Sales Order Default Control - Sagethe header screen of Sales Order Invoice Data Entry for Credit...

Sage Software, Inc. • 888-856-2378 • www.sagesoftware.com/mas90/extendedsolutions/ 2005 Sage Software, Inc. All rights reserved. SO-1316 (Revised 07/05)

Overview This Extended Solution to the Sales Order module adds the ability to modify a variety of Sales Order Defaults. Please see the Setup section for a listing of this Extended Solution’s capabilities.

Additional functionality is available if you have Sage Software Extended Solution SO-1163: Return Orders for Sales Order installed and enabled. Installation Before installing this Extended Solution, please verify that the version level(s) printed on the CD label are the same as the version level(s) of the MAS 90 MAS 200 module(s) you are using. For further information, please see the Upgrades and Compatibility section below. Check your Shipping Manifest for a complete list of Extended Solutions shipped. For detailed installation instructions, please refer to the Sage website at: http://support.sagesoftware.com/mas/extended_solutions/main.cfm Installing Your Extended Solutions under Windows From a CD If you have the autorun function turned on for your PC, the installation program will start up automatically. If not, find the autorun.exe file on your CD-ROM drive and double-click it to start the installation program. Follow the on-screen instructions. From the Sage FTP site When your Extended Solution is ready to be downloaded, you will receive an email from ‘[email protected]’ telling you that it is ready. The email will contain the Customer Name, Cross Reference, a case-sensitive Password, a link via which you can download your Extended Solution, instructions, and a Shipping Manifest. If you have any problems with this order, please email [email protected] and we will assist you during normal business hours. Extended Solutions Control Center Installing any Extended Solution will add an Extended Solutions Control Center to the MAS 90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following options will be available: • Extended Solutions Manuals • Remove Extended Solutions • Unlock Extended Solutions

Sales Order Default Control SO-1316


• Merge Installation Files • Extended Solutions Setup options

Custom Office If you customize your MAS 90 MAS 200, then you must run the Update Utility every time you install this Extended Solution. Setup Once the disk is installed, you will need to access the Sales Order Setup menu option screen. After the standard MAS 90 MAS 200 option screens have been displayed, a Setup screen for this Extended Solution will appear. Check the ‘Enable Extended Solution’ box to activate this Extended Solution (Figures 1a-1g). The manual for this Extended Solution, if it has been installed, can be viewed by clicking the ‘Manual’ button next to the ‘Enable Extended Solution’ check box. It can also be viewed via the Extended Solutions Control Center (see Installation, above). Answer the following prompts: The following options appear under the ‘Header I’ tab (Figure 1a): USE A/R COMMENT FIELD AS DEFAULT: Check this box to cause the value held in the A/R Customer Masterfile comment field to become the default comment field value during Sales Order and S/O Invoice entry.

Figure 1a


REFRESH SALES ORDERS WITH CUSTOMER INFO: Check this box if you wish to refresh the Sales Order Header fields when Customer Maintenance is performed in Sales Order data entry. During S/O data entry, when Customer Maintenance is performed from the S/O Header or Totals screen via the ‘Customer’ button, the Customer Name, Address Lines, City, State, Zip, Country, Contact, Tax Schedule Code, and Ship To Address (if Ship To Location Code is blank) fields will be updated with the values contained in the Customer Masterfile. DISPLAY PHONE NUMBER DURING SALES ORDER DATA ENTRY: Check this box if you wish to display the Customer Phone Number from the Customer Masterfile in a separate pop-up window while in the Sales Order. USE CUSTOMER PHONE AS COMMENT DEFAULT: Check this box to use the Customer Phone Number as the comment default. ALLOW ACCESS TO C/M DUE DATE: Check this box to allow access to the Due Date field on the header screen of Sales Order Invoice Data Entry for Credit Memos. During Sales Journal Update, the Due Date value of the Credit Memo is saved in the existing Due Date fields of the A/R Open Invoice file and the A/R Invoice History Header file. DEFAULT ORDER TYPE: Select the default for the Order Type (Backorder, Master, Quote, Repeating, Return, <blank> or Standard). The type you select will become the default setting for the ‘Sales Order Type’ option on the Sales Order (not S/O Invoice) Default Values screen (Figure 2). If the Sales Order Type is changed on the Default Values screen, it will be saved back to the Setup screen (Figure 1) as the default setting. When <blank> is selected, the sales order type field will default to blank, and the user must select a valid order type before leaving the order entry header tab.

