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Contents
Contents
Order Management Course...................................................................................................6
Before You Begin....................................................................................................................7
Audience.........................................................................................................................................................7
Prerequisites....................................................................................................................................................7
Environment Setup..........................................................................................................................................8
Workshop Constraints..............................................................................................................................8
Overview.................................................................................................................................9
Application Setup.................................................................................................................12
Daily Sales Order Processing................................................................................................14
Sales Orders...................................................................................................................................................15
Workshop - Create a Basic Sales Order...................................................................................................15
Create a Sales Order........................................................................................................................15
Add New Lines................................................................................................................................16
Preview the Sales Order...................................................................................................................16
Review Allocations Using Time Phase Inquiry....................................................................................16
Workshop - Copy the Sales Order...........................................................................................................17
Workshop - Enter Mark For Address Information.....................................................................................18
Sales Order Tracker.................................................................................................................................18
Sales Orders with Multiple Releases................................................................................................................19
Workshop - Create a Sales Order with Multiple Shipping Releases...........................................................22
Add a New Line...............................................................................................................................22
Enter Releases with Multiple Ship-To's.............................................................................................23
Create Orders from Quotes............................................................................................................................25
Quote to Order.......................................................................................................................................25
Workshop - Pull the Quote into a Sales Order..................................................................................26
Quote Line to Order................................................................................................................................26
Workshop - Create a Sales Order from a Quote with Quantity Breaks..............................................27
Customer Shipments......................................................................................................................................28
Workshop - Ship the Sales Order............................................................................................................28
Workshop - Ship the Mark For Sales Order Line.......................................................................................29
Workshop - Ship the Sales Order with Multiple Ship-To Releases ............................................................30
Sales Order Pick List................................................................................................................................31
Scheduled Shipments Report..................................................................................................................31
(Optional) Invoicing........................................................................................................................................32
(Optional) Workshop - Invoice the Sales Order........................................................................................32
Post the Invoice...............................................................................................................................33
Process Orders for Sales Kits...........................................................................................................................33
Workshop - Update Sales Kit..................................................................................................................36
Workshop - Create a Sales Order............................................................................................................37
Create a Sales Order........................................................................................................................37
Contents
Enter Lines.......................................................................................................................................38
Change Kit Components.................................................................................................................38
Ship the Sales Order........................................................................................................................39
(Optional) Invoice the Shipment.......................................................................................................39
Create Jobs from Orders................................................................................................................................40
Order Job Wizard....................................................................................................................................40
Workshop - Create a Sales Order and Job Using the Order Job Wizard.............................................41
Create a Sales Order.................................................................................................................41
Add a New Line........................................................................................................................41
Create a Job.............................................................................................................................42
Review the Sales Order.............................................................................................................42
Job Manager..........................................................................................................................................42
Workshop - Create a Sales Order and a Job Using the Job Manager.................................................43
Create a Sales Order.................................................................................................................43
Add a New Line........................................................................................................................43
Add a New Release..................................................................................................................44
Use the Job Manager to Create a Job.......................................................................................44
Get Manufacturing Details.......................................................................................................45
Engineer and Release the Job...................................................................................................45
Schedule the Job......................................................................................................................45
Sales Reports.................................................................................................................................................46
Contents
Price Lists................................................................................................................................................59
Workshop - Use Price Lists...............................................................................................................60
Create a Price List.....................................................................................................................60
Assign the Price List..................................................................................................................61
Enter a Sales Order...................................................................................................................61
Price List Inquiry......................................................................................................................................62
Additional Functions......................................................................................................................................63
Conclusion.............................................................................................................................66
Audience
Specific audiences will benefit from this course.
Shipping and Receiving
Sales Manager
Order Entry Staff
Customer Service Representative
Sales Engineer/Pre-Sales
Account Manager
Sales Representative
Prerequisites
To complete the workshops in this course, the necessary modules must be licensed and operating in your training
environment. For more information on the modules available, contact your Epicor Customer Account Manager
at EpicorCAM@epicor.com. It is also important you understand the prerequisite knowledge contained in other
valuable courses.
Navigation Course - This course introduces navigational aspects of the Epicor application's user interface.
Designed for a hands-on environment, general navigation principles and techniques available in two user
interface modes - Classic Menu and Modern Shell Menu. Workshops focus on each of these modes and
guide you through each navigational principle introduced.
Quote Management Course - This course uses three scenarios to cover the quoting process: make-to-stock,
make-to-order, and engineer-to-order.
Customers Course - This course introduces fundamental concepts pertaining to the creation of customer
records. This course also covers various maintenance programs necessary to define a customer in the Epicor
application.
Manufacturing Foundations Course - The Manufacturing Foundations course introduces you to the principal
building blocks in establishing a strong manufacturing environment. This course discusses the necessary
prerequisites involved with efficient production floor configuration.
Environment Setup
The environment setup steps and potential workshop constraints must be reviewed in order to successfully
complete the workshops in this course.
Your Epicor training environment, in which the Epicor demonstration database is found, enables you to experience
Epicor functionality in action but does not affect data in your live, production environment.
The following steps must be taken to successfully complete the workshops in this course.
1.
Verify the following or ask your system administrator to verify for you:
Your Epicor training icon (or web address if you are using Epicor Web Access) points to your
Epicor training environment with the Epicor demonstration database installed. Do not complete
the course workshops in your live, production environment.
Note It is recommended that multiple Epicor demonstration databases are installed. Contact
Support or Systems Consulting for billable assistance.
The Epicor demonstration database is at the same service pack and patch as the Epicor
application. Epicor's education team updates the Epicor demonstration database for each service pack
and patch. If your system administrator upgrades your Epicor application to a new service pack or patch,
he or she must also download the corresponding Epicor demonstration database from EPICweb > Support
> Epicor > Downloads and install it. If this is not performed, unexpected results can occur when completing
the course workshops.
