In this article, the various screens of the Acctivate Sales Order window will be briefly explained.
To access the Sales Order window:
New Sales Order
After opening the window, you can enter a new order by clicking “New”, or open a previous order using the order lookup (F4). For more information about how the Sales Order entry process flows in Acctivate, refer to our step by step Sales Order Entry Guide. Below is an example of what the Sales Order window looks like before looking up an existing order or creating a new one:
Order Numbers are generated automatically, although they can also be manually overwritten. To set up custom automatic order numbering, refer to our Document Numbering Guide.
The Detail Tab contains the most important information on a Sales Order. Here, users can clearly see customer address information (billing and shipping), contact information, and details for each product on the order. Users can update Order Status and Workflow status as the Sales Order is updated, as well as assign Lot and Serial numbers to applicable products. Below is an example of how information is laid out on this tab.
The Shipping Tab of the Sales Order window contains more detailed information related to shipping the order to the customer. Here, the Shipping address, Carrier details, and relevant dates (Requested, Promised, Not Before and Not After). Clicking the pin iconwill open your default web browser, displaying the Shipping address in Google Maps. The Show Address iconwill open a dialog box, allowing you to edit each line of the Shipping address. The Location Note field is non-editable on the Sales Order, but can be updated on the Ship To tab of the Customer window.
The Customer Tab contains relevant information about the customer that placed this Sales Order. This includes their Billing Address (including and functions similar to the Shipping Tab), Customer Type, Marketing Code, Tax Code, and any notes saved on the Misc tab of the Customer window. General customer credit information is also displayed here; in this example, ABC is over there credit limit, so a warning icon will appear next to the Customer tab. Users can override this limit by clicking Edit, then “Approve Credit”. If the credit has been approved, Acctivate will display the user name and time in which the credit hold was lifted.
The Invoices tab contains all invoices associated with the current Sales Order. You can View, Print and Void Invoices here, although invoices must be created first before appearing in this list.To learn how to invoice an order, refer to our Order Invoicing Guide.
The notes tab will contain any notes added on the order. If a follow up date is specified, the note will appear in the reminders tab of the Business Alerts window the day the follow up is due.
If any shipments exist for this order, relevant package information will be found on the Packages Tab. This includes shipment information entered on the Invoice screen, created in Acctivate’s Package Manager, or exported from a shipping workstation such as UPS WorldShip or Fedex Ship Manager.
The Email tab will contain all emails sent to the Customer from the Sales Order screen. To email a customer from the order, click the printer icon and select an option from the menu. Emails may also be dragged from Microsoft Outlook and dropped into this tab while the Sales Order is in Edit mode.
Sales Order Footer
At the bottom of each tab on the Sales Order window, users can enter a Comment, Special Instructions or Shipping Instructions relevant to the order.
- The Comment field is for general comments for the customer, the order or both. A new comment can be entered or selected from the drop down menu of user defined comments.
- The Special Instructions text box is for information that is kept confidential and will not be displayed on any invoice, order or customer-viewed document.
- The Shipping Instructions text box is for information that you want printed on the shipping documents
The Activities tab will contain and Business Activities you have added on this particular order. Please note to use this you must have the Business Activities Add On Module.
The Custom tab is for Custom fields set up for Sales Orders in Configuration Manager.