Sales Order Configuration
Configuration for sales quotes, sales orders, sales invoices, credit memos, and credit invoices can be found in the Sales Order section of the Configuration Manager (File → Configuration Management → Sales Order).
The Order Options section of the Configuration Manager applies to the options and defaults of new orders.
New Order Defaults
Defaults defined in the New Order Defaults section apply to new sales quotes, sales orders, and credit memos.
Days to Ship
The Requested Ship Date will be default to this number of days after the Order Date.
This is the default status for a new sales order:
- Booked: A Booked order is a confirmed order, however no inventory is allocated to it. Typically used to enter an order with a future ship date so that inventory availability isn't affected immediately.
- Scheduled: A Scheduled order has inventory allocated to it immediately upon entry. An order must be Scheduled in order to process it (Pick, Pack, Ship, Invoice).
This is the default Workflow Status for a new order. Workflow statuses are used identify where in the order process a sales order is at.
This is the default Ship Via for a new sales order.
This is a text field allowing you to enter a default FOB for new orders.
The Enter Sales Order window allows you to enter a percentage based or an amount based discount. In the Enter Sales Order/Quote window, you can alternate between either by typing a dollar sign ("$") before the discount number or by typing a percent symbol ("%") after. (e.g. $10 or 10%). The discount field can be configured to default to a percentage or amount type here.
Order Processing Options
- Default to List Price if no other price is applicable
When this is checked, Acctivate will use the product's list price if the customer is not eligible for any existing price codes related to the product. If unchecked, the price will default to zero if the customer is not eligible for any existing price codes related to the product.
- Allow Product Class Change on Order Entry
When enabled, you are able to override the Product Class for the sales order line by clicking the dropdown menu in the Class field of the sales order.
- Allow Product Description Change
When enabled, this option allows you to override the description of the product in the order window. When this option is not enabled, you cannot edit the description in the order window.
- Schedule Out-of-stock Products
When enabled, Acctivate will schedule the full ordered quantity, even if the product has no availability or is out of stock. This means Acctivate will not place any quantity on backorder automatically, however you can manually override the Scheduled quantity.
- Schedule Non-standard Products
This option will schedule the full ordered quantity of "N" line types (Non-Standard) on a sales order.
- Schedule Drop-ship Products
If enabled, this option will schedule the full ordered quantity of a Drop Ship line ("D" line type). If not enabled, the full ordered quantity will be placed on backorder. You can manually override the scheduled quantity once you are ready to invoice.
- Allow payment with order
This option must be enabled in order to save payment information with a sales order or enter it at the time of invoicing. When enabled, the Enter Sales Order window will have a Payments tab.
- Warn if duplicate customer PO number is entered
If enabled, you will receive a pop-up notification when entering or opening a sales quote, sales order, or credit memo that has a PO Number that is being used on another sales transaction for the same customer.
- Backorder quantity reserves product
If enabled, Acctivate will schedule up to the difference between the product's On Hand quantity and the outstanding sales order quantity (Scheduled + Backordered). If disabled (recommended), Acctivate will schedule up to the difference between the On Hand quantity and scheduled quantity. See our Knowledge Base for more information.
- Shipping charges are ineligible for order discount
If enabled, products that are setup with the Item Type of "Shipping" will not have order discounts applied to them.
- Show Print Pick Ticket button
When enabled, Acctivate will display a "Pick Ticket" button at the top of the sales order as the next suggested action. Clicking will print the Pick Ticket.
- Show Print Pack List button
When enabled, Acctivate will display a "Pack List" button at the top of the sales order as the next suggested action. Clicking will print the Pack List.
- Show Package Shipment button
When enabled, Acctivate will display a "Package Shipments". Clicking will open the Package Shipments window.
