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Orders

OrderS

Order Entry Side Menus

Additional broker menu items are highlighted in light blue.

The distributor menus have additional items highlighted in yellow.

Order Entry Browse Table

The orders are shown in a browse table.


	This table contains the header information for the order.


	This tables holds the related product information for the order.


	This is the right hand task panel which initiates order browse changes etc.

Order Entry Header

All Customer Purchase Orders should be entered in the Sales Order entry area of Naviteer Programs.

When the PO is received, verify that it has all of the information needed to create an order.

Minimum Required Information:

	Customer
	Name of customer. If customer is not in system check with Accounting that the customer has been approved.

	P.O. Number
	Purchase Order number. Sometimes a customer will use a date. This is may be acceptable as long as it is tied to purchase agreement (i.e. An email, text, fax, phone call or other communication).

	Due Date
	Due Date.

	Date to Ship
	Date to Ship/PU.

	Addresses
	Make sure the correct Billing and Shipping addresses are selected.

	Products
	Enter requested products in the Product table.

	Attachments
	Scan PO (if available) and attach to the order.

	Payment Terms
	Terms are explained in more detail below.

Status

Canceled Orders and Canceling Orders

The correct method for canceling an order is to use the Cancel/Reopen option shown here:

It is no longer allowed to change the order status to Canceled on the order itself.

You will see this message and the status is changed back to Open:

Use the Cancel/Reopen method.

Canceled orders are shown with a red X in the P column. Posted orders are shown with a green check:

Order Entry Product

Select the Product from the entry form. (8)

Press the Contract button to link the selected product to a contract. (9) The linked contract shows in the upper right of the form. (10)

Enter the quantity of product. (11)

Enter the Customer Product Code if necessary. (12)

Enter Notes for Principal and Customer. (13)

Save entry.

	Print Notes
	Notes that are to print on the Sales Memo are entered here. These notes are specific to the product line entry.

	Product Code
	Start entering the Product Code and the program will select the closest match. Us buttons next to the Product Code to select from all products or products linked to this customer.

	Contract
	Link the order to a Contract by selecting contract from the pop up list.

	Contract Number
	The contract number selected will show in this display field area.

	Customer Product Code
	Add a customer product code here.

Quantity

Enter the quantity that the customer ordered here.

The Quantity Ordered is the amount from the customer PO that is being ordered. The Quantity Shipped will automatically fill in equaling the Quantity Ordered. The Quantity Shipped can be changed to show a product is either short or over shipped. All calculations of commissions and weights are based off the quantity shipped. If a substitute product is shipped the original product ordered can be entered in the Order Quantity and the Quantity Shipped set to zero (0). The actual replacement product would be entered in Shipped Quantity and the Order Quantity set to zero (0). Either Quantity Ordered or the Shipped Quantity can be set to zero but not both.

Tabbing to enter orders works in the same fashion as before. The tab will jump from the Quantity Ordered to the Sell Price and then to Save.

There is a Calculate Sale Total Using Net Weight check box option, selecting this box will use the Net Weight to calculate the sale total. In the above example, checking the box calculates the sales gross total as $21,805.00. If the box is not checked the total is 10 (Qty) x $6.23 = $62.30 even though the price is set per LB.

The calculated Net Weight (now shown on the sell price line) can be changed if necessary. If you want to do this, just change the price in the entry field. The lock insures that the weight will not change if the quantity is modified. This tells the system to not use the calculated weight but, use the weight you specify. The lock option for the Sell Price is now a button to the left of the Sell Price prompt. Both of these lock options will show a lock icon if locked and an unlock icon if not locked. An example is shown in the above screen shot.

Please note that the Deductions will now calculate via the Net Weight if the new option is turned on. The customer order print options now show the is per UOM next to the unit price IF one has been specified.

The example below has an order of 100 cartons but the price show is per LB, not Carton.

Commission

Update the commission by %, amount per quantity sold, a fixed amount or none.

The Commission section has a new option: Calculate Commission Via Net Weight.