In order to specify ‘Return’ as the default order type, Sage Software Extended Solution SO-1163: Return Orders for Sales Order must be installed and enabled.

APPEND USER ID TO ‘NEXT’ ORDER NUMBER: Check this box to append the MAS 90 MAS 200 User ID to the ‘Next’ Order Number. See Operations section below for details about this option. PREVENT REFRESH OF ‘CONFIRM TO’ FIELD: Check this box to prevent the ‘Confirm To’ field from being refreshed by the Ship To Location Code’s Contact when a Ship To Location Code is entered during Sales Order Entry and Invoice Entry. See Operations section below for details about this option. PASSWORD TO ACCESS SALES ORDER AFTER PICKING SHEET HAS BEEN PRINTED: Enter the password that will be required to access a Sales Order after the Picking Sheet has been printed (Please note that this Extended Solution modifies Picking Sheets only; the functionality does not apply to Shipping Data Entry Packing Lists.). This will occur only for Sales Order types Standard and Back Order.


The following options appear on the ‘Header II’ tab (Figure 1b): DEFAULT ORDER/INVOICE TOTAL INTO DEPOSIT AMOUNT: Depending on your selection, this prompt defaults the Order or Invoice total into the Deposit Amount field when payment type is not blank. Select ‘None’ for no default. A/R TERMS CODE TO TRIGGER THE DEPOSIT AMOUNT DEFAULT: Enter the single Accounts Receivable Terms Code to trigger the default. During Sales Order and Invoice Data Entry, the order/invoice total is defaulted to the Deposit Amount if the order/invoice references this terms code. DEFAULT NUMBER OF C.O.D. TAGS: Enter the default number of C.O.D. tags you wish to appear in the default value field in the Totals section of S/O Invoice. DEFAULT SALES ORDER STATUS: The answer you select at this prompt (‘Hold,’ ‘New,’ or ‘Open’) will become the default setting for the ‘Sales Order Status’ option on the Sales Order (not S/O Invoice) Default Values screen (see Figure 2). If the Sales Order Status is changed on the Default Values screen, it will be saved back to the Setup screen (Figure 1b) as the default setting.

Figure 1b


If a default Order status is selected and the Credit Check window appears during order entry, the order type will not be changed to Open when the user elects to continue with the order.

DEFAULT SALES ORDER STATUS OVERRIDE PASSWORD: The password you enter here will be required to change an order’s status from the default selected above. If you leave this prompt blank, no password will be required to change an order’s status. PASSWORD PROTECT TERMS CODE: Select ‘Order’ if you wish to password-protect the Terms Code only on Sales Orders. Select ‘Invoice’ if you wish to password-protect the Terms Code only on S/O Invoices. Select ‘Both’ if you wish to password-protect the Terms Code on both Sales Orders and S/O Invoices. Select ‘None’ if you do not wish to use this option. USE A/R OPTIONS CREDIT LIMIT OVERRIDE PASSWORD: If you chose to password-protect the Terms Code, check this box to use the Credit Limit Override Password as the Terms Code password. Leave it blank if you do not want to use the Credit Limit Override password as the Terms Code Password. You will be prompted to enter a different password. TERMS CODE PROTECTION PASSWORD: If you left the above box blank, enter the password you wish to use as the Terms Code password. DISPLAY SHIP VIA DESCRIPTION DURING DATA ENTRY: Check this box if you wish the Ship Via description to display in place of the F.O.B. field during Sales Order and S/O Invoice Data Entry. You may still set up a default F.O.B. value, but you will not be able to change the F.O.B. value during entry if you choose to display the Ship Via description. WARN IF USER CHANGES F.O.B. FROM DEFAULT: If you check this box, the ‘Message’ button will be enabled and you can specify a 240-char warning message (Figure 3).