Your system administrator restored (refreshed) the Epicor demonstration database prior to
starting this course. The Epicor demonstration database comes standard with parts, customers, sales
orders, and so on, already defined. If the Epicor demonstration database is shared with multiple users
(that is, the database is located on a server and users access the same data, much like your live, production
environment) and is not periodically refreshed, unexpected results can occur. For example, if a course
workshop requires you to ship a sales order that came standard in the Epicor demonstration database,
but a different user already completed this workshop and the Epicor demonstration database was not
restored (refreshed), then you will not be able to ship the sales order. Epicor's education team has written
the course workshops to minimize situations like this from occurring, but Epicor cannot prevent users
from manipulating the data in your installation of the Epicor demonstration database.
2.
Log in to the training environment using the credentials manager/manager. If you are logged in to your
training environment as a different user, from the Options menu, select Change User.
3.
From the Main menu, select the company Epicor Education (EPIC06).
4.
Workshop Constraints
Below is a list of workshops in this course that can be performed only once in each instance of a restored (refreshed)
database. Where applicable, a detailed explanation of the workshop constraints is documented in the workshop
itself.
Workshop - Set Up a Customer Cross Reference Part
Workshop - Update Sales Kit
Overview
Overview
The Order Management module virtually drives the Enterprise Resource Planning (ERP) system. From the time an
order is entered, its progress is tracked through final shipment while producing timely reports on demand. With
Order Management, orders and change orders are effectively managed online, reducing chance for error and
smoothing out the entire order-to-delivery process for maximum customer satisfaction.
There are many powerful tools and features available within the Order Management module:
Blanket Orders
Establish multiple releases (set up as either firm or not firm) for each sales order line and pull parts directly from
inventory or seamlessly integrate with Job Management to generate production orders.
Flexibility
Relate orders to jobs using one-to-one, many-to-one, one-to-many, and many-to-many production strategies.
Credit Checks
The ability to check whether a customer is on credit hold is available from the Opportunity/Quote Entry, Sales
Order Entry, and Shipment Entry.
Credit limits are established in the Accounts Receivable (AR) module, but the ability to present warnings or prevent
orders and/or shipments is embedded in the Order Management module.
Backorders
Orders automatically create backorders for lines shipped incomplete. Backorder flexibility enables customer-specific
backorder parameters for complete order lines or complete orders to be set.
Sales Commission
Manage sales commission calculations for both direct and indirect sales teams. Optionally allocate commission
percentage over multiple sales entities per order line.
This feature is available when the Accounts Receivable (AR) module is licensed.
Price Lists
Generate customer, product group, warehouse, and product-specific pricing hierarchies while matching the end
user currency with flexibility. For global enterprises that share and distribute pricing, company, site, and
warehouse-specific pricing, it offers further flexibility in pricing products.
Order-Based Discounts
Apply order-based discounts on an order value or product quantity basis. Optionally, override and lock pricing.
Miscellaneous Charges
Enter miscellaneous charges or credits on each order header or order line. These charges are printed on the order
and carried over to invoicing.
Overview
Order Tracker
As a single source for the activity about an order, use the Order Tracker to see a summarized view of the order
then drill down on selected items to see greater details (lines, releases, shipments, charges, bookings, audits, and
payment information). Based on technology used in the Dashboard, optionally use real-time data to link to other
parts of the system.
Order Job Wizard
Quickly generate appropriate jobs for new orders in a single step that enable the user to create, plan, schedule,
and release jobs against multiple lines and multiple releases.
Fulfillment Workbench
The Fulfillment Workbench allows material quantities for an order release to be either automatically or manually
reserved and can be accessed from Order Entry to process the entire order. This is beneficial when trying to satisfy
demand material quantities through jobs or stock in a sequence that matches allocation priorities assigned to
customers.
The Order Fulfillment sheet allows releases to be viewed and processed by order. It includes the ability to
select/deselect releases, override the reservation priority, display the fulfillment percentage and remaining
percentage, and roll up the weight and volume.
An ability to reserve, unreserve, select for picking, release for picking, and assign the pack out warehouse is
available from the action menu. Extended selection parameters enable flexibility when pulling in order releases
for processing.
This functionality was previously called Order Allocation and is only available when the Advanced Material
Management (AMM) module is licensed.
Project Management
Link sales orders, jobs, purchase orders (POs), field service calls, tasks, milestones, and budget information to
manage projects.
Tax Connect
There are various programs within the Order Management module that contain fields and commands applicable
to using Tax Connect functionality. Tax Connect eliminates the tedious, complex work of determining sales tax
jurisdictions of ship-to addresses, maintaining tax codes and rates, and dealing with jurisdiction-specific and
commodity-specific taxation rules. The Epicor Tax Connect service provides these capabilities for the United States
and Canada and uses hosted, on-demand address validation, sales tax calculation, and sales tax reporting and
returns generation. The service is powered by Avalara AvaTax, the leading on-demand sales tax management
service.
The application includes the ability to enable an interface to the AvaTax service. To leverage this functionality,
you need a license for the Avalara AvaTax service for access to this tax service's functions and features and a
license for Epicor Tax Connect to both prepare and automatically send your sales tax data to the AvaTax service.
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Overview
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Application Setup
Application Setup
There are several primary maintenance programs used during the order entry process. Some of these records
may already be established during the application implementation of other modules. In addition to the maintenance
programs, there are system-level configurations for Order Management that must be defined prior to using the
module.
This course covers pre-existing maintenance program data and does not walk through the setup of each
maintenance program used in the Order Management module. Other master files commonly used are not
necessarily required but are typically defined through the setup of other modules.
There are many additional code tables that can be used during the processing of orders through the application.
Navigate to the Order Management Setup folder to review the entire listing.
Company Configuration
The Order sheet in the Company Maintenance contains settings that directly impact the processing of orders
in the application. Once in the Company Maintenance, navigate to the Modules > Sales > Order sheet.
Customer Maintenance
Many of the settings defined in the Customer Maintenance are used as the default in the Order Entry. Bill-to
address, payment terms, ship via, salespersons, and contacts are just a few examples of information that defaults
into quotes (and orders) once the customer ID is selected.
