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Sales Rules

This screen allows you to maintain Sales Rules.  Sales Rules allow you to define what rules, within the Sales Order area, you wish to apply.  The following rule settings are available

 

Entry and Display fields

 

Show Add-On Sales Message: ‘Check’ this checkbox if you would like the Sales Order Lines entry panel to show when an Item has ‘Add-On’ Sales associated with it.

 

Show Stock Warning Message: ‘Check’ this checkbox if you would like the Sales Order Lines entry panel to show when an Item has insufficient stock to satisfy the line being created.

 

Default Payment Method: From the drop-down list select the default payment method.  Payment Methods are user-defined in File>Financial Configuration>Payment Methods

 

Default Payment Account: From the drop-down list select the default payment account.  Payment Accounts are user-defined in File>Financial Configuration>Payment Accounts

 

Manually Close Sales: If this is ‘checked’ then all Sales Orders must be closed (I.e. Have their status amended to ‘Closed’) manually.  If this is not ‘checked’ then the program will evaluate when all the lines in a Sales Order have been delivered and automatically amend the order status to ‘Closed’.

 

Invoice Payment Notes: Data entered here will appear at the bottom of the Invoice Print.  For example, this can contain such information as “Our Bank Account details are: 01-012345-56669-00”

 

Quote Expiry Days: Enter the number of days that a Quotation will remain valid.  When creating a Sales Quote this number of days will be added to the Quote Creation date to arrive at a Quote Expiry date.

 

Default Sales Type: From the drop-down list select the Sales Type that will prefill the Sale Type field in the Order creation screen.  Sales Types are maintained via Sales>Settings>Sales Types.

 

Default BCC Email: On the 'Outputs' tab in each Customer record you can enter a BCC email address for both Invoices and Statements.  This is useful, for example,  if you want a copy of all emailed Invoices and Statements to be returned to yourself.  The email address entered here will prefill the BCC address whenever you are creating  a Customer record.  It can, of course be amended within that record.

 

New Order Start Tab: From the drop-down list select the preferred tab that will appear when creating a Sales Order.  The options are:

 

Detail: shows the Customer information for confirmation and amendment

Lines: Goes straight to Order Line entry .  You can still click on the Detail tab if you wish to amend the Customer and Order Header information

 

Required Date Lead Time: Whenever a new order is created the ‘Required Date’ shown on the order creation screen will be calculated from the System Date plus this Leadtime.  Of course the date can be amended during Order creation if required.

 

Default Order Line Type: From the drop-down list select the Sales Order Line Type that will be used as the default to prefill the Sales Order Line entry screen.   The options available are:

 

Default Invoice Line Type: From the drop-down list select the Sales Invoice Line Type that will be used as the default to prefill the Sales Invoice Line entry screen.   The options available are:

 

Direct Invoice Numbering: From the drop-down list select the Invoice Numbering option you will use when creating Invoices via the ‘Direct Invoice’ screen.  The options available are:

 

Default Quote Header Notes: From the drop-down list select the name of the ‘Frequently Used Text’ whose Text/Phrase will prefill a Sales Quote Header.  You can amend the Text/Phase in the Sales Quote Header, if required, and make the text specific to that Order.  You can maintain Frequently Used Text by going into General>Frequently Used Text

 

Default Quote Footer Notes: From the drop-down list select the name of the ‘Frequently Used Text’ whose Text/Phrase will prefill a Sales Quote Footer.  You can amend the Text/Phase in the Sales Quote Footer, if required, and make the text specific to that Order.  You can maintain Frequently Used Text by going into General>Frequently Used Text

 

Default Quote Style: From the drop-down list select Quote Style that will be used as the default.  The options are:

Formal: Standard style quote showing Sales Order Lines

Letter: Letter Style showing descriptive narrative and single Quoted Price

User: Populated with the ‘Formal’ style fields for you to amend as required

You can amend the Default Quote Style in the Sales Quote Header and make it specific to that Order.

