Customer Order - Other Fields on the Order Screen

Delivery Date

The delivery date in supplied by the system when the order is job costed.  The default is the system date.

Invoice Date

The invoice date is inserted when an invoice is printed.  The invoice date cannot be changed manually.  If the invoice date is blank when the order is job costed, the invoice date will be the same as the delivery date.

Measure Date

This is an optional field. Enter the date that measurement was or will be performed. Click the F8 button to access the on-line calendar.  The name of this field can be changed to something more meaningful. Go to >Utilities>System Options>System Wide>Order Entry>Measure Date Prompt.

Est. Del. Date

The estimated delivery date is a pre-arranged date with the customer for delivery or installation.  It is not required but extremely helpful in compiling reports that monitor material needs for future dates.  Click the F8 button to access the on-line calendar.  The name of this field can be changed to something more meaningful.  Go to >Utilities>System Options>System Wide>Order Entry>Estimated Delivery Date Prompt.

Sales Rep #1

Click the down arrow to select a sales rep for the order.

Password Protect Sales Rep

This feature allows password protecting a salespersons name when editing an order. Notice that a lock button now displays next to the Sales Rep field. 

The lock button can be locked and unlocked by anyone who has access to this screen before a password is set.  Setting passwords can be done for this feature like all others in the RFMS system.  Once the appropriate password setup is in place, whenever someone tries to unlock this field for editing, they will be required to enter their password. 

Additional restrictions can be set.

>Utilities>System Options>Order Entry>Order Entry>Lock Sales Representative if from Customer locks the sales rep field down if it is pulled in from the customer record.

>Utilities>System Options>Order Entry>Order Entry>Lock Sales Representative after Initial Save locks the sales rep field down after the first time you save this customer order.

However, the principle from above still applies, if there is no password set, anyone who has access to this screen may unlock the Sales Rep name and make changes.

Sales Rep #2

This is the same as Sales Rep #1.  To quickly remove a second sales rep from this order, click the Clear button. 

If >Utilities>System Options>Order Entry>Order Entry>Edit Split Commission On Order is set to yes, when entering an order on this workstation with two sales reps, the percent buttons will become active. 

Click one of the buttons and change the percentage for one of the reps in the set commissions pop up box.  The percentage for the other sales rep will automatically recalculate.

Time Slot

Enter the time slot for installation of this job. This information will be transferred to schedule pro when the job is scheduled.

Tax Status

Click the down arrow to select a tax type for the order.  Normally, if store code and city lists set up accurately, this field will be set correctly. 

Tax statuses available are Taxable, Exempt, and Resale.  See Store Codes for more information. 

If the order is Cash & Carry or has Misc. Taxes entered on an Exempt or Resale order, the Tax Status will be changed to Taxable.  The system can be set to  always require a valid tax ID number to be on the customer record for exempt and resale orders by setting >Utilities>System Options>Order Entry>Customer>Require Tax ID in Customer File for Exempt and Resale Orders to yes.

In order for the resale tax exempt report to display the material net for tax exempt for re-sale order the customer order must use a ship to city set to Use Tax.  If the order does not have a ship to city the Store Code assigned must be set to Use Tax.  If Sales Tax City or Store is used for a tax exempt customer the report will show zero cost.

PO Number

Enter the customer's purchase order number, if applicable.  This number will appear on all printed invoices, picking tickets, and billing notices.

User Defined

This field toggles to either Tax ID or User Defined Field.  The name of the User Defined Field is set up in >Utilities>System Options>System Wide>Order Entry>Job Number Prompt. If sales or use tax is indicated on the order, the User Defined Field will appear.  If the order is Exempt or Resale, the Tax ID will appear.  You MUST enter something in the Tax ID number to proceed.  The Tax ID number will import from the customer list, if found.

Customer Type

Click the down arrow to select a Customer Type for the order.  Customer Types are added from Order Entry>Utilities>Set Up>Customer Types.  If not set in >Utilities>System Options>Order Entry>Order Entry>Default customer type for Orders this field will initially be blank.  A customer type is required in order to save the customer order.

Status

This field contains the Job Status being pulled from Schedule Pro.  It displays the status for the soonest or most recent job scheduled in Schedule Pro.

Occupied

This field relates to the schedule pro program. Set it here and when the job is scheduled in Schedule Pro it will automatically update the occupied status in Schedule Pro, after that changes in Oder entry do not affect Schedule Pro.  For jobs scheduled for future dates, updating the field in schedule pro will also update it in Order Entry.

