order Date

This is the date the order is being placed. This is an optional field and will default to the current system date.

Sales Department Code

This is the Sales Department Code associated with the entire transaction. It is an optional field. The default for this is determined by the Module Preferences settings. The Sales Department Code determines the Special Order General Ledger account that will be used, and can also determine the Inventory and Non-Inventory accounts, depending on your settings.

For example, you might have a Sales Department Code listed for the sale overall, and also a Sales Department Code listed for each individual detail line.

Salesperson Code

This is the Salesperson Code associated with the entire transaction. It is an optional field. The Salesperson Code can determine the types of activities that the salesperson can perform, such as voids and refunds, and the payment methods the salesperson can accept. If you have a Salesperson Code in the Salesperson box of the customer’s AR Customers window, it appears here by default.

You can have a Salesperson Code listed for the sale overall, and also a Salesperson Code listed for each individual detail line.

Ship Via Code

This is the shipping method for this transaction. It is an optional field. If you have a Ship Via Code in the Ship Via field of the customer’s AR Customers window, it will appear here by default.

Sales Tax Code

This is the Sales Tax Code that applies to the entire transaction. It is an optional field. If you have a default Tax Code defined in Module Preferences, it appears here. If you set up a default Tax Code for a customer in the AR Customers window, it overrides the Tax Code from Module Preferences.

If your stock item has an Inventory Code with a Default Tax Code, that Tax Code will override both the Tax Code defined in Module Preferences and the Tax Code defined for the customer.

If you enforce the use of AvaTax, the AVATAX Tax Code is used and you cannot edit it.

Terms Code

This is the Terms Code that applies to the transaction and is an optional field. If you have a code in the Terms field of the selected customer’s AR Customers window, it appears here by default.

Log Off Salesperson

Clicking this button will immediately log off the current salesperson and open a window that will require a salesperson to log in to the system to continue. If there is a transaction already in process when you click the button, the transaction will be cleared before the salesperson is logged off. If the transaction in process has not been saved, it will be lost and non-retrievable.