Figure 2


The following options appear on the ‘Header III’ tab (Figure 1c): PREVENT CREATION OF INVOICES FOR SALES ORDERS ON HOLD: Check this box if you wish to prevent users from creating Invoices for Sales Orders on Hold. Leave it blank if you do not wish to use this option. SALES ORDER QUICK PRINT TO ‘AUTO’ ACCEPT: Check this box to ensure Quick Print to ‘Auto’ Accept the Sales Order: it will use the default sales order form using the default printer. CUSTOMER DEFAULT F.O.B. USER DEFINED FIELD: This prompt will be available only if you have Sage Software Extended Solution AR-1080: Customer Masterfile User Defined Fields installed and enabled. Enter the number of the User Defined Field used to hold the default F.O.B. for a customer. During Sales Order and S/O Invoice entry, if the specified UDF for the Customer referenced has a value, it will become the defaulted value on the Sales Order or

Figure 3

Figure 1c


S/O Invoice field for ‘F.O.B.’ You may leave this field blank if you do not want a customer default F.O.B. during Sales Order or S/O Invoice data entry. ALWAYS ANSWER ‘SAVE DELETED ORDER IN HISTORY’ PROMPT ‘YES’: Check this box to force the answer to the prompt ‘Saved Deleted Order In History’ to Yes (i.e., no prompt will appear). This option is available only if standard Sales Order Setup is set to ‘P’rompt for Order/Quote History. Note: A user with supervisory rights will still be prompted.

The following two options will not affect customers created in the Accounts Receivable module.

DEFAULT CREDIT HOLD VALUE: Enter the default Credit Hold value for customers created on-the-fly in Sales Order module. DEFAULT CREDIT LIMIT: Enter the default Credit Limit for customers created on the fly in Sales Order module.

The following two options are only available if you have SO-1113: Enhanced S/O Header User Defined Fields installed and enabled.

ONLY WARN ONCE ON CREDIT LIMIT AND MARGIN OVERRUNS: The warning box and password will only be required the first time you exceed the Credit Limit/Margin. This option is only available if a Yes/No SO-1113 UDF is set up and enabled. Select ‘Order’ if you wish to ‘warn once’ only on Sales Orders. Select ‘Invoice’ if you wish to ‘warn once’ only on S/O Invoices. Select ‘Both Order/Invoice’ if you wish to ‘warn once’ on both Sales Orders and S/O Invoices. The ‘Do You Want to Continue?’ message will not appear when you access a Sales Order and/or S/O Invoice where a Credit Limit or Margin Overrun warning message was previously displayed. Select ‘None’ if you do not wish to use this option. ONLY WARN ONCE S/O HEADER FLAG UDF: Enter the SO-1113 Y/N type UDF set up as the ‘Already Warned’ flag if you selected any option but ‘None’ above. The UDF should be set up as non-enterable. Please refer to the SO-1113 manual regarding the setup of the ‘already warned’ UDF. NUMBER OF DAYS TO SET DEFAULT SHIP DATE/EXPIRE DATE FORWARD: Enter the number of calendar days to add to the Sales Order Date during Sales Order Data Entry. This will be the new Default Ship Date/ Expire Date used for all those order types checked below. ORDER TYPES FOR SHIP DATE/EXPIRE DATE DEFAULT: Check the box next to each order type that you wish to have its default Ship Date/Expire Date set forward:

• Back Order • Standard Order • Master Order • Repeating Order • Quote


If Extended Solution SO-1163: Return Orders for Sales Order is installed and enabled, you will also see ‘Return Orders’ in the list.

The following options appear on the ‘Header IV’ tab (Figure 1d): FORCE SHIP TO CODE ENTRY: If you check this box, you will not be able to leave the Ship To Location Code blank during Sales Order and Sales Order Invoice Data Entry if at least one Ship To Location Code exists for the customer. ADD ‘NEW ORDER ENTRY’ OPTION TO MENU: Check this box if you wish to add the ‘New Order Entry’ option to a menu. Leave it blank if you do not wish to add the ‘New Order Entry’ as a new menu option. SO-1113 UDF TO HOLD ORDER TOTAL: Enter the numeric type SO-113 UDF you wish to hold the Order Total. This option is only available if you have SO-1113 installed and enabled. PROMPT TO RECALCULATE FREIGHT: If you check this box, during Sales Order Entry and Invoice Entry, whenever MAS 90 MAS 200 is going to recalculate freight on an order or invoice, the user will be prompted first and have a choice whether or not to recalculate freight. This option has no effect on shipping codes with a calculation type of ‘Product Line’; it will always recalculate without prompting first. DEFAULT FOR ‘PRINT PICK SHEETS’: This option overrides the Standard MAS 90 Sales Order Entry default option.

