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Create or Edit a Sales Order

1. Navigate to the Sales Orders and Quotes screen.

   1. Log In to the Data Center Application to display the Data Center ribbon menu.

      

   2. Select Purchasing > Sales Orders and Quotes from the main menu to display the Sales Orders and Quotes screen.

      Note: A user must be granted the Purchasing permission to view/use this feature.

   

2. Select onscreen options to determine which quotes/sales orders are displayed on the screen:
   • Filter by Date:
     Enter starting and ending dates in the Date Range fields and click the Submit button to display only quotes/sales orders from a specific time frame.
   • Sort and Filter Reporting Screen Data.

3. Complete the following procedures as needed to create or edit a quote:

   • Create a New Sales Order

     1. Click the New Sales Order button to display a blank Sales Order Details screen.

     2. Continue with the procedure below.

   • Create a Sales Order from an Existing Quote

     1. Click a quote’s Details button to display its Quote Details screen.

     2. Click the Move to Sales Order button to display the Sales Order Details screen for the new sales order (converted quote).
     3. Continue with the procedure below.

   • Edit an Existing Sales Order

     1. Click a sales order’s Details button to display its Sales Order Details screen.

     2. Continue with the procedure below.

   

   Note: If this Sales Order Details screen is open on another workstation, the screen may display a Check Lock button indicating the screen is in use. If this is the case, some functions (i.e., editing) may not be available, but a secondary user may still review a sales order's details and print documents as needed. When the first user closes the screen, stops interacting with it for a full minute, or navigates to another screen, the Sales Order Details screen automatically unlocks. At this point, a secondary user can click the Check Lock button to activate and take control of the screen.

4. Enter/edit Contact information:

   Note: Refer to Select or Add a Sales Order Contact for more information on completing this section.

   Customer tab	Complete this tab to identify the customer and automatically populate the Bill To and Ship To tabs. Note: If the assigned customer record is later updated, the new information is reflected on this tab but not on the others. In this situation, reselect the customer record for this tab to update/repopulate the other tabs as appropriate. (If necessary, click the Clear Customer button to clear customer information from this tab.)
   Bill To tab	The Bill To party is responsible for payment and is used to determine discounts, taxes, etc. If the party shown on the Customer tab is not the Bill To party, select/add another customer record for this tab. The Bill To party will be identified with the sales order in transaction records. (If necessary, click the Clear Bill To button to clear customer information from this tab.)
   Ship To tab	The Ship To party is responsible for receipt of the items and is recorded in the Bound Book if the order includes firearms. If the party shown on the Customer tab is not the Ship To party, select/add another customer record or a transfer agent (firearm vendor) record for this tab. (If necessary, click the Clear Ship To button to clear customer/vendor information from this tab.)
   Notes tab	Add text notes as desired.

5. Select the desired products.

   • Add a Product

     Complete the following procedures as appropriate to identify the product(s) to be added:

     • Enter a product's UPC (or other identification number):
       1. Select a product identification option (Scan UPC, Scan MFG #, or Scan Item #) from the Scan UPC drop-down field.

       2. Scan or enter the appropriate identifier (UPC, etc.) in the blank field and press the Enter key.

          Note: If the identifier is not already in the database, the system displays a message indicating this.

     • Select product(s) through the Product Search function:
       1. Click the Product Search button to display the Product Search window.

       2. Select the product(s) to be received.

   • Delete a Product

     1. Click a product's Delete button to display a deletion confirmation window.
     2. Click the Yes button to close the window and remove the product from the screen.

6. Complete the following procedures as needed to enter shipment values for each product.

   • Enter a Standard Product's Shipping Values

     1. Click the product's row to select it. (Do not click its Delete button.)

        Note: If the Firearms and Serialized Non-Firearms tabs are grayed out, this is a standard (neither firearm nor serialized non-firearm) product. If either tab is activated, that is the product's type: Complete the appropriate procedure for the product.

     2. Modify the product's Qty Ordered, Ship Qty, Sale Price, and GP% values as appropriate.

   • Enter a Firearm's Shipping Values

     1. Click the firearm's row to select it. (Do not click its Delete button.)

        Note: If the Firearms tab is active, this is a firearm. If the tab is not activated, this is another type of product: Complete the appropriate procedure for the product.

