Entering Orders

There are two ways that an order can be received by the Integral Accounting Enterprise software. Either through an automatic process (like the Enterprise shopping cart or another electronic method), or manually entered. If the order was received through an automated method, then it has been entered directly into the system and is ready for the next step, Picking the Order.

The first thing to do before entering an order is to find out if the customer is already entered into the system by checking the Customer Information Screen. If a record in the system exists for the customer, then you can enter the order by clicking the New button at the top of the screen to begin a new order. (If the customer is not already entered in the system, then they need to be entered through the Customer Information Screen.

When you are ready to manually enter an order, click the Accounts Receivable button from the Main Screen. Next, click Orders. This will bring you to the Main Order Entry screen. You will see a list of all the open orders that have been entered for your company or division.

Once you click the New button, a blank screen will appear with some of the fields already filled in.

The Order Number field will automatically be completed with the next available order number in the system once the order is placed. There is no need to edit or change this field.

The Order Date field is automatically filled in with the current date. If need be, you can change the date of the order by entering a new date. The date must be entered as mm/dd/yyyy.

The Order Type ID is automatically completed for you. When manually entering orders, order is selected as the transaction type. If the order came through a shopping cart, then the selection would say cart order. There is no need to change or edit this field unless an order needs to be placed on hold.

The Transaction Type field is automatically completed for you. It selected Order as the transaction type since we are entering a new order.

The Cancel Date field is the date the order must be received by or it will be canceled. If known, enter the cancel date here in mm/dd/yyyy format. Otherwise, this field could be left blank.

Select the Customer ID from the drop down list at the end of this field. If you do not know the Customer ID, you can search for the customer based on customer name, phone number, or other criteria.

Select the Ship To ID if the shipping address for this customer is different then the billing address. 

The Ship For ID is an optional field that is used if the order is for a specific location, but being shipped to a different address. For example, if the order is shipped to a warehouse, but will eventually be shipped to a store, then the store ID would be selected from the drop down list for this field. Most of the time, this field will be left blank.

The Warehouse field identifies where the inventory is coming from for this order. Select the warehouse where the order is coming from in the drop down list. If the warehouse not known, or if only one warehouse is used for your company, you can leave this field set to the default value.

You will notice that the customer information is automatically completed for you once you selected the Customer ID from the Customer ID field above. There are a few fields here that need to be filled in manually.

If this order is a drop shipment for a customer, check the Customer Drop Shipment Box.

The Order Due Date is automatically filled in with the current date. You can change this date if necessary. The date must be entered as mm/dd/yyyy.

The Tax Exempt ID is automatically filled in when the customer is selected, if the customer has a tax exempt ID.

The XID Rate is the Currency Exchange ID and Currency Exchange Rate. It is the method of currency and the current exchange rate that your company uses. It will be automatically filled in based on the information entered during the Company Setup Process. There is no need to change or edit this field.

If a percentage is offered as a discount to this order (i.e., 10% off total order), enter that percentage in the Discount Percent field. If no discount is applied, this field can be left at the default value of zero.

The Discount Amount field is automatically filled in based on the number that was entered in the Discount Percent field.

The Taxable Sub Total field will be automatically updated if any part of the order is taxable. There is no need to manually edit or change this field.

The Terms ID field is automatically filled in based on the terms that were entered for that customer during the customer creation process.

The Tax Percent field and Tax Amount field are automatically filled in based on the tax group field that was selected above.

The next fields, Com, S., C., are automatically filled in once items are entered into the order. There is no need to edit or change these fields. Com represents the commission paid on this order to the salesman, S represents the total sales price of the order (but is not the total of the order), and C represents the total cost of the order.

If known, enter the Purchase Order Number for this order. If there is no purchase order number for this order, then enter the word none.

If known, enter the Salesman for this order. Select the Salesman ID from the drop down list. If there is no Salesman ID, you can leave this field set to the default value.

The Ship Date will automatically be filled in with the current date. If the actual ship date is different then the current date, you can enter the new date. This date must be entered as mm/dd/yyyy.

Select the method of shipping from the drop down list in the Ship Via field.

The Terms field is automatically filled in based on the payment terms that were entered for the customer during the customer creation process.

The fields in the yellow box on the screen are automatically completed by the systems as the order goes through the ordering process. There is no need to edit or change these fields. 

The Subtotal will be filled in once the individual items are entered into the order. For now, it can be left at the default value of zero.

Enter the Shipping charge in the Shipping field.

If the shipping charge is taxable, check the box next to Tax Freight.

The Handling field will be automatically filled in based on the information entered during the Company Setup process.

In the Tax field, select the tax group that your company uses from the drop down list. If you are not sure, you can select the default value from the list which is the value entered when the company was entered. This field must be completed for the rest of the form to be properly calculated. Upon entering the Tax group, the actual tax percent will be automatically filled in and the tax on the items will be calculated (if the items are taxable).

The Total field will be automatically filled in once the line items are entered on the Order Detail screen.

The next step after entering all the information on this screen is to enter the items for this order.

NOTE: You MUST enter the individual items for the order before proceeding to the next step. Follow the link above for more information on entering line items.

Once all the information is entered for the order and the order is final, click the Book Order button. You MUST Book the order for it to properly enter the system. This will enable the system to post the order to the proper accounts, adjust committed inventory quantities (marking inventory as being committed for an order) and prepare the order for printing, and shipping. At this point, no changes can be made to the order unless it is Unbooked. When the Book Order button is pressed, the screen will close and you will return to the Main Menu Screen.