Figure 1d


The following options appear under the ‘Line I’ tab (Figure 1e): REMOVE LINES WITH ZERO QTY ORDERED ON STD ORDER: If you check this box, zero Quantity lines will be removed from Standard Orders when you exit the lines screen. If you have Sage Software Extended Solution SO-1314: Repeating Order Write Back From Standard Orders installed and enabled, the deletion of zero Quantity lines will occur after the update/creation of the Repeating Order. ALLOW REQUIRED BILL OPTION FIELD TO BE BLANK: Check this box to suppress the Bill Option required fields warning message during Sales Order Data Entry. USE INVENTORY RETAIL PRICE AS DEFAULT: Check this box to cause Sales Order and S/O Invoice Entry to use the Inventory Retail Price instead of the Standard Price as the default whenever the unit of measure on the Sales Order (or Invoice) line is the same as the inventory sales unit of measure. In addition, the retail price will be used as long as the conversion factor of the line is equal that of the sales unit of measure in Inventory; i.e., the retail price will be assumed to be the price in the sales unit of measure.

The price displayed during data entry will be the item’s Standard Price until a Quantity is entered and you exit the field. It is at this time that the pricing logic will determine the price.

Figure 1e


USE ITEMS WAREHOUSE AS THE DEFAULT: Check this box to cause the Warehouse referenced for each Sales Order line containing an Inventory item to default to that item’s Default Warehouse from the Inventory Item Masterfile. This function is available during Sales Order data entry only. DISPLAY STD COST INSTEAD OF AVG COST DURING LINE ENTRY: Check this box to display the Standard Cost instead of Average Cost while in the Unit Price field during S/O Line Item Entry. USE SALES ORDER LINE DISCOUNT DEFAULT: You may access this option only if the Sales Order screen 1 option ‘Allow Discount Rate Entry by Detail Line’ is set to ‘Yes.’ Check this box if you wish the Sales Order Discount Percent entered for a line to become the default value for subsequent lines in Sales Order Entry and Sales Order Invoice Entry. It is important to note that when you access an order that was created previously, you must enter the line discount value for the first new line you add to the order. Subsequent lines will default the value entered from the new line. Leave it blank if you do not want to use this option. AUTO DISTRIBUTE ALL AVAILABLE QUANTITY IN LOT: If you check this box, then during Lot/Serial Distribution in S/O Invoice Entry (and S/O Entry if Sage Software Extended Solution SO-1175: Lot/Serial Distribution Entry From Sales Order is installed and enabled), after a Lot/Serial Number is entered the Distribute field will be auto-filled with the Quantity Available in the lot. AUTOMATIC BACK ORDER OF UNAVAILABLE QUANTITIES: Checking this box has the same effect as selecting ‘Backorder Items Not On Hand’ from the ‘Qty Order Exceeds...’ pop-up window in standard MAS 90 MAS 200. DISPLAY QTY ON HAND/AVAILABLE DURING INV QTY SHIPPED ENTRY: Check this box to display Quantity On Hand/Available while the cursor is in the Quantity Shipped field during Sales Order Invoice Data Entry. DISPLAY QTY ON HAND/AVAILABLE DURING S/O QTY ORDERED ENTRY: Check this box to display Quantity On Hand and Qty Available (for the warehouse referenced on the line) while the Quantity Ordered field has focus during Sales Order data entry. DISPLAY GROSS MARGIN: Check this box to display the Gross Margin while the cursor is on the Unit Price field during Sales Order and S/O Invoice Entry. See Operations section below for details about this option. The following options appear under the ‘Line II’ tab (Figure 1f):


PROTECT LINE ITEM PRICE FROM CHANGES DUE TO QUANTITY: If you check this box, the line item price entered during Sales Order Entry will remain constant if changes are made to the Quantity field. ISSUE A WARNING TONE WHEN AN INVALID ITEM IS ENTERED: Check this box if you wish to hear the Windows ‘Exclamation’ sound when an invalid item number is entered during S/O Invoice Entry only. DEFAULT LINE ITEM QUANTITY: Enter the amount you wish to appear as the default Line Item Quantity. As a new line is added during Sales Order and S/O Invoice data entry, the Item’s Quantity Ordered will default to this amount. This default amount may be overridden during S/O Order and Invoice data entry. DEFAULT VALUE FOR DROP SHIP FLAG: Check this box if you wish the ‘Drop Ship Flag’ box on the Sales Order/Invoice Default Values screens to be checked (Figures 2 and 4). If the ‘Drop Ship Default’ is changed on the Sales Order/Invoice Default Values screens, it will be saved back to the Setup screen (Figure 4) as the default setting. This ‘Drop Ship Default’ value applies to Inventory items, *Special items and /Miscellaneous items only.