- Max decimals in calculated price
Price Types that use formulas to calculate a price (e.g., Mgmt Cost + Percent, Last Cost + Percent, etc.) may return a price that extends to many decimal places. This option is used to round the calculated price to a reasonable number of decimal place. For example, if a product uses the "Mgmt + %" price type to add 1.25% to the warehouse's management cost of $1, the price would be calculated as $1.0125. If this option is set to round to 2 decimals, the sales order's price would be calculated as $1.01. If set to three decimals, the price would be calculated a $1.013, etc.
- Print backorder on invoices
- None: The invoice will not include any lines that are fully backordered.
- First: The first invoice will include lines that are fully backordered, but if they remain backordered, they will not appear on subsequent invoices.
- All: Any lines that are fully backordered will appear on all invoices.
- Discount Product ID
The text entered in this field will be used to create an Item in QuickBooks by this name. When an invoice discount amount or percent is entered on a sales order, the invoice that is synchronized to QuickBooks will contain a line using this item name.
- Discount Description
The description to be used in conjunction with the Discount Product ID.
- Shipment Product ID
On the Create Invoice screen you can enter a Shipping Charge which will add the shipping product selected here as a line on the sales order and Invoice. This menu only lets you select products which are setup with the Item Type of "Shipping".
- Use Order Number as Invoice Number
When enabled, the invoice number will match the sales order number. If there are multiple invoices for a single order, each subsequent invoice will use a hyphenated sequential number. E.g., sales order 1001 would have invoices of 1001, 1001-2, 1001-3, etc.
- Allow invoice for freight charges on a completed order
When enabled, you are able to open a completed sales order and click the Create Invoice button. The Create Invoice window will appear which allows you to enter in a Shipping Charge. This allows you to create an invoice for additional shipping charges after the order is completed.
- Days before "don't ship before date" to start picking
The sales order's Shipping tab contains a "Not before" date. When using the Print Pick Ticket window, Acctivate will not include pick tickets with a “Not Before” date until that date is reached. However, you can specify an additional number of days before the “Not Before” date to start the pick.
- Days before requested ship date to start picking
When using the Print Pick Ticket window, you have the option to print based on a Ship Date. The Print Pick Ticket window will include orders that have a Requested Ship date (found on the Detail and Ship tab of the sales order) as of that date, or within the number of days specified here.
Acctivate utilizes Workflow Statuses, which are sales order header labels used to identify which step of the sales processing workflow a sales order is in. Acctivate includes several workflow statuses that represent the typical steps of the sales order workflow status, however additional workflow statuses can be configured. This section allows you to define the workflow status that should be set when certain actions are completed in Acctivate desktop. Acctivate Mobile WMS has its own set of workflow status rules based on actions.
When converting a sales order to a Booked order status, the sales order workflow status will update to the workflow status defined here. Only workflow statuses with a status of "Booked" are available.
- Pick ticket printed
When printing a Pick Ticket from a sales order, the sales order workflow status will update to the workflow status defined here. Only workflow statuses with a status of "Pick in Progress" are available.
- Pack list printed
When printing a Pack List from a sales order, the sales order workflow status will update to the workflow status defined here. Only workflow statuses with a status of "Packaging" are available.
- Partial invoiced
When a sales order is partially invoiced, the sales order workflow status will update to the workflow status defined here. The default can be any of the workflow statuses with a status of "Not Ready to Pick", "Packaging", "Partially Invoiced", "Pick on Hold" or "Shipped".
When converting a Quote or Booked order to a Scheduled Order, or when resetting the scheduled quantities on a sales order, the sales order workflow status will update to the option defined here. Only workflow statuses with a status of "Not Ready to Pick" or "Ready to Pick" are available.
- Fully Invoiced
When a sales order is fully invoiced, the sales order workflow status will update to the workflow status defined here. Only workflow statuses with a status of "Completed" are available.
Order Lookup Defaults
The Order Lookup Defaults option will apply to users the first time they use the order lookup in Acctivate. If the user makes changes to the lookup options, Acctivate will remember those options per user.
Acctivate's Multi-Location Control module includes the option to utilize Picklists. A Picklist is a picking document that is organized in a sequence which gives the most efficient picking route based on the location's position within a warehouse. A picklist can contain one sales order or can consolidate multiple sales orders into a single document for improved efficiency.