This option causes the commission (if any) to be calculated via the Net Weight (times the unit price which would be in pounds for example) of the order item. The net weight is calculated via the Net Pack Weight located on the Packaging tab and values inherited from the product record.

This allows for selling a quantity via Pack Type but where the Sell Price is per LB (or other UOM).

You can now specify the precise Pack Type or UOM for the quantity and price.

	% Loss (Spoils)
	Spoils can be entered here. If the Principal record has a % Loss (Spoil) it will carryover to this field.

	Discount Percent and Amount
	A discount in % and amount can be entered here. This will also carryover from the products linked to a customer.

Posting

Orders can be posted individually, tagged or tagged as one invoice.

1) Invoice and Post will post the selected invoice. In the above graphic the order number 3688 would be posted.

2) Post Tagged will post all of invoices that are tagged (see column 1 in the top table outlined in red) for payment. Each order is posted separately. This is a multi-user option where another user can post different invoices at the same time.

3) QBO ONLY - Posted Tagged as Single is similar to Post Tagged except all of the tagged invoices are posted as one entry. Please note, this will only work if Principal is the same for all of the tagged orders. If QuickBooks Online is installed the posting will also post the Account Receivable record to Quickbooks. See QBO processing HERE.

Tagging Changes

You can no longer tag orders that have been Posted or have been Canceled.

A message will be displayed.

The exception is that for Quickbooks Online users, if the order has been posted in Naviteer but not in QBO (failed for some reason such as connectivity issues), you can tag and post the order again. Posting to QBO will be attempted again.

For additional information on Tagging see Table Tagging.

Customer Order List Filtering

There are now two filter options. The Search Wizard (user defined and runtime queries) is used in conjunction with these two filter options.

The default customer order list (when the window first opens) shows Open orders only (not Posted and not Canceled). This has not changed.

There are now two checkbox options:

They are initially unchecked. Checking Include Posted will cause both Posted and Canceled orders to be included with all Open orders. Turn the checkbox off to revert back to Open orders only

Checking the Posted Only will show Posted and Canceled orders in the list. Keep in mind that if you have many orders and many are not posted, this will impact performance, e.g. the amount of time required to load the orders from the data server. It is highly recommended that if you are looking for a specific order, first use the Search field against the sort column (default is Order No) or create and/or apply a Search Wizard query.

Then click the appropriate checkbox. One or a few orders coming back from the data server is a lot faster than unnecessarily retrieving 100’s or even 1000’s of orders!

You may notice that the Shipped, Not Invoice count top right of the order list now shows the Open Orders count (per any query/filter that is in effect). This number is more useful.

It is highly advised that you post orders within a reasonable amount of time of when the customer has received the order and you are fairly certain that changes will not need to be made. This greatly reduces the overhead on the customer order list and allows you to create Principal Commission Statements and the Principal Commission Aging Report, along with other commission related reports. These reports only work with Accounts Receivable data which is created when orders are posted.

It may be easier to post multiple records by filtering the order list first. The learn how to filter a list visit Common Functions (Search Wizard) HERE.

Printing

Orders can be printed or emailed to the Principal and Customer through the Sales Order.

	Order Selection
	Select the Order to Print

	Print Sales Memo
	Print the Sales Memo/Order Confirmation

Picking Ticket

A picking ticket is used for the warehouse to pull product for shipping.

Bill of Lading

Bills of lading are only printed for distributor orders.

See link under warehousing.

Proforma Invoice

A proforma invoice is a preliminary bill of sale sent to buyers in advance of a shipment or delivery of goods. It will typically describe the purchased items and other important information, such as the shipping weight and transport charges.

A/R Detail, G/L Detail and Commission A/R - Broker Only

The accounts receivable and general ledger details can be viewed from the order entry area for posted orders.

Here is an A/R detail for a posted record.

Here is a G/L detail for a posted record.

A G/L detail for a posted broker record only records the commission associated with the sale.

The broker commission A/R for a posted record shows the expected receivable for the sale.