 

Default Quote Print Lines: From the drop-down list select the Default Print Line format.  Two options are available from the drop-down list:

Print Detail Lines: All the Lines in the Quotation will be printed

Print Single Line: The text in the next field will be printed

You can amend the Default Quote Print Lines in the Sales Quote Header and make it specific to that Order.

 

Default Quote Line Description: Enter a short description that will become the default description when creating a Quote against a Sales Order.  You can amend the Default Quote Line Description in the Sales Quote and make it specific to that Order.

 

Order Speed Entry: If this is 'checked' then, on the Sales Order Lines and Direct Invoicing Lines screens, a new entry is available under the ‘Related’ button called ‘Set Speed Order Entry'.  This will show all the fields that are in the lower part of the Order Line screen.  You can ‘check’ those fields that you want to enter data into.  When entering a line the cursor will go to the selected field(s) when the ‘Enter’ key is pressed.  NOTE: In the Speed Entry Screen you can also define the ‘tab order’ by dragging the field and moving it further up or down the list.

 

Allow Printing for Planned Status: If this is 'checked' then the Order Acknowledgement can be printed when the Order status is 'Planned'.  If it is not 'checked' then you must change the Order Status away from 'Planned' before printing is allowed.

 

Allow Auto Pick for Counter Orders: If this is ‘checked’ then an extra button will appear on the ‘Batch Entry’ bar in the Sales Order ‘Lines’ panel for a ‘Counter’ Sale order.  If this is clicked then all outstanding issues for all lines are automatically picked from their default location.  You should note, however, that if any line has variants (Colour, Size, etc), or is ‘Source on Demand’ and Purchased then a message will be returned informing you that these have not been picked.

 

Allow Invoice Creation from Auto Pick: If this is ‘checked’ then the Auto pick screen will also contain a button to facilitate immediate generation of an Invoice for the Picked lines

 

Applying Payments Date:  Select the date that will be applied to the Payment Journal generated from the payment transaction.  The options are:

 

Optional Credit Blocking: By default Ostendo will allow you to complete the current Order  but place the order ‘On Hold’ when the Credit Limit has been exceeded.  You are then NOT allowed to create additional Orders.   If this flag is set then you can create additional Orders and they will also be placed ‘On Hold’.  The status of ‘On Hold’ will prevent picking or delivery

 

Statement Un-Applied Payments:  This amends the way in which the unapplied payments are displayed on the Customer Statement.  The options are:

Apply to Balances: The Unapplied payment will be included in the aging

Show Un-applied: The Unapplied payment amount will be printed but will not be taken into account in the aging

 

Delivery Quantity Based on: When generating a Delivery for a Delivery Style order you can define the method to be used to prefill the Pick Quantities.  The options are:

Remaining Qty: The quantity yet to be delivered against this Order

Freestock Qty: The quantity to be delivered or the available free-stock quantity whichever is the lower quantity

Freestock By W/H: The quantity to be delivered or the available free-stock quantity  related to demands on the Delivery Warehouse whichever is the lower quantity

 

Default Delivery Shipping Activity Status:  The Delivery Activity Tracking panel in the Sales Delivery screen contains a tracking step of ‘Shipping’.  This step is automatically changed when the ‘Update Delivery status to Shipped’ button in the same screen is selected.  You can define the Default Tracking status here.  The options are:

Delivered

Ready to Invoice

 

Delivery Shipping Action: From the drop-down list select the action you would like to happen in the Sales Delivery screen when the current Delivery Document‘s status is changed to ‘Shipped’.  The options are:

No Action:  Simply amend the status to Shipped

Create Next Delivery: A window will appear asking if the User wishes to create a new Delivery.  If confirmed then a new Delivery will automatically be generated

 

Delivery Line Entry Mode: This defines the way in which the 'Delivery' Order Pick process is carried out.  The available options in the drop-down list are

