Order Entry Guide - Introduction part 1 of 5

Introduction - Order Entry part 1 of 5

Order Entry allows you to create quotes, and orders, and invoice for the items ordered. There is
capability to link e-commerce and shopping carts to the MyTaskit Operations module and push
those orders down to Order Entry for processing and shipping to the customer. While it is capable
of generating the order and making it available for completion it Point Of Sale it does not provide
cash drawer management.

For information on connecting your Website's shopping cart and e-commerce contact
[email protected]

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Icons

The icons shown below are active based on the open closed status and the type of transaction
being maintained.

New – Creates a new quote or order.
Clear – Clears the form of any current record.
Save – Saves the current order / quote and leaves it on the form for additional
processing.
Undo – Reverts any changes to the previous saved state of the quote or order.
Print - Based on the status of the quote or order the print icon will print either a pick list
or invoice.
Close Order - If the quote or order is open this icon will mark it as closed. Meaning the
order was canceled.
Generate Invoice - This icon is active when the type is set to order and will generate an
invoice and create special orders if applicable when processed. The invoice is available in
Point of Sale for further processing and completion.
Post to AR - This icon is active when the type is set to order and will generate an invoice
and create special orders if applicable when processed. The order will be processed
directly to the customer's AR account and the clerk will be prompted to accept payment
as well. Note, payment does not have to be taken at the time of posting.

Header Fields

The fields listed below based on the status and type of transaction. Some fields are editable and
some are not.

Order Number – This field will contain the order number as is indexed from the OE file.

1 New orders are generated by pressing enter twice or clicking the New icon from
the icon bar at the top of the form.

2 Previous order numbers can be entered directly into the field to open that order.

Original Order – This field will contain the order number if the current order number was
generated for back orders.
Transaction Type – This field has two options, Order and Quote. Order will be the default
type when a new record is generated. You can click the drop down to change the type.
Until invoiced the type can be changed as desired.
Clerk Id – This field contains clerk id that generated the transaction.
Ship to Customer – This field contains customer id that the order will be shipped to.
3/17/2016
Bill to Customer – This field contains customer id that the order will be billed to.
Tax Schema – This field will populate the tax schema based on hierarchy rules for taxing
and can be overridden as desired until the order has been invoiced.
Resale # - This field will contain the tax id number located on the customer record’s tax
tab if it’s populated. The clerk can enter a number or override the default id as desired.
Closing Clerk – This mirrors the same functionality in point of sale and allows reporting by
the clerk that closed the order. You can change it as desired until the order has been
invoiced.
POS Id – This field is read only and it contains the point of sale ticket id that is created
with the order is invoiced.
Account Balance – This field is read only and it displays the customer's current account
balance.

Order Tab Fields

Order Date – Date the order was generated, when a new order is created automatically
populate the order date. It can be changed as desired.
Promise Date – This is the date the clerk promises to deliver the order by. It
automatically defaults to the same date as the order date and can be changed as desired.
Shipping Method – This is a drop down field for the shipping methods, it will default from
parameters but you can override it based on the customer's preference.
Purchase Order – This field allows the clerk to enter a customer purchase order number.
Comments – This is a free form memo field that the user can type in comments about the
order / quote etc. These comments are printed on the invoice.

Ship To / Bill To Tab Fields

The ship and bill to fields that contain the customer address and contact information can
be maintain as needed for the current order and quote. Changes made here do not
update the customer records and are only used for labeling the quote and order
paperwork.

Details Grid

Item Number – This column contains the item numbers for products that are being
quoted or ordered. The grid accepts hand keyed or scanned item numbers, as well as \
searches. You can right click in the field to see additional function key options for
selection.

1 Valid function key options for a new row are;

2 List F6

3 List bill codes F8

4 List kits F9

5 Inbound Freight F10

6 Outbound Freight F11

7 Non-Inventory F12

Description – This column contains the item number description, it cannot be maintained.
Order Qty – This column contains the quantity being ordered it can be updated until the
order has been invoiced.
Ship Qty – This column contains the quantity of the item that is shipping on this order.
Back Order Qty – This column contains the quantity of the item that is being back
ordered.
Lost Qty – This column contains the quantity of the item that is being recorded as a lost
sale.
Price – This column contains the unit price of the item. The customer record’s price level,
discount percent, and class code pricing hierarchy will be followed when populating the
price. If there is no price for the item the column will contain $0.00 for the row.
Disc Amt – This column contains the line item discount given in dollars. If no discount is
entered the column will contain $0.00 for the row.
Disc % - This column contains the line item discount percent given. If no discount is
entered the column will contain 0.00% for the row
Extension – This column contains the extended price less any discounts given. (price x
ship qty – discounts = extension) if the net result is 0 the column will contain $0.00 for
the row.
Tax Schema – This column will contain the item's tax schema, it can be overridden by
accessing the field and selecting a different schema.
Receive Method – This column contains a drop down list for the receiving method when
the item is back ordered.
Comments – This is a free form memo field that the user can type in comments about the
line item. These comments are printed on the invoice in the detail section with the item.

Summary Fields

The summary fields display the line detail's quantity on hand, allocated, on order, and
available. The bin location is also shown if there is one for the item. The order details are
shown on the right side. Note with the exception of the Order discounts all fields are
inquiry only.
Order Discount fields - These fields allow you to add an overall discount to the order.

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see Pt 2 - OE - Create Quotes and Orders

see Pt 3 - OE - Billing Orders

see Pt 4 - OE - Closing Orders
see Pt 5 - OE - Maintain Back Order

**If at any point you run into any issues, feel free to email [email protected] for assistance.**