     2. Click the Firearms tab to display it.

     3. Complete either of the following procedures to identify the added firearm(s) and associated serial number(s).

        • Scan/enter a firearm's Log Number in the Scan Log # field and press the Enter key.
        • Click the Firearm inventory button to display a Firearm Inventory window. Check the desired firearm's Select checkbox and click the Submit button.
     4. Click the Order Details tab to display it.

     5. Modify the firearm's Qty Ordered, Sale Price, and GP% values as appropriate.

        Note: A firearm's Ship Qty value is determined by the selections made on the Firearms tab and may not be manually modified on the Order Details tab.

   • Enter a Serialized Non-Firearm's Shipping Values

     1. Click the product's row to select it. (Do not click its Delete button.)

        Note: If the Serialized Non-Firearms tab is active, this is a serialized non-firearm. If the tab is not activated, this is another type of product: Complete the appropriate procedure for the product.

     2. Click the Serialized Non-Firearms tab to display it.

     3. Complete either of the following procedures to identify the added product(s) and associated serial number(s).

        • Scan/enter a product's Serial Number in the Scan Serial # field and press the Enter key.
        • Click the Serialized Non-Firearm button to display a Serialized Non-Firearm window. Check the desired product's Select checkbox and click the Submit button.
     4. Click the Order Details tab to display it.

     5. Modify the product's Qty Ordered, Sale Price, and GP% values as appropriate.

        Note: A serialized non-firearm product's Ship Qty value is determined by the selections made on the Serialized Non-Firearms tab and may not be manually modified on the Order Details tab.

7. Complete the Shipping Details section.

   Order #	The system automatically populates this field.
   Customer PO #	If appropriate, enter a unique identifier for this customer.
   Employee	The system automatically populates this field with the user who creates the sales order. If appropriate, another user (employee) may be selected from the drop-down.
   Ship Date	Enter the ship date (mm/dd/yyyy) or Select a Date with the calendar button.
   Ship Via	Enter the shipping method.
   Tracking #	Enter the tracking number.
   Sale Price Total	The system automatically populates this field.
   Tax Amt	The system automatically populates this field.
   Freight	Enter the freight amount.
   Sales Total	The system automatically populates this field.
   Payment Type	Select the appropriate payment type (Prepaid or House Account) from the drop-down.

8. Complete the following procedures as appropriate to print documents for this sales order:

   • Print a Quote

     1. Click the Print Quote button to display the Quote window.

     2. Adjust display as desired.

     3. Click the Print report button to display the Print window.
     4. Modify print options (e.g., select a different printer, adjust settings, etc.) as needed.
     5. Click the Print button to print the document.
     6. Click the Close button to close the window.

   • Print a Pick Ticket

     1. Click the Print Pick Ticket button to display the Pick Ticket window.

     2. Adjust display as desired.

     3. Click the Print report button to display the Print window.
     4. Modify print options (e.g., select a different printer, adjust settings, etc.) as needed.
     5. Click the Print button to print the document.
     6. Click the Close button to close the window.

   • Print a Packing List

     1. Click the Print Packing List button to display the Packing List window.

     2. Adjust display as desired.

     3. Click the Print report button to display the Print window.
     4. Modify print options (e.g., select a different printer, adjust settings, etc.) as needed.
     5. Click the Print button to print the document.
     6. Click the Close button to close the window.

9. When the sales order is ready for processing, click the Submit button to display a save confirmation window.

   Note: If it is not ready, click the Back button to close the Sales Order Details screen and add/update the sales order on the Sales Orders and Quotes screen.

10. If desired, complete the following procedure to print the invoice for this sales order:
    1. Click the Print Invoice button to display the Invoice window.

    2. Adjust display as desired.

    3. Click the Print report button to display the Print window.
    4. Modify print options (e.g., select a different printer, adjust settings, etc.) as needed.
    5. Click the Print button to print the document.
    6. Click the Close button on the Invoice window to close it.

11. Click the OK button to close the save confirmation window, close the Sales Order Details screen, and move the sales order from the Sales Orders and Quotes screen to the Sales Order History screen.

    Note: If any product on the sales order has a Ship Qty value that is less than its corresponding Qty Ordered value, the system automatically generates another, sequentially numbered sales order to address the difference and adds it to the Sales Orders and Quotes screen.

12. Click the tab's Close button to close the Sales Orders and Quotes screen.