Sales Order Receipt Entry

IMMS allows to receive Sales Orders WITH as well as WITHOUT any Quotation Reference.

Apart from Order related details, a user can also specify if any Agent is involved in a particular Order.

IMMS provides the facility to create Sales Order against one or multiple Quotations. In case an Order is received against a single Quotation, details of that Quotation is displayed by default and can be changed as per the requirement of the Order. In case of multiple Quotations, the user needs to enter Order related details.

IMMS also provides the facility to create a new Sales Order against a Quotation which has already been used previously to book a Sales Order. In other words, a Sales Order can be created against a closed Quotation. Please note that only the Sales Items of the Closed Quotation will be displayed and the user will need to enter other details related to the Sales Order. The user can also make changes in Sales Items while doing so.

Before saving the Sales Order, IMMS checks if the Basic