The Picking section and related options of the configuration manager are only visible if you are licensed for Acctivate's Multi-Location Control module
It is strongly recommended that you follow the guidelines set forth in the View checklist for enabling this feature link.
- Picked in full by Default
When enabled, the picklist will set the Picked quantity to match the Scheduled quantity of the sales order. You would only need to override the Picked quantity if you are picking less than intended. If this option is disabled, the Picked quantity will default to zero and you will need to enter the quantity Picked for each line of the Picklist.
Allow creation of Picklists for these warehouses
You can choose to only create Picklists for certain warehouses. For example, you may not need to create Picklists for warehouses managed by a third party, or for small secondary locations such as an "Office" warehouse.
Multiple variations of forms can be printed from sales transaction windows in Acctivate, however a default form and email message template can be set for each type of form. The Report options are based on the Document Type assigned to the report in the Reports section of the Configuration Manager (File → Configuration Management → Reports → Report Catalog; then expand OrderProcessing → Forms and click on a form to see the Document Type in the right pane).
Likewise, certain forms allow a default email message template. When creating an email message template (File → Message Templates, you can set a Type at the bottom of the template which will determine which forms this message applies to.
This table defines the Document Type and Message Type that are associated with the form:
|Form||Document Type||Message Type|
|Sales Order||Sales Order||Order|
|Pick Ticket||Sales Order Pick Ticket||Order|
|Ship Doc||Sales Order Shipping Document||Order|
|Sales Invoice||Sales Invoice||Invoice|
|Service Order||Service Order||Order|
|Service Invoice||Service Invoice||Invoice|
|Credit Memo||Credit Memo||Order|
|Credit Invoice||credit memo Invoice||Invoice|
|Form||Printing the default form|
|Sales Order||When clicking the printer icon on the sales order this form will print|
|Pick Ticket||When clicking the Print Pick Ticket button on the sales order (if "Show Print Pick Ticket" is enabled)|
|Ship Doc||When clicking the Print Pack List button on the sales order (if "Show Print Pack List" is enabled)|
|Sales Invoice||When in the Create Invoice window, the form will be set to this default|
|Service Order||When clicking the printer icon on the Service Order this form will print|
|Service Invoice||When in the Create Invoice window for a Service Order, the form will be set to this default|
|Quote||When clicking the printer icon on the sales quote this form will print|
|Credit Memo||When clicking the printer icon on the credit memo this form will print|
|Credit Invoice||When in the Create Invoice window for a credit memo, the form will be set to this default|
Preview and Email
When the Preview option is enabled, "printing" a form will generate an on-screen print preview that can be printed from the preview window. If the Email option is enabled, Acctivate will generate the form in PDF format and add it as an attachment to the email window that will appear.
When using print preview or email, the form is generated before previewing on the screen or being attached to the email. Even if you choose to not print from the preview or not send the email, the action of "Printing" will still advance the workflow status or create the Sales/Credit Invoice (depending on the document printed)
Automatically Print Invoices
When this option is enabled, creating the Invoice will automatically print the invoice. If you have the Preview option enabled for Sales Invoice or Service Invoice above, the invoice will print preview. If not, the print job will be sent directly to the printer.
Sales / COGS
Acctivate allows users to configure which General Ledger accounts to use for sales and cost of goods sold (COGS) transactions. The QuickBooks sales and COGS accounts can be configured to link to one of the following attributes:
- Product Class
- Sales Category
- Customer Type
Sales Category is not required for Products, and Salesperson and Customer Type are not required for sales orders. However, if your income and COGS accounts are mapped to these attributes, then they are required.
Selecting one of the above attributes for mapping income and COGS accounts will enable Sales GL account and COGS/Expense GL account fields in the respective section of Configuration Management. For example, selecting "Product Class" will add the sales and COGS field in File → Configuration Management → Inventory → Product Class.