Standard:  Manual entry of lines using mouse and keyboard

Scanning: If this option is selected then the barcode function is available which, when scanned will cause the cursor to go to the quantity field for entry of a picked quantity

Single Scan: If this option is selected then the barcode function is available which, when scanned, will assume a pick quantity of 1 and the cursor will immediately go to the next line in preparation for entry of the next picked line

 

Use Order Number as Invoice Number for One Step: If this is 'checked' then - if the Order Type used when creating an Order has an Invoicing Style of 'One Step' (with or without backorders) then the generated Invoice will use the Sales Order Number as the primary Number followed by a suffix.  The Suffix denotes a sequential Number and covers backorder Invoices and Credits from the Sales order

 

Auto Pick Expiry Items: If this is 'checked' then if you choose 'Auto Pick' option to pick the Sales Lines any line that is Expiry Date controlled will be picked in Expiry Date sequence taking the oldest first.

 

Default Banking Method: From the drop-down list select the Default method by which the Payment will be banked.  The options are:

Directly to Account: Posting will occur upon update in this screen

Using Bank Deposit: Posting will occur when banked through the Bank Deposit routine

This method will prefill the Payment and Deposit screens where it can be amended if required

 

Deposit Deletion Date: From the drop-down list select the Date type to be used when you delete a Customer Deposit that has been previously posted.  The options are:

Actual Date: Use the current system date in the reversing Journal

Deposit Date: Use the original Deposit date

Determined by Cutoff: Use the original Deposit date OR the Financial Cutoff Date (as entered in File>Financial Configuration Cutoff Dates) whichever is the later date to be the date of the reversing Journals

 

Payment Deletion Date: From the drop-down list select the Date type to be used when you delete a Customer Payment that has been previously posted.  The options are:

Actual Date: Use the current system date in the reversing Journal

Payment Date: Use the original Payment date

Determined by Cutoff: Use the original Payment date OR the Financial Cutoff Date (as entered in File>Financial Configuration Cutoff Dates) whichever is the later date to be the date of the reversing Journals

 

Round Invoice Header Tax for all: If this is 'checked' then Ostendo will evaluate Tax at Invoice Header level rather than at Line level.  To describe why this is necessary here is an example:

 

Ostendo, like many Operational and Accounting software packages, calculate Tax at Line Level.  Let us assume Tax at 10% for the following two lines in an Invoice

 

Line 1 Price = $10.47

Line 2 Price = $24.87

 

If the Tax was calculated at Line level then the total Tax would be

 

Line 1 Price = $10.47 Tax = 1.047 (rounded to 1.05)

Line 2 Price = $24.87 Tax = 2.487 (rounded to 2.49)

                                      

Therefore Total Tax = $3.54

 

Some Accounting packages, on the other hand, calculate Tax at Invoice header level.  Using the above two Invoice lines this method would produce the  following Tax

 

Line 1 Price = $10.47

Line 2 Price = $24.87

 

Total Line Price = $35.34 Tax = 3.534 (rounded to 3.54)

                                      

Therefore Total Tax = $3.53

 

You should therefore determine how the associated Accounting package evaluates Tax and set this checkbox accordingly.  If you wish to set this at Customer level rather than 'across the board' then 'uncheck' this checkbox and go to the Customer Master record and set it against the specific Customer

 

One Step Invoice Date: This defines the default date to be used for picking and Invoicing for Sales Orders whose Invoice Style is either 'One-Step Invoice' or 'One-Step Invoice with Backorder.   Select from the drop-down list.  The options are:

 

System Date: The System Date will be used for Stock issues and the Invoice print/post date

Specified Date: The user can select a specific date when processing the Sales Order.  The selected Date will be used for Stock issues and the Invoice print/post date

 

Credit Limit Compared To: This defines what will be included in the Credit Checks to determine the current Level of Credit.   The options are:

 

Statistics YTD Start Month: From the drop-down list select the YTD Start Month against which the Customer Statistics routine will be based.  The options are:

 

One Step Invoice Print: From the drop-down list select the method by which you want the One-Step Invoice to be printed.  The Options are:

 

Finance Charge Tax Code: From the drop-down list select the Tax Code that will apply to Finance Charges made during Customer Payment Receipts

 

Touch Pad File Name: Click on the three dots icon and locate the .dat file that is to be used for entry of Order Lines via a screen with Touch Pad facilities.  The .dat file is created via the Ostendo Graphical Editor.