Figure 1f


DISPLAY FIFO ITEM’S FIRST COST: Check this box if you wish to display a FIFO Inventory item’s First Cost instead of the Average Cost in Sales Order and S/O Invoice entry. See the Operation section below for details about this option. ITEM CATEGORY CODE FOR EVEN ORDER QUANTITY DIVISOR: Enter the Item Category Code that will hold the ‘Even Quantity Order’ divisor. UOM CAUSING UNIT PRICE TO BE DISPLAYED MULTIPLIED BY 1000: Enter one specific UOM value that causes the display of Unit Price x 1,000 during S/O Order and Invoice Entry. WARN IF INVOICE QUANTITY SHIPPED EXCEEDS: You may choose to display a warning in Invoice Data Entry that Quantity Shipped is greater than Quantity Available, Quantity On Hand or None. If S/O Setup option ‘Allow Discount Rate by Detail Line’ is unchecked, then you will have access to the following option: PASSWORD FOR OVERRIDING THE EXTENSION FIELD: Enter the password you wish to require for overriding the line’s Extension Field. CUSTOM OFFICE UDF TO BE USED AS LINE ITEM DROP SHIP FLAG DEFAULT: Enter a checkbox type I/M Masterfile Custom Office UDF to be used as the Line Item Drop Ship flag default during Order and Invoice Entry. The following options appear under the ‘Line III’ tab (Figure 1g):

Figure 4


DISPLAY UOM CONVERSION FACTOR IN UOM PROMPT LINE: Check this box if you wish to display the UOM conversion factor in the UOM prompt line. Leave it blank if you do not wish to use this feature. PREVENT UNIT PRICE LESS THAN STANDARD COST: Check this box to prevent the Unit Price from being less than the Standard Cost. USE UNIT PRICE FROM SO-1023 ITEM SALES HISTORY AS DEFAULT: Check this box to use the last Unit Price from Item Sales History records for the Customer/Item as the default Unit price. This option is only available if you have SO-1023: Item Sales History installed and enabled. When the Setup question above is checked, you will be presented with two additional prompts: PRODUCT LINE TO EXCLUDE FROM SO-1023 PRICE DEFAULT: Enter the Product Line you wish to exclude from using the last Unit Price from SO-1023 as the Default. CUSTOMER TYPE TO EXCLUDE FROM SO-1023 PRICE DEFAULT: Enter the Customer Type you wish to exclude from using the last Unit Price from SO-1023 as the Default. SUPPRESS ‘QUANTITY SHIPPED EXCEEDS QUANTITY ORDERED’ PROMPT: If you check this box, the ‘Quantity Shipped Exceeds Quantity Ordered’ warning will not appear in Sales order Invoice Data Entry.

Figure 1g


DISPLAY LINE IN RED WHEN INSUFFICIENT QTY DURING ORDER ENTRY: Check this box to display a line item in the order entry list box in RED if the current Qty Available for this Item in this WHS is negative. This will only apply to Standard and Back Order type orders. DEFAULT ITEM NUMBER FROM PREVIOUS LINE IN ORDER ENTRY: If you check this box, when an Inventory Item is listed on the prior line that item number will default to the next line. Defaulting will not occur during the following circumstances: when you are inserting a line, when you are adding the first line to an order, when you are leaving the lines tab and returning to the lines tab or when you are in invoice entry. The following options appear under the ‘Update 1’ tab (Figure 1h): SET PICK SHEET FLAG TO ‘Y’ ON BACK ORDERS: Check this box to set the default answer to ‘Yes’ for the ‘Print Picking Sheet?’ prompt during Sales Order Update. Leave it blank if you do not wish to use this option. SET SALES ORDER FLAG TO ‘Y’ ON BACK ORDERS: Check this box to set the default answer to ‘Y’ for the ‘Print Sales Order?’ prompt during Sales Order Update. Leave it blank if you do not wish to use this option. If you do check this box, then answer the next prompt. CHANGE ‘NEW’ B/OS ONLY: Check this box to set the default for the ‘Print Sales Order?’ prompt to ‘Y’ for ‘new’ back orders only. A ‘new’ back order would be one that, during an update, has its Order Type changed from ‘Standard’ to ‘Back.’