Bill-to, Ship-to, and Alternate Bill-to
A customer record has a bill-to address and the potential for multiple ship-to addresses and alternate bill-to
customers. There are times when the Bill-To may not simply be a different billing address but is a different
customer/entity from the customer ordering/receiving the goods, for example, a leasing company or head office.
A valid customer created in Customer Maintenance can be defined as an alternate bill-to customer. An alternate
bill-to designated as the Default Bill To automatically defaults into the order header when the customer sold-to
code is entered. The default can be overridden on the order by selecting a different authorized bill-to customer.
If alternate bill-to's have not been set up for the customer, the billing information (bill-to) on the sold-to customer
is used. Credit is based on the bill-to customer selected for the order. For example, if the customer (sold-to) is
on credit hold but the alternate bill-to customer selected on the order has not exceeded their credit limit, the
order is not placed on credit hold.
When there is no ship-to address defined on a customer, the bill-to address information is used as the default in
the Ship-To Address section. When a Customer Maintenance record has a ship-to address defined as the Primary
Ship To then that address is used as the default for the shipping address on orders entered for the customer.
The ship-to address can be overridden at order entry time.
If the Invoice Address option is enabled, the address from the alternate customer is printed as the invoice
address. If the option is not enabled, the invoice is sent to the bill-to-address on the sold-to customer, but the
accounts receivable (AR) account for the alternate bill-to is updated by the posting. If alternate bill-to's have not
been set up for the customer, the billing information (bill-to) on the sold-to customer is used.
Setting up customers and bill-to's should be coordinated with the accounting/credit department within an
organization. For more information on setting up customers, review the Customer course.
Contacts
Contacts identify the people who are related to a customer you communicates with. Once a customer record is
created, contacts can be entered and associated with the customer using Customer maintenance.
Contacts flagged as the Primary Purchasing Contact are used as the default contact in order entry.
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Application Setup
Part Maintenance
The definition of the Part Maintenance is not a prerequisite to using the Order Management module; however,
it is an integral part of the application as a whole. An order may be created for a part that is not in Part
Maintenance; this is sometimes referred to as a part-on-the-fly. This enables order entry personnel to enter an
order for an item before it has been engineered or built.
Sales kits or phantom products are created in Part Maintenance and can be included on a sales order, but they
do not exist as a whole within the warehouse. These items can exist on a price list and display as a single line on
the sales order and the Sales Order Acknowledgment Report. The processing of a sales order for a kit provides
visibility to the component items, and flexible parameters are available to manage the kit and components.
Creating and processing an order with kit items is covered in more detail later in the course.
Typically, parts have already been established in the application when the Order Management module is
implemented. Therefore, the course does not cover the part creation.
Product Groups
Product groups are used to classify the different types of parts sold. The product group is then assigned to each
part in Part Maintenance. These classifications are used for general ledger (GL) and sales analysis purposes. In
addition, product group records can contain the GL account for a user's cost of sales.
When entering a sales order for a part that is not in Part Maintenance, a product group may be assigned to the
sales order line.
Miscellaneous Charges
Miscellaneous charges are additional costs like expedite fees and freight charges which can be included on sales
orders, quotes, and invoices. Once set up, the charges can be selected for use on the headers and detail lines of
these records.
These miscellaneous charges are not the same charges that are set up through the Purchasing module. Purchasing
miscellaneous charges are paid to suppliers. These miscellaneous charges are paid by customers. Use Miscellaneous
Charge/Credit Maintenance on the Purchasing Setup menu to create purchasing charges.
Sales Categories
Sales categories are used to group and organize records for reporting or analyzing purposes. Categories can
optionally have a department associated with them.
Some examples of sales categories could be International, Domestic, Wholesale, Retail, and Distributor. Sales
categories can be updated on the Sales Order Line Detail sheet or on a Customer Group record.
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Question
Purpose
Who?
What?
Where?
When?
How?
How Many?
Sales Orders
To create a sales order, use the Summary sheet of Sales Order Entry. This sheet contains all the fields that are
required on the order header and line detail. Many of the header fields automatically default in from Customer
Maintenance.
The Summary sheet can be used in three ways:
1.
Review a sales order's primary information as it gives the total amounts, important dates, order lines, and
other overview details.
2.
Enter quick orders. This sheet allows the creation of an order's header and order lines. If desired, you may
then create jobs, pull the part's manufacturing details into these jobs, release the jobs to the manufacturing
center and then schedule them.
3.
Create counter sales. A counter sale is a walk-in purchase that occurs over the counter. All on one sheet,
you can record the sale, print out the packing slip and then print out the invoice. The parts are then pulled
directly from inventory and handed over to the customer.
The first step in entering an order is to enter the order header information. The header defines who the order is
to be sold to and shipped to, what the payment terms are, and the specified ship via, among other things.
Once the sold-to customer is entered on the order header, details from this customer record default in from
Customer Maintenance.
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4. In the grid pane, in the Order column, search for and select the row for the sales order created in the
previous tasks.
5. Review the Required Qty column for your sales order.
The defined quantity of 10 displays. This is the required quantity for the part you specified to fill this sales
order.
6. Review the Balance column for your sales order.
This column displays the inventory balance as of the time you execute Time Phase. As long as the balance
is above zero and fulfills your order request, inventory for this part can be pulled and shipped to the customer.
7. Close the Part DSS-1010 Time Phase Inquiry window.
8. In the Line Number field, select line 2.
9. Use steps 3-7 as a guide to review the demand for the second line of your sales order.
10. Remain in Sales Order Entry.
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Customer Relationship Management > Quote Management > General Operations > Order Tracker
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be created for service contract lines. They display on various query windows and print on the sales acknowledgment
report, pick list, packing slip, and AR invoice.
Both the Order Comments and the Line Comments sheets have four sheets:
Sales Order: A comment entered here prints on the Sales Order Acknowledgment report.
Pick List/Job: Select this sheet to enter manufacturing comments. These comments are printed on the pick
list and become job comments for jobs linked to this sales order or order line.