Material

This field is the total of all of the material lines entered on the order (Product Codes as designated in >Utilities>System Options>System Wide>Products>Starting Service Codes). 

Services

This field is the total of all service lines entered on the order (Product Codes as designated in >Utilities>System Options>System Wide>Products>Starting Service Codes). 

Misc. Charges

Enter a dollar amount of any charges for anything other than material or service.

Sales Tax

This field is supplied by the system according to the way store code and/or city list set for tax computation.  

Press Control-T or right click the mouse to compute sales tax while in the Sales Tax field.  Using right click method, gives the option of calculating both the sales and misc. tax in one step.  

The sales (or GST tax) and miscellaneous tax can be edited on an order by right clicking in the tax field and then clicking to calculate either one or both of the tax amounts. 

If a sales tax or misc. tax is entered on an Exempt or Resale order, the tax status will be changed to Taxable.  A message will alert that the change has been made.

If a line on the order is edited changing the line total, the sales tax will be recalculated.

The default order to determine Sales Tax on a customer order:

1. If the Ship to city on the Customer Order has an exact match in the City List the Sales tax pulls that information. 
2. If an exact match is not found the Sales Tax is pulled from the Store Code setup. 

The option >Utilities>System Options>Order Entry>Order Entry>Compute Sales Tax by selling Store's Location supersedes this.  If this is set to yes, the Sales Tax will always be calculated based on the Store Code setup.  This switch DOES NOT affect Use Tax.  Use tax always looks at the ship to city first.

Misc. Tax

This field allows adding any miscellaneous tax that may be required.

Use Tax

Having the ability to keep up with sales on a city and county level is particularly helpful in a "Use Tax" state.  There the tax is figured on the material GROSS cost only and is paid by the store based on the place of installation.  The tax in this case is technically not paid by the customer but by the store.  If the Sales Tax field is left at 0.00 and the tax method for the ship to city or store has been configured as "Use Tax" and there is a dollar amount entered in the MATERIAL and SERVICE fields on the customer order or there is a service line with or without a charge, the system will default the Tax Exempt question to "(N) o" and compute the use tax based on the cost of the material at the time of job costing.  This information will be included on the Tax Liability report at the end of the month.

CA Crpt Asmt

To aid clients who are required to comply with the California Carpet Product Stewardship Act effective July 1, 2011; several changes have been made to Order Entry and E-Commerce.  This is an after-tax fee required by law to be visible on all invoices for carpet sold in California.

Order Total

The system will automatically calculate the sum of Material, Inst. Services, Misc. Charges, Sales Tax and Misc. Tax.

Balance Due

This field represents the balance due on the invoice.  This reflects the Grand Invoice total plus any add-ons and less all payments and credit memos that have been entered against the particular order.

Balance Due Colors

Balance Due - means there is a balance due

Balance Due - means it is paid in full

Balance Due - means that there is a credit balance

Grand Total

This reflects the invoice total plus any add-on, minus any credit memos.

Adjust Total 

This  button will be disabled when Order Total = 0 or there are less than two Lines. 

The following warning appears when you click the Adjust Total button.

GP Button

This feature presents the projected Gross Profit Percent by clicking on a button located on the Customer order main screen, just below the Grand Total field.  The button will show the Gross Profit Percentage number and when the button is clicked; a screen is displayed that allows entering additional cost factors to determine a desired profit amount.  This feature is activated by setting the option  >Utilities>System Options>Order Entry>Order Entry>Display Costs in Orders and Inventory, also Display GP% in Order to yes .  This button can be password protected so the gross profit per cent displays, but the estimated job costing cannot be accessed. This button does not have the wording profit percent on it in case customers can view the order entry screen.

Some changes made on the Estimated Job Cost screen are temporary and do not "post" anywhere. For example, numbers entered in miscellaneous cost here are not carried over to actual job costing. Changes to the overhead margin will be retained.

Once the customer order is saved, exit and then return, the original Gross Profit Percentage will display again. As the order is edited, the gross profit percentage on the button will reflect any changes as they are made. The percentage is calculated using the same factors as job costing

Fields available for estimated job cost calculation are:  Service Cost (if Provider's Earnings are NOT integrated), Extra Service Cost / Service Line Cost, Miscellaneous Extra Cost and Overhead Margin..

The Gross Profit Percent button will be in red ONLY IF:  line(s) in a None, Gen PO or On-Order status, do not have a Gross Cost AND if the option   >Utilities>System Options>Order Entry>Order Entry>Display Costs in Orders and Inventory, also Display GP% in Orders   to yes .  Doing so will display a notification that the order lines must be edited and a cost entered in the space(s) provided.