Figure 1h


SET BACK ORDER STATUS TO ‘HOLD’: When you check this box, the Order Status will be set to ‘Hold’ as a Back Order is created during Sales Order Sales Journal Update. No changes have been made to the default Status of a manually-created order whose order Type is set to ‘Back Order.’ If you checked the ‘Add ‘New Order Entry’ Option to Menu’ box in Setup, the ‘New order Entry’ option will be added to the Sales Order Main Menu as a Maintenance / Data Entry Task. Please review your security setup in Role Maintenance and make appropriate changes.” You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution. Operation Display Customer Phone Number During S/O Data Entry If you checked this box in Setup, the Customer Phone Number from the Customer Masterfile will be displayed in a separate pop-up window while in the Sales Order (Figure 5). Note that the display is not available in S/O Invoice data entry. Recalculate Freight If you checked this box in Setup (Figure 1d), during Sales Order Entry and Invoice Entry, the user will be prompted first and have a choice whether or not to recalculate freight whenever MAS 90 MAS 200 is going to recalculate freight on an existing order or invoice (Figure 5a). This option has no effect on shipping codes with a calculation type of ‘Product Line’; it will always recalculate without prompting first.

Figure 5


Access to C/M Due Dates If you checked the ‘Allow Access to C/M Due Dates’ box in Setup, be aware that no change has been made to any standard function of the Due Date field. This Extended Solution simply feeds the entered Due Date into existing data space. Append User ID to ‘Next’ Order Number If you checked this box in Setup, when the ‘#’ button is used to assign the next Sales Order Number during S/O Entry, the program will assign the next number from Setup, and then strip the first two digits. The first two characters of the MAS 90 MAS 200 User ID will be appended as the last two characters of the Sales Order Number. For example, if the next number normally assigned would be 0001024 and the User ID is TBA, then the Sales Order Number created will be 01024TB. Prevent Refresh of ‘Confirm To’ field If you checked this box in Setup, when a Ship To Location Code is entered during Sales Order Entry or Invoice Entry, the program will not refresh the ‘Confirm To’ field with the Ship To Location Code’s Contact. Default Sales Order Status Override Password If you entered a password at the ‘Default Sales Order Status Override Password’ prompt in Setup, you will be required to enter the password to change the Order Status from the Default Sales Order Status selected in Setup. Password Protect Terms Code If you chose to password-protect the Terms Code in Setup, a pop-up window will appear when you attempt to change the Terms Code on a Sales Order, S/O Invoice, or both

Figure 5a


(depending on Setup). You must enter the password designated in Setup if you want to change the Terms Code. Display Ship Via Description If you checked this box in Setup, the Ship Via description will display in place of the F.O.B. field on the Sales Order and S/O Data Entry. You may still set up a default F.O.B. value, but you will not be able to change the F.O.B. value during entry if you choose to display the Ship Via description.

The features of this Extended Solution are not available in Sales Order Shipping Data Entry.

Warn If User Changes F.O.B. from Default If you checked the ‘Warn If User Changes F.O.B. From Default’ option in Setup, if a default F.O.B. value has been set up using Custom Office and the user changes the value of FOB on the header from the default value, the specified warning message will appear during Sales Order and Invoice entry. Default Credit Hold Value/Credit Limit If you entered a value for Credit Hold and/or Credit Limit in Setup, this value will be used as the default Credit Hold value for Customers created on the fly in the Sales Order module. This will not affect customers created in the Accounts Receivable module.

If you use the ‘Copy’ function to create a Customer, the originating Customer’s Credit Hold and Credit Limit values will be used, not the values entered in the Setup for this Extended Solution.