Packing Slip: A comment entered here prints out on the packing slip.
Invoice: A comment entered here prints out on the accounts receivable (AR) invoice.
The general order comments print before order lines on report forms. Line comments, however, are printed
below each order line item. The comments may also be duplicated so that they display on the report forms.
Manifest Info Sheets
Use the Order Entry > Header > Manifest Info sheets to establish carrier options for the order or for international
shipments, to setup billing options for the order, or to enter freight information settings for FedEx Corporation
or United Parcel Service, Inc.
For the most part, the options on these sheets default into the customer and ship-to record for the first order
that is packed, but they can be changed later. This information is then sent to the manifest system where the
resulting Pack ID is freighted.
Tax Sheet
The Order Entry > Header > Tax sheet displays the taxes that are to be levied against this sales order. The Sales
Tax grid shows each tax locality's information, including the rate used and the amount of tax that is calculated.
If your company uses Epicor Tax Connect, this tax information is automatically calculated by the Avalara AvaTax
service. You can also use the Tax Connect option under the Actions menu to make sure that the address of the
customer works with the tax service, and to review the results of the automatic tax calculations.
Lines Sheet
The Order Entry > Lines sheets contains the information pertaining to what is being ordered, when it needs to
be delivered, and how many are required.
Detail and List Sheets
The Order Entry > Lines > Detail sheet contains the required line item information on a sales order line. In
addition to the part number, order quantity, and delivery date, there are many fields that provide more detail on
the order line.
The Order Entry > Lines > List sheet contains a grid view of the line items on the sales order.
Misc Charges Sheet
Use the Order Entry > Lines > Misc Charges sheet to add miscellaneous charges to the specific order line, but
not to the order as a whole.
If the Get Opportunity/Quote function is used to create order lines from quotes, miscellaneous charges entered
for the quote are automatically pulled into the order. This feature is discussed in greater detail later in the course.
Book Details Sheet
The Order Entry > Lines > Book Details sheet automatically documents the updates made to order lines. None
of the details on this sheet can be edited as they are only displayed for informational purposes.
Sales Order Entry recognizes four types of order line changes:
New: A new line was added to the sales order.
Chg: A price or quantity changed on the order line.
Del: The order line was deleted from the order.
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Void: The line was closed on the order, and it had an outstanding quantity that was not shipped.
For example, an order line needs a quantity of 50.00. On April 5, 2010, a quantity of 25 is added, for a total
quantity of 75.00. The book details reveal two chg transactions, where the first displays a negative 50.00 quantity,
and the second displays a positive 75.00 quantity. The date for the entries is 04/05/10, and the book detail line
includes the time this update took place.
Commissions Sheet
The Order Entry > Lines > Commissions sheet defines the specific commission rates calculated for each
salesperson on this order line. Each order line can have commission rates that are different from what is assigned
to each salesperson on the order header.
Before this feature can be used, the salespersons that can receive commissions on this order must be entered on
the Salespersons sheet. The selected salespersons displays on the Commissions sheet by default, along with their
commission percentages. This sheet allows you to make necessary changes to the default commission rates.
These changes only affect the current sales order line.
This sheet is only available if the Commissionable check box is selected on the Lines > Detail sheet.
Comments Sheet
Use the Order Entry > Lines > Comments sheet to enter line comments specific to an order line item. Line item
comments can optionally print on the sales order, pick list/job, packing slip, and invoice.
Line comments print below each order line item. The comments may also be duplicated so that they display on
the report forms.
Kits Detail Sheet
The Order Entry > Lines > Kits Detail sheet is used to view details for parts that are components of a kit. The
Epicor application automatically downloads details of kit components into the Kits Detail sheet after a kit is
selected on the Order Entry > Lines > Detail sheet, the Order Entry > Lines > List sheet, or the Order Entry >
Summary > Lines Detail sheet. You might be able to edit the details displayed on the Kits Detail sheet if the kit
is set up in the Part Maintenance record's Sales Kits sheet to allow component updates.
Releases Detail Sheet
Use the Order Entry > Releases > Detail sheet to create and edit multiple order releases for each order line.
An order release provides detailed shipping information about each order line. At least one order release must
be created for each order line. When creating an order line, its accompanying release is also automatically created.
The Lock Line Quantity check box on the Lines > Detail sheet keeps the line quantity constant, regardless of
the number of releases added. This field defaults from the option to Keep Line Quantity Constant set in Company
Maintenance.
Important If the Lock Line Quantity check box is selected and you close the Master Release (Release 1)
of a multiple release sales order line, remaining open releases for that line will automatically close. To avoid
this situation, always use the final shipment date for Release 1. You will receive a warning message if you
attempt to close Release 1 when the other releases have not already shipped. If you unintentionally close
Release 1, you must manually reopen the closed releases that have yet to ship.
Order release quantities can be filled in three ways - the quantities can be manufactured directly on a job, pulled
from inventory, or both.
Note
When a part in Part Maintenance is flagged as a non-stock item, the Make Direct check box automatically
is selected when an order is placed for the part.
If the quantity is filled through a job, select the Make Direct check box. However, this must only be used
as an exception. Parts must be set up as stock/non-stock so the order entry person rarely has to modify
this field. This concept is discussed in more detail in the Advanced Order Processes section of the course.
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2.
3.
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Quote to Order
The Get Opportunity/Quote functionality provides the ability to search for and select a quote from the database
to convert into a sales order. This function takes the entire quote and converts all the lines onto the sales order.
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Customer Shipments
Use Customer Shipment Entry to process shipments in the Epicor application. Once a sales order (SO) is entered,
the items are shipped to the customers. Shipments can be made from inventory or manufacturing if there is a
job linked to the sales order. In each case, the transaction is basically the same; however, the Epicor application
treats the costs of sales differently for items shipped from work in process (WIP).
Shipment from Stock
Sales orders for inventory items allow material shipments directly from stock.
Shipment from Work in Process (WIP)
Sales orders for items flagged as non-stock parts in Part Maintenance are manufactured and shipped directly
from the job (or WIP).