 

Allow Delivery Invoice Before Shipping: If this checkbox is 'checked' then Ostendo allows invoices to be generated in the Sales Delivery screen before the delivery has been flagged as shipped.   The objective here is to allow invoices to be sent for approval before the goods are delivered.

 

De Activate Order Pricing Matrix Rules: This defines whether the Sales Order Pricing Rules include or exclude the Order Pricing Matrix as part of the Pricing process (Pricing Matrix is created via Pricing>Order Pricing Matrix).    This rule is applied to all Sales Orders.  However you can override this for specific Sales Orders within that Order's Header record.

 

Use Delivery No as Invoice for Delivery Invoice: If this checkbox is 'checked' then Ostendo will use the Sales Delivery number as the Invoice number with a suffix of '-NN'.  The -NN is a sequential number and is included to cater for multiple invoices per delivery (example:- in case of crediting).

Note that you can either tick this box or the "Use Order as Invoice No for Delivery Invoice" box, not both.

 

 

Auto Apply Order Deposits when Printing Invoice: If this checkbox is 'checked' then Ostendo will automatically apply deposits entered against a Sales Order at the time of printing the invoice. This feature can be deactivated at Sales Order level

 

After One Step Invoice: After completing a One-Step Invoice you can define what action you wish Ostendo to take.   The options in the drop-down list are:

No Action: No additional action takes place and Ostendo returns to the current Sales Order

Create a new Order: Brings up the Sales Order Creation panel in preparation for creating a new Sales Order

 

Auto Pick All Items: If this is 'checked' then Ostendo will automatically picks only the current revision number if the item has been defined as revision tracked.

Exclude S/Ns from Auto Pick All: If this is 'checked then all Serial Numbered Items will be excluded from Auto Pick if 'Auto Pick All Items' is 'checked'.

 

Quote Followup required: 'Check' this checkbox if you require a Quote Followup.This rule combined with the next rule (Followup days from Quote Date) creates a follow-up email (if activated in Email Services) and queue services is running. 

 

Followup Days from Quote date: Enter the number of days from the Quote Date when you want to trigger a Followup Email.

 

Delivery Advice Query: If you wish to send a Delivery Advice Email then select the Query from the dropdown list.  Email Queries are created and maintained via File>Email Services>Email Queries

 

Post Costs for Recurring Invoices: If this is 'checked' then costs, as defined against the Recurring Invoice's Line Descriptor, will be posted to the Sales Invoices created.

 

Make a Copy of Converted Quotes:  If this is 'checked' then a copy of the quote is made at the time it’s converted to an order.  It suffixes the quote number with a ‘@99’ – where the 99 indicates the quote revision number.

 

AVG Line Pick Time in Minutes: Enter the average pick time in minutes to pick one line item. (This  is used when creating assignments in Assignment Board).

 

Use Order as Invoice No for Delivery Invoice: If this checkbox is 'checked' then Ostendo will use the Sales Order number as the Invoice number with a suffix of '-NN'.  The -NN is a sequential number and is included to cater for multiple invoices per sales order.

Note that you can either tick this box or the "Use Delivery No as Invoice for Delivery Invoice" box, not both.

 

Use Line Notes for Purchase: Tick this box if Line Notes are to be used in the Purchase Order Lines.

 

 

Buttons

 

Close: This will close the Sales Rules screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Save: This will save the current data without exiting the screen

 

Cancel: Any changes made since the line was actioned or the last time the ‘Save’ Button was pressed will be lost.