Only Warn Once on Credit Limit and Margin Overruns If you chose to ‘Only Warn Once on Credit Limit and Margin Overruns’ in Setup, the password will not be required the second and subsequent times when you access a Sales Order and/or S/O Invoice (depending on Setup) where a Credit Limit or Margin Overrun warning message was previously displayed. Setting the Default Ship Date/Expire Date Forward If you entered a number of calendar days for this Setup option, the new Default Ship Date/ Expire Date will be used for all those order types checked in the next option (Back Order, Standard Order, Master Order, Repeating Order, Quote and/or Return Order).

This option is compatible with the Extended Solution SO-1163: Return Orders for Sales Order.


Force Ship To Code Entry If you answered ‘Y’ in Setup, you will not be able to leave the Ship To Code blank if at least one Ship To Code exists for the customer during Sales Order and Sales Order Invoice Data Entry. New Order Entry The ‘New Order Entry’ option will be available if you checked the ‘Add “New Order Entry” to Menu’ box in Setup. This entry option is identical to standard MAS 90 MAS 200 Sales Order Entry except that users are not allowed to enter previously-used Sales Order Numbers. If a user attempts to enter a previously used Sales Order number, a warning prompt will appear. Users may delete the Sales Orders on which they are currently working when using this entry option. SO-1113 UDF to Hold Order Total During the acceptance of a ‘Standard’ or ‘Back Order’ type Sales Order, the order’s total will be written to the specified UDF. No changes will be made to the UDF’s value during Invoice data entry. Remove Lines with Zero Quantity Ordered on Standard Orders If you checked the ‘Remove Lines With Zero Qty Ordered On Std Order’ box in Setup, zero Quantity lines will be removed from Standard Orders when you exit the lines screen. If you have Sage Software Extended Solution SO-1314: Repeating Order Write Back From Standard Orders installed and enabled, the deletion of zero Quantity lines will occur after the update/creation of the Repeating Order. Required Bill Option Fields Left Blank If you checked the ‘Allow Required Bill Option Fields to Be Blank’ box in Setup, no warning message will be displayed should you decide to leave any of the Required Bill Option fields blank during Sales Order Data Entry. Display Quantity On Hand/Available If you checked this box in Setup, during Sales Order Invoice Data Entry, while the cursor is on the Quantity Shipped field the Quantity On Hand and Quantity Available for the item will display in the prompt line portion of the screen. This display is available only for Inventory Items. Gross Margin During Sales Order and S/O Invoice Entry, if you checked the ‘Display Gross Margin’ box in Setup, while the cursor is on the Unit Price field the item’s Gross Margin will display in the status bar. The Gross Margin Percentage is calculated as:

[(Extended Price - Extended Cost)/Extended Price] * 100.00 The Cost used will be from the first cost tier with a positive Quantity on Hand for the item. If you override the Price field, you will have to move out of the field and come back to it to see the effect of the price change on the profit margin.


Note: If no quantity is available, the Gross Margin will not display. Issue a Warning Tone When an Invalid Item Is Entered During S/O Invoice entry only, when an invalid item number is entered, MAS 90 MAS 200 will issue the Windows ‘Exclamation’ sound to indicate that the entry is invalid. Display FIFO Item’s First Cost If you checked this box in Setup, when the cursor is present on the Unit Price field of a FIFO inventory item in Sales Order Entry and S/O Invoice Entry, the item’s First Cost and Quantity On Hand will be displayed instead of the standard MAS 90 MAS 200 display of Average Cost. The First Cost is the Unit Cost in the first record in the Inventory Item Costing File that contains a Quantity on Hand greater than zero. If no record meets this requirement, the item’s Average Cost will be displayed as per standard MAS 90 MAS 200. Even Order Quantity in Sales Order Entry During Sales Order Entry (not Invoice Data Entry), as you exit the Quantity Ordered field, the program will divide the Quantity Ordered by the value in the Inventory Item Category entered in Setup. If the resulting value is not a whole number, you will receive the following message: ‘Warning! Not Evenly Divisible By Case Count. Continue? (Yes/No)’ (Figure 6). The literal ‘Case Count’ will be replaced by the title of the category code selected in Setup. The default answer is ‘Yes’ to continue. If you select ‘Yes,’ the program will change the Quantity Ordered to the next highest whole number that is evenly divisible by the value held in the category code specified in Setup and continue with standard MAS 90 MAS 200 processing. If you select ‘No,’ the program will return you to the Quantity Ordered field for the re-entry of a Quantity. This check will take place every time you exit the Quantity Ordered field. Unit Price Display Multiplied by 1000 If you entered a Unit of Measure at the prompt ‘UOM Causing Unit Price to be Displayed Multiplied by 1000,’ the Unit Price of any line that contains that UOM will be displayed multiplied by 1,000 at the prompt when the cursor is present in the Unit Price field. No change is made to the actual Unit Price field; this value is for display only. Warn If Invoice Quantity Shipped Exceeds Quantity Available/On Hand Any Invoice entry that references a Sales Order number will perform an abbreviated version of standard MAS 90 MAS 200 Quantity Checking. If the inventory line’s Quantity Shipped is greater than Quantity Available or Quantity On Hand (depending on what you selected in Setup), then you will be warned with the message ‘Entry Exceeds Quantity [Available/On Hand]. Qty Shipped = ###, Qty [Available/On Hand] = ###’ (Figure 7). Click ‘OK’ to