The Epicor application allows sales orders to be shipped from any job in the database; however, this is only
available when the Allow Shipment from any Job check box is selected in the Orders sheet in Company
Maintenance.
Use the Job button to search for and select a job from which to ship the materials. Enter a new line on the
packing slip to ship an item on an sales order that has a linked job. Select the line/release from the sales order
to ship; the linked job number defaults in automatically and displays in the From Manufacturing pane on the
Lines > Detail sheet.
Menu Path
Navigate to this program from the Main Menu:
> Customer Shipment Entry-Load Planning
Material Management > Shipping / Receiving > General Operations > Customer Shipment Entry
2.
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12. Navigate to the Summary sheet and select the Shipped check box.
In the Status field, the value changes to SHIPPED.
13. Click Save and record the Pack ID number ________.
14. Minimize Customer Shipment Entry.
12. Repeat steps 1-7 for the Master Release (Release 1).
Note that the Shipped Complete check box is not selected for Release 1.
13. Navigate to the Summary sheet.
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Important For more information on how to review the status of a report you print, preview, or generate,
refer to the System Monitor Overview topic in the Application Help.
The report includes parts that have been set up as kit components only if the kit is configured in Part Maintenance
- Sales Kits to allow components to ship separately.
Menu Path
Navigate to this program from the Main Menu:
Material Management > Shipping / Receiving > Reports > Scheduled Shipments
Sales Management > Order Management > Reports > Scheduled Shipments
For CRM users, the Main Menu appears as:
Customer Relationship Management > Order Management > Reports > Scheduled Shipments
(Optional) Invoicing
Customers are billed through AR Invoice Entry. In this program, you create invoices that are linked to sales
orders and update the general ledger (GL) information. Invoices can also be created as credit memos, which are
not linked to a sales order.
There are several different invoice types; however, for the purpose of this course, the focus is on the shipment
type of invoice. In this scenario, invoices are generated by the Get Shipments function found on the Actions
menu of the Invoice Entry. The invoices are linked to a customer's packing slips.
Invoices are organized by groups. An invoice group must be active before entering or changing invoice information.
Sometimes called batches, an invoice group contains invoices that occur during the same fiscal time period.
Menu Path
Navigate to this program from the Main Menu:
Financial Management > Accounts Receivable > General Operations > Invoice Entry
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Inventory
You identify items as kit items by selecting Sales Kit as the inventory type in Part Maintenance.
When you select a part as a kit item, you enable additional parameters to allow configuration on how the kit is
processed. The additional parameters are available from the Sales Kits sheet under the sites sheet in Part
Maintenance. The configuration options include:
The ability to change kit components during order entry.
A designation to ship the kit complete.
An option to backflush kit components.
An option to print kit components on customer documents.
The designation to print kit components on the packing slip.
A pricing method.
The option to allow these parameters to be changed on individual sales orders.
Marking a sales kit as Non-Stock signifies the part is not normally stocked and all requirements are satisfied by
jobs. If the requirement is from a sales order, that order is linked to a job that satisfies the demand. Marking a
sales kit as Stock indicates that all requirements are satisfied from inventory and creating allocations to pull the
sales kit on its need date. Requirements include any minimum, maximum, and/or safety stock levels, as well as
requirements from sales orders or other jobs.
Order Entry
Order Entry identifies when a part is a sales kit. The most recently approved revision of the sales kit's bill of
material (BOM) is exploded. Each kit component creates a sales order line and is associated to the originating
parent sales order line by the display sequence. For example, if Kit A, with two components, B and C, is entered
as line one on the sales order, Kit A would be line one, B would be line two, and C would be line three. The
related display sequence numbers would be 1.000, 1.001, and 1.002, respectively.
Price list quantity breaks do not apply to kit components. If the selling quantity is modified for a kit component
or kit parent, the price breaks are recalculated. When the selling quantity of a parent is updated, the price breaks
for all the components are recalculated. When an individual component is updated, only that component's price
break is recalculated.
The following flowchart provides an overview to processing a sales kit on a sales order.
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Depending on the pricing method selected, the price is taken from the sales price list for the kit parent item or
the rolled priced of the individual component sales prices.
Order Shipments
Based on the sales kit parameters selected in Part Maintenance, Customer Shipment Entry can backflush the
component items and require the kit to be shipped complete.
The following flowchart provides an overview to shipping a sales kit.
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Based on the configuration of the sales kit, the following actions take place in Customer Shipments:
If the kit is flagged as Ship Complete and the components are backflushed, the quantity of the kit parent
item being shipped is entered. The quantity for each of the kit components is calculated based on the parent
quantity and all of the kit children order detail lines are processed and added as shipped lines.
If the kit is flagged as Ship Complete but the components are not backflushed, the quantity of the kit parent
item is entered, the children lines are added, and the picking location entered. The quantities for the kit
components cannot be changed.
If the kit is NOT designated to be Shipped Complete, then the individual kit components can be selected as
shipment lines. The picking location and the quantity shipped can be entered.
Packslip and Invoice Printing
Packing slip and invoice printing can be configured to either print the individual kit items or just the kit parent
item.
For more information on sales kits, refer to the Sales Kitting course.
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1. In the Part field, search for and select SHLF-C100 and press Tab.
2. Navigate to the Part > Sites > Sales Kits sheet.
3. Select the Allow Component Update check box.
When you select this check box, users are able to update kit components when entering a kit order line.
4. Click Save.
5. Exit Part Maintenance.
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Enter Lines
1. Navigate to the Lines > Detail sheet.
2. From the New menu, select New Line.
3. In the Part/Rev field, enter SHLF-C100.
4. In the Order Quantity field, enter 10.
5. In the Tax Category field, verify Products defaults.
6. Click Save.
7. From the Unit Price field, record the unit price ___________.
7. Click Save.
8. Navigate to the Lines > Detail sheet and review the information for the SHLF-C100 kit.
The price is based on the updated components list.