If the Summarize by Customer/Job option is enabled, Acctivate will synchronize a Cost of Goods Sold journal summarized per customer to QuickBooks. This journal will have the "Name" populated with the Customer's name for more detailed financial reporting in QuickBooks. If this option is not enabled, Acctivate will synchronize a summarized Cost of Goods Sold journal for all COGS transactions that have not been synchronized at the time of running a synchronization.
QuickBooks Class Tracking
If Class Tracking is enabled in QuickBooks, you will have a QuickBooks Class Tracking section visible. Invoices in QuickBooks can have a Class assigned at the header level and at the detail/line level. When Acctivate synchronizes invoices to QuickBooks we can set the Class at the header and detail level, however you do not have to use both or either. The following options are:
- Invoice (header)
- Customer Type
- Invoice Detail
- Sales Category
- Product Class
- Customer Type
If you choose an option other than "None", a Class Name field will appear in the related section of the configuration Manager. For example, if you set the Invoice Header to use the "Branch" option, a new "Class Name" field will appear in File → Configuration Management → Customer → Branch.
The Marketing Code is a way to identify what marketing efforts brought in a customer's sales order. Once defined, a Marketing Code can be assigned to a sales quote, sales order, or to a customer; in which case any quote or order created for that customer would default to the Marketing Code assigned to the customer. The Marketing Analysis reports in the Report Catalog (Reports → Customer Information → Customer Sales Reports) provide sales data by Marketing Code.
|Field||Data Type / Length|
|Description||Text 80 Characters|
|Code||Text 15 Characters|
When canceling a sales quote or sales order, you can choose from a pre-defined list of Lost Business Reasons. The Order Cancellation Reports (Reports → Sales Order → Cancellations) will include this Lost Business Reason allowing you to better identify why orders are unable to be fulfilled.
|Field||Data Type / Length|
|Reason||Text 5 Characters|
|Description||Text 50 Characters|
Price code options can be defined in the Configuration Manager. This screen allows the initial setup of price code options, but the price code definitions are assigned at the product, customer, or Price Category level. See Pricing Configuration for more information.
|Field||Data Type / Length|
|Code||Text 3 Characters|
|Description||Text 50 Characters|
Payment Methods must be setup in QuickBooks, then, after a synchronization they will be available to use in Acctivate. The Payment Method section of the Configuration Manager allows you to designate a Payment Method as being a "Credit Card". When the Credit Card checkbox is checked, there are two possible behaviors:
- If Acctivate is integrated with your credit card processor, selecting a Payment Method in the Enter Sales Order or Enter Payment window that is defined as a credit card will display additional credit card data fields. Some fields are required to process a credit card and others are optional.
- If Acctivate is not integrated with your credit card processor, selecting a Payment Method in the Enter Sales Order or Enter Payment window will required the Credit Card Number and Expiration Date fields. The credit card will not be authorized or charged by Acctivate though.
Whether or not Acctivate is integrated with your credit card processor, a single credit card can be saved per customer in Acctivate. If a credit card is saved and a credit card payment method is selected in the Enter Sales Order or Enter Payment window, the saved credit card will automatically populate the window.
Ship To Comment
Here you can setup Ship To Comments that can be selected in the Comment field of the sales order. These comments can fit up to 100 Characters. When Acctivate is first integrated with QuickBooks, saved Ship To Comments are imported into Acctivate.
Shipping related configuration spans multiple sections of the sales order folder of the Configuration Manager. When configuring these options, it's best to start first with the Carrier and then work down.
The Carrier section is where each distinct carrier that will be used is configured.
|Carrier (Required)||25 Characters||Name of the Carrier, e.g., UPS|
|Account Number||25 Characters||Account Number with Carrier|
|Carrier Type (Required)||N/A||Type of Carrier. You must selection one of the options. When configuring Ship Via's, you choose which Carrier Type is to be included in the Ship Via|
|Description||30 Characters||Full description of the carrier, e.g., United Parcel Service|
|SCAC Code||4 Characters||The carrier's Standard Carrier Alpha Code. Required to use Carrier in Packaging Manager|
|URL||255 Characters||Tracking URL. Use
|Active||Checkbox||Check to make active or uncheck to make inactive|
Once you've defined the carriers, you can setup the services provided and utilized by the Carrier. The Carrier field will display all the carriers that were setup in the Carrier portion of configuration. All fields are Required.
|Carrier||N/A||List of carriers configured in the previous Carrier section|
|Service||25 Characters||Service code that is used by Shipping workstation integrations and imports|
|Description||30 Characters||The user friendly description displayed on screen|
Carrier Billing Options
Acctivate can integrate with various shipping platforms. Supported shipping software can be configured to write shipment information, such as tracking numbers, to the sales order in Acctivate. Most shipping software allows you to select the Billing Option which determine which party (shipper/receiver/third party) and shipping account is responsible for paying. The Carrier Billing Options section allows you to configure the billing option values per carrier and determine whether or not the shipping charges need to be included on the customer's invoice.
|Carrier||The list of Carriers setup in the Carrier Section of Configuration Management|
|Billing Option||This will vary per carrier, based on the values the Carrier writes back|
|Include On Invoice||If checked, the Shipping charges will be added to the customer's invoice. If left unchecked, the shipping charges are stored for reference purposes only and they are not added to the customer's invoice|
|Active||If checked the Carrier's Billing Option is active and will be evaluated|
For example, if shipping from UPS WorldShip (and it's integrated with Acctivate), you have the option to choose "Bill Receiver All Charges" in WorldShip. UPS WorldShip will write the charges back to the Packages tab of the sales order, however if Include On Invoice is unchecked for "Bill Receiver All Charges", then the charges will not be added to the customer's invoice. This is correct because the receiver (customer) is being billed by UPS.
Carrier Insurance Options
Shipping software integrated with Acctivate can write back a value to indicate if the shipment included insurance or not. This value may vary based on which shipping software was used. The Carrier Insurance Options table allows you to translate the shipping software's "Insured" value to a consistent value (the Packages tab of the Enter Sales Order window includes an "Insured" column which will be checked or unchecked to indicate the shipment was insured or uninsured, respectively).
|Carrier||The list of carriers setup in the Carrier section of Configuration Management|
|Insurance Option||The value that the carrier's shipping software writes back to Acctivate to identify if the shipment was insured or not. E.g., UPS WorldShip will send a "Y" if insured and a "N" if not insured|
|Insured||If the "Insurance Option" written back to Acctivate means the shipment is insured then check the "Insured" checkbox|
|Active||If checked the Carrier's Insurance Option is active and will be evaluated|
Carrier Void Options
When voiding a shipment from a shipping software integrated with Acctivate, the shipping software can typically write back a value to the Acctivate database which will void the shipment from Acctivate as well. This value may vary based on which shipping software was used. The Carrier Void Options table allows you to translate the shipping software's "Void" value to a consistent value.
|Carrier||The list of carriers setup in the Carrier section of Configuration Management|
|Void Option||The value that the Carrier's shipping software writes back to Acctivate to identify that a shipment was voided. E.g., UPS WorldShip will send a "Y" when writing back a voided shipment|
|Voided||If the "Void Option" written back to Acctivate means the shipment is voided then check the "Voided" checkbox|
|Active||If checked, the Carrier's Void Option is active and will be evaluated|
If the shipping software writes a Void value back to Acctivate that translates to a voided shipment, Acctivate will remove the shipment.
A Ship Via is the method in which an order will be shipped. A Ship Via can have a default carrier and Carrier Service associated with it; however it's not required. Typically, the Ship Via is a general method for how the order will be shipped and the carrier and service will be defaulted or manually selected on the Enter Sales Quote/Order window.
For example, you may have a Ship Via of "Ground" which defaults the Carrier to "UPS" and the Carrier's Service to "Ground". Or, you may have a Ship Via of "Customer Pickup" which has no Carrier or Carrier Service defined.
|Ship Via (Required)||A 25 character description of the Shipping method|
|Carrier Type (Required)||You must choose from one of the options presented. The Ship Via can only display carriers that share the same *Carrier Type as the Ship Via|
|Default Carrier||You can set a default carrier to be associated with this Ship Via. If you set a default carrier, you must also set a default carrier service|
|Default Service||If you set a default carrier, you must also set a default carrier service|
|Send To||This column will only appear if ShipStation has been enabled. If orders with this Ship Via should be exported to ShipStation, then select ShipStation.|
|Active||Only Ship Via's that are active can be selected|
If defining a default Carrier, you should also define a default Carrier Service.
Workflow Status Configuration
Acctivate utilizes workflow statuses, which are sales order labels used to identify which step of the sales processing workflow a sales order is in. Acctivate includes several default workflow statuses which represent the typical steps of a sales order lifecycle, however additional workflow statuses can be configured. A workflow status is made up of three parts:
|ID||This is a unique code required for each workflow status. This can be anything you want and have a length of up to 5 characters.|
|Description||This is the description of the workflow status and is visible throughout the system. This can be user defined and have a length of up to 80 characters.|
|Status||This is a system defined list of options. The status option will determine how the particular workflow status is used. See table below for more information.|
New workflow statuses can be created with any description; however you must assign it a Status from the list.
|O - Booked||This workflow status is used when an order is in a Booked order status.|
|X - No Pick Required||Used to indicate that the order does not require picking to process. This workflow status can be used as the default for new orders or for rescheduled orders. Orders with this workflow status are not visible on Acctivate Mobile order picking.|
|N - Not Ready to Pick||Indicates the order is not ready to be picked yet. Orders with this workflow status are not visible on Acctivate Mobile order picking.|
|D - Pick Pending||Used when a picklist has been created for a sales order, but the Picklist has not been printed or had its pick quantities altered.|
|R - Ready to Pick||Indicates that the next stage of the sales order would be to pick. It should be noted though that this does not mean there is inventory available to pick, just that the order's next step in the process is picking. This can be used as the default for new orders and rescheduled orders. Orders in this status can be viewed in the Acctivate Mobile Order Picking module.|
|I - In Progress||Used to indicate the order is currently being picked. Automatically assigned to the order when a pick ticket is printed, the order is being picked as part of a picklist, or being picked in Acctivate Mobile Order Picking.|
|H - On Hold||Used to indicate the pick process has been put stopped and is on hold. Automatically assigned when a Picklist is canceled or it can be assigned when submitting a sales order using Acctivate Mobile Order Picking.|
|P - Picked||Used to indicate the order has been picked. Can be assigned when submitting a sales order using Acctivate Mobile Order Picking.|
|K - Packaging||Used to indicate the order is in the packaging stage but has not yet been shipped. Automatically assigned when packaging shipments for a sales order.|
|S - Shipped||This workflow status indicated the order has been shipped. Automatically assigned when a shipment in Packaging Manager is marked as shipped or when a shipment record exists from a Shipping Workstation sync.|
|B - Partially Invoiced||When an order is partially invoiced, the sales order will update to this workflow status.|
|C - Completed||A sales order which has been invoiced in full or has been marked as completed will update to this workflow status.|
|/ - Cancelled||An order which has been canceled will assigned this workflow status.|
While you can create additional workflow statuses as necessary, you should only have one workflow for each of the following statuses:
- I - In Progress
- K - Packaging
- S - Shipped
- O - Booked
- D - Pick Pending
- B - Partially Invoiced
- C - Completed
- / - Cancelled
A customer and/or sales order can be assigned a Delivery Route and a Stop on the route. To assign a Delivery Route to a customer or sales order you must choose from a pre-defined route which can be setup in this section of the Configuration Manager.
|Route||Name of the route. Can fit up to 15 characters|
|Note||A note related to the route. Stored in the database and can be included on reports|
|Active||Only routes that are active can be selected|