Figure 6


continue Line Item Data Entry. If you checked the option to ‘Suppress “Quantity Shipped Exceeds Quantity Ordered” Prompt’ in Setup, the warning will not appear.

You must answer No to ‘Do You Want to Ship Complete’ in order to be prompted for insufficient quantity.

Extension Field Override Password This option will only be available if ‘Allow Discount Rate by Detail Line’ in Sales Order Setup is unchecked and a password has been entered in the Setup for this Extended Solution. During Sales Order and S/O Invoice Entry, if a line’s Extension Amount is changed, a pop-up window will appear with a prompt requiring the password entered in Setup to override the Extension Amount field. Prevent Unit Price Less Than Standard Cost In Sales Order and S/O Invoice Entry, if the Unit Price entered is less than or equal to the item’s Standard Cost, the user will receive a warning and the Unit Price will be set to standard MAS 90 MAS 200‘s default Unit Price. Unit Price From SO-1023 Item Sales History as Default If you have SO-1023: Item Sales History installed and enabled and you checked the ‘Use Unit Price From SO-1023 Item Sales History as Default’ box in Setup, the default for Unit Price will be determined by the last Unit Price from Item Sales History records for the Customer/Item. This defaulting will override any pricing structures that may be set up for the item within the I/M module. If there is no Item Sales History record for the Customer/Item, standard MAS 90 MAS 200 processing will control the default price.

Figure 7


If you have multiple price changes for a customer on a given day, the default price from SO-1023 will be the first invoice number for that day. For example: Date Invoice # Price Updated from Sales Journal Price Defaulted into next order 12/18/01 100050 $100.00 $100.00 12/18/01 100051 $150.00 $100.00 12/19/01 100052 $200.00 $200.00 If you entered a Product Line and/or Customer Type in Setup to exclude from SO-1023 price default, then during Sales Order entry or S/O Invoice entry, if the order/invoice references a Customer whose Type matches the one in Setup, or if the Item on the line belongs to a Product Line that matches the one defined in Setup, then the program will not default the SO-1023 price. Sales Order Number as Customer Memo Code During Sales Order Entry, if the standard MAS 90 MAS 200 SO Setup option ‘Allow Customer Memo Inquiry from Entry’ is set to ‘Maintain,’ a ‘#’ button will appear next to the Memo Code lookup button. Press the ‘#’ button to default the Sales Order Number into the Memo Code field (Figure 8): Display Line in Red when Insufficient Qty When checked, any Inventory line which has insufficient Qty Available in the Item Warehouse file will display in RED in the list box of Sales Order Entry. This will occur only for order type 'Standard' or 'Back Order' (Figure 9).

Figure 8


What’s New With the 5-24-05 release:

• Added setup option for 'Default for Print Pick Sheets'. With the 5-04-05 release:

• Added setup 'Default Item Number from Previous Line in Order Entry'. Upgrades and Compatibility The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade. Documentation Only changes made by Sage Software, Inc. to the standard operation of Sage Software, Inc. MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document. Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not

Figure 9


conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200. Acknowledgments © 2005 Sage Software, Inc. All rights reserved. Sage Software, MAS 90 and MAS 200 are registered trademarks or trademarks of Sage Software, Inc. All other trademarks are the property of their respective owners.

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