9. Exit Sales Order Entry.
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Workshop - Create a Sales Order and Job Using the Order Job Wizard
In this workshop, create a sales order, enter release lines, and create a job using Order Job Wizard.
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Create a Job
1. From the Actions menu, select Order Job Wizard.
The Order Job Wizard - XXXX (where XXXX is your sales order) displays.
2. In the Order Lines grid, highlight the row for part DCD-100-SP.
3. Select the following check boxes:
Create Job
Get Details
Schedule Job
Release Job
This gets the methods as well as schedules and releases the job for production.
4. Click the Create Jobs button.
5. If the Part Validation message displays, click Yes to continue.
In the Jobs pane, in the Jobs grid, the new row for the job displays at the bottom.
6. Record the job number _________________.
7. Click Save and exit Order Job Wizard.
Job Manager
Use the Job Manager to review, create, and update the supply and demand for a selected part.
The Job Manager allows you to review links that explain the source of a demand or supply for the selected part.
The Supply/Demand grid displays the source for each pending job, including order release, job assembly,
or job material.
The Demand/Supply grid displays the quantity requirements for the current part, along with the source for
each requirement. The source defines the link within the database for the supply or demand entry.
You can change the supply and demand links, create a job to satisfy demand, or pull the demand quantity from
stock. You can also completely remove the supply and demand links.
Job Manager tasks include the following:
Determine if demand can be met by pulling from stock.
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Workshop - Create a Sales Order and a Job Using the Job Manager
In this workshop, create a sales order and use the Job Manager to create a linked job. The sales order line is for
a new part that is not in Part Maintenance. Once a job is created for the item, method details from a similar item
in Part Maintenance are pulled into the sales order.
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9. Click Save.
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Sales Reports
This section describes the reports available in the Epicor application that are not covered in other sections of this
course.
Sales Order Backlog
Menu Path: Sales Management > Order Management > Reports > Sales Order Backlog
Tip The CRM menu path is: Customer Relationship Management > Order Management > Reports > Sales
Order Backlog
The Sales Order Backlog report prints either the dollar value or the quantities of outstanding order releases.
Use the filters and the report options to define the orders to display on the report.
There are five filters available:
Customers
Customer Groups
Parts
Product Groups
Regions
Sort options include:
Customer Name/Date
Customer Name/Part
Customer Group/Name
Part Number/Date
Product Group/Part
Sales Region/Name
Sales Analysis Report
Menu Path: Financial Management > Accounts Receivable > Reports > Sales Analysis
The Sales Analysis report displays the sales that occurred during a specific date range. This report prints out
the details on each invoice line including the part number, part revision, invoice date, invoice number, shipped
quantity, unit price, and extended price.
There are three different use methods available at runtime. Select List Price, Unit Price, or Net Price to be used
to calculate the final sales amounts. The different use methods define how order-based pricing and discounts
are calculated with the final prices.
Overpayments are not included on the report.
Sales Gross Margin
Menu Path: Financial Management > Accounts Receivable > Reports > Sales Gross Margin
The Sales Gross Margin report prints cost of sales (COS) and work in process (WIP) information for the invoices
created during the selected date range.
The costs are pulled from either the Part master file or job transactions. The costs for parts shipped from stock
are taken from the Part master file. The report displays the current costs for the parts at the time the shipment
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was created. The costs for parts shipped from jobs are taken from labor, burden, material, subcontract, and
material burden costs posted against each job.
Note that the COS and work in process (WIP) activity is automatically captured before this report is generated.
Because of this, it can take some time to process this report. For more information on what occurs during this
process, refer to the Capture COS and WIP topics in the Application Help.
WIP is an accounting term for incomplete work on the production line. The costs associated with WIP are a
company's direct materials inventory, work still on the production line, and finished work ready for sale.
Note Only the amounts from shipment invoices are calculated and displayed on this report.
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Counter Sales
The Counter Sales feature allows you to complete walk-in purchases that occur over the counter. On a counter
sales order, the sale is recorded, the packing slip is printed, and the invoice is generated. The parts are then pulled
directly from inventory.
A job may not be created for a counter sale. If you need to create jobs for the sales order, use the Quick Order
functionality. You can also create sales orders using the Summary sheet.
General Parameters
To ensure the counter sales transaction is handled properly, there are several general parameters to the Counter
Sales. Since the customer is walking out with the parts, the lines on the sales order are automatically marked as
Shipped Complete. Only one release is allowed per order line. The part must have a record within the Part
master file. The customer must also have a record in Customer Maintenance. Cash or a credit card may not be
applied directly in order to pay the invoice. A miscellaneous invoice can be created, however, with a miscellaneous
charge that references a Visa or Cash Clearing account for reconciliation. A miscellaneous charge can also be
used for credit card sales.
It is possible to create a negative miscellaneous charge for the total order amount. For reference, the credit card
authorization should be referenced. This creates a zero balance invoice against which a cash or Visa payment
would not need to be applied.
Sales Order Defaults
When a new counter sales order is created, the Epicor application automatically defaults the Order, Need, and
Ship By date fields to the current date. Once the part is selected, the program also defaults in the bin location.
If parts are serial or lot tracked, however, the program prompts for the serial numbers or lot numbers.
Warning Messages
If the new counter sale causes the quantity on-hand to go negative, a warning message displays when sale
completion is attempted.
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Company Maintenance
To set up the Counter Sales feature, parameters on the Order sheet in Company Maintenance must first be
defined. Because the customer takes the parts directly out of inventory, it is necessary to set up a default Ship
Via-like Customer Pick Up (PU) that handles the transaction. An AR invoice group prefix must also be established;
this causes the counter sales invoices to be grouped together in an area separate from other shipments.
Packing Slip
Select the Packing Slip check box to indicate that you would like to print a packing slip for the sale.
Invoice
The Invoice check box is used to invoice the parts at once. The customer billing days routine and packing slip
logic normally followed on typical sales orders is ignored. The invoice is placed within an accounts receivable (AR)
group that posts these invoices during the next posting cycle. These invoices have a special prefix that is set up
within the Company Maintenance's sales orders.
Process Counter Sales Button
Once the sales order is entered and the customer is ready to leave with the materials, click the Counter Sales
button to initiate the inventory transactions.
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12. Exit the Print Invoice: XXXXX (where XXXXX is your invoice number) window.
13. Exit Sales Order Entry.
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Review the Cumulative Lead Times for the Assembly Part and Subassemblies
In this workshop, review the cumulate lead times calculated for the parent assembly part you duplicated from
PAA-200-ML, and for its material parts CA10 and CA20. Part CA10 contains manufactured subassembly CM10,
while part CA20 contains purchased part CM14.
1. Navigate to the Part > Detail sheet.
2. In the Part field, enter CA10 and press Tab.
3. Navigate to the Part > Sites > Planning sheet.
4. In the Manufacturing Lead Time pane, in the Cumulative Time field, review the following:
Field
Data
Cumulative Time
90
This value results from the Manufacturing Lead Time Calculation process run for the PAA-200-ML part. For
CA10, the cumulative lead time of 98 days is calculated as the sum of the lead time for subassembly CA20
(90 days manufacturing lead time) plus the lead time at this level of the assembly for CA10 (8 days of actual
manufacturing lead time).
5. Navigate to the Part > Detail sheet.
6. In the Part field, enter CA12 and press Tab.
7. Navigate to the Part > Sites > Planning sheet.
8. In the Manufacturing Lead Time pane, in the Cumulative Time field, review the following:
Field
Data
Cumulative Time
21
For CA12, the cumulative lead time of 28 days is calculated as the sum of the lead time for purchased part
CM14 (14 days lead time) plus the lead time at this level of the assembly (2 days of actual manufacturing
lead time).
9. Navigate to the Part > Detail sheet.
10. In the Part field, enter XXX-PAA (where XXX are your initials) and press Tab.
11. Navigate to the Part > Sites > Planning sheet.
12. In the Manufacturing Lead Time pane, in the Cumulative Time field, review the following:
Field
Data
Cumulative Time
60
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This value results from the Manufacturing Lead Time Calculation process run for the part PAA-200-ML (this
is the part from which you duplicated your parent assembly). The Epicor application always takes the highest
lead time into consideration when calculating manufacturing lead time for the parent part. In the example
above, the parent part XXX-PAA (where XXX are your initials) has a cumulative lead time of 61 days. It does
this by adding the cumulative lead time of 60 days for part CA10 plus the lead time at this level of the
assembly (1 day of actual manufacturing lead time).
13. Exit Part Maintenance.
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Price Lists
Use Price List Maintenance to assign a specific price or discount to a part or product group. The Price List
Maintenance can be defined as part of the Quote Management module or Order Management module. However,
once a price list is created, the pricing defaults are used in both Opportunity/Quote Entry and Sales Order
Entry.
Once created, a price list must be assigned either to a specific customer (in Customer Maintenance) or a customer
group which is then assigned to a customer; it defaults into quotes or sales orders for that customer based upon
the parts on the lines. Price lists require that a start date is defined; however, there is no required end date for
the effectivity of the pricing.
In order for discounts to automatically apply on a sales order, select the Apply Order Based Discounts
Automatically check box on the Summary sheet in Sales Order Entry. This value defaults from the setting in
Company Maintenance for the Sales Management module.
If this check box is not selected on the sales order, there is an option available from the Actions menu to apply
order-based discounts automatically. For a price list pricing to default into sales orders or quotes, the price list
must be assigned to a customer (bill-to or ship-to) or customer group.
Export and Import Price Lists
Price lists can be exported to an external file and imported back into the Epicor application using the Price List
Import and Export tools from the Actions menu.
The export feature allows exporting a given price list and save the file on a local machine. The file can be saved
as a .txt file or a .csv file. This allows exporting price lists, manipulate the prices using other tools (Microsoft
Excel, for example) and then import them back into the Epicor application.
Price List Overrides
Price lists can be overridden on the detail line window. By selecting the Override Price List check box, the Epicor
application allows the selection of a different price list from a drop-down field. This allows selecting from the
different price options available for the part.
Locking Prices
The Price Lock feature in Sales Order Entry allows freezing the original price the Epicor application calculated,
making sure the price is used on the entire sales order.
When selected, the Price Locked icon displays indicating that automatic pricing is disabled for this order line. This
prevents the Epicor application from changing the price of the order line.
If this order line was pulled from a quote line, the Lock Unit Price check box is automatically selected. This is
because quantity and value discounts are already applied to the price.
This feature may be used for orders filled during separate fiscal periods. If the price list expires between periods,
this feature allows honoring the discounts originally set up for this customer. This feature also allows overriding
the price. They can enter whatever price is needed, and the Epicor application does not automatically change
the price. A value-based discount, however, can still be applied to the locked price.
For example, in a sales order, the order line's base price is $400. You can manually override the line's price to
$375. If they change any field on this line, however, the application automatically returns the original price of
$400. To prevent this original price from returning, select the Lock Unit Price check box. The price stays at $375.
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Data
Price List
Description
Start Date
Today's date
End Date
Currency
Data
Group
UOM
EA
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5. From the New menu, select New Product Group Quantity Break.
The Product Group > Discounts sheet displays.
6. Enter the following information:
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Field
Data 1
Data 2
Quantity Break
200
500
Discount Type
Discount %
Discount %
Discount Pct
10
15
Note In the last field of the Product Group Discounts grid, press Tab to add a new row with the
second set of data.
Data
Customer
DALTON
PO
Any number
Need By
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Field
Data
Ship By
3. Click Save.
4. Verify the Apply Order Based Discounts Automatically check box is selected.
5. Navigate to the Lines > Detail sheet.
6. From the New menu, select New Line.
7. Enter the following information:
Field
Data
Part/Rev
DSS-1010
Order Quantity
100
Tax Category
Products
8. Click Save.
The unit price is 20.00. The order value exceeds 1000 and the Total Price reflects the 12% Order Based
Value Discount. This, in addition to the 2% discount from the Header sheet, results in a total discount of
14% and Unit Price.
9. In the Order Quantity field, enter 200.
10. Click Save.
The unit price changes for 18.00 that reflects 10% discount due to product group quantity break for 200
EA.
11. Exit Sales Order Entry.
Menu Path
Navigate to this program from the Main Menu:
Sales Management > Customer Relationship Management > General Operations > Price List Inquiry
Sales Management > Order Management > General Operations > Price List Inquiry
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Additional Functions
Many additional features and tools are available in Sales Order Entry.
Miscellaneous Charges
Miscellaneous charges are additional costs, such as expedite fees and freight charges, that can be included on
sales orders, quotes, and invoices. Once set up, charges can be added on these records. The charges can be
specific to the line or quantity and can be applied to all shipments, the first shipment, or the last shipment.
If the Get Opportunity/Quote function was used to create order lines from quotes, miscellaneous charges entered
for the quote are automatically pulled into the order.
Miscellaneous charges are created and defined in the Miscellaneous Charges Maintenance located in the Order
Management Setup folder on the Main menu.
Header Miscellaneous Charge
Charges added to the entire order are added to the header and are called Order Miscellaneous Charges. From
the New menu, select the New Header Misc Charge option. In the Order Miscellaneous Charges sheet, enter
the charge ID, description, amount, and frequency.
Line Miscellaneous Charge
Charges added to the Line Miscellaneous Charges sheet only apply to the specific order line. From the New
menu, select New Line Misc Charge. On the Line Miscellaneous Charges sheet, enter the charge ID, description,
amount, and frequency in the Line Specific Miscellaneous Charges region.
Credit Card Authorization
During sales order processing, a credit card can be used to pay a portion of an order or the entire order. Ideally,
a customer can provide the credit card information at the time an order is initiated. While the order is being
entered, authorization can be performed on the credit card ensuring the information is valid and the customer
has an available credit limit in the account to cover the amount of the sales order.
There are other steps within the sales order process where credit card authorization may be needed for individual
business practices. The following flowchart includes the numerous areas where credit card authorization is
available.
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If a deposit is required, the credit card information can be used to process the deposit for the order. A deposit
invoice and cash receipt is created for the order deposit, and the funds are captured from the customer credit
card account. For the remainder of the order value, the funds are captured from the customer's credit card
account as the product is shipped.
It is possible a significant amount of time transpired since the order was taken and the original authorization
could have expired. There are two options to deal with this situation. The Epicor application can be configured
to re-authorize the credit card before the order is picked, or the credit card could be re-authorized from the sales
order form before picking and shipping.
It is likely an entire order may not be shipped at the same time. The Credit Card Authorization can be configured
to re-authorize the remaining balance of the order. When the remainder of the order is shipped, the funds are
available to be captured from the credit card account of the customer.
When the product is shipped, the funds to cover the amount being shipped are captured from the customer's
account using a Deposit or Sale transaction.
Credit cards can also be processed as part of the cash receipt to be applied to invoices.
Close and Reopen Orders, Lines, and Releases
Close Orders, Lines, and Releases
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When a sales order is partly or completely closed, transactions made against the selected item's quantity and
amount are no longer allowed. Normally, the Sales Order Entry closes items on a sales order automatically. If
an order, line, or release needs to be manually closed, use the functionality found on the Actions menu in
the Order, Order Line, or Order Release sub-menus.
Closing a sales order, line, or release freezes the transactions for the order and frees open inventory allocations.
Reopen Orders, Lines, and Releases
If changes need to be made to a closed sales order, it can be manually reopened. Use the reopen functionality
found on the Order or Order Line sub menu to reopen an order, order line, or order release.
Reopening a closed order only changes the sales orders status, allowing manual changes to the order header's
information. It does not adjust inventory or make other automatic changes to the sales order. If the order
lines and releases need editing, these must also be manually reopened.
Remove PO Link
Sales orders can be created through an inter-company purchase order (PO). When a sales order is created in this
way, it is linked to the original PO. As changes are made to the sales order, these changes are also made to the
linked PO within the external companys database. If it is necessary to cut this order's link to the PO, use the
Remove PO Link command found under the Actions menu. Once the link is removed, changes made to the sales
order no longer update the original PO.
Note This feature is only available when the Multi Site Management module is licensed.
Tax Connect
If your company uses the Tax Connect functionality to automatically generate tax amounts on sales orders, you
can activate this functionality on specific sales orders. When the release quantities, discounts, and other information
on the sales order is reasonably complete, you select the Ready to Process check box. This check box is available
on either the Summary or the Header sheets within Sales Order Entry. Selecting this check box causes the Epicor
application to run a number of processes against the sales order and then send the tax amounts out to the
Avalara AvaTax website.
Be aware you should only select this check box if you are reasonably sure the sales order is complete. Each time
you save a sales order designated as ready to process, the TaxConnect processes run and the resulting calculated
amounts are automatically sent to the Avalara AvaTax website.
You typically will have better order entry performance when the Ready to Process check box is clear, as this
prevents the additional processing and Internet data transfer from placing demands against your network
resources.
The following describes what calculations are run when this check box is selected and the sales order is saved:
If the record contains updated sales tax amounts, the entire order is recalculated line by line. When the
calculations finish processing a line, the program automatically launches TaxConnect, uploading the sales tax
amount due on this line to the Avalara AvaTax website.
If the record is a transfer sales order, selecting this check box causes data from the sales order header record
to be recalculated and recorded.
The Restrictions on Hazardous Substances (RoHS) compliance process is initiated. The process moves through
the sales order releases to check for RoHS compliance.
The general ledger book updates with the recalculated amounts on the sales order.
Tip This check box can be automatically selected by default through the Company Configuration
program. You define this option on the Orders Configuration sheet. To learn how to do this, review the
Company Configuration>Orders Configuration topic within the application help. For an overview of the
Tax Connect functionality, review the Epicor Tax Connect topic within the application help.
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Conclusion
Conclusion
Congratulations! You have completed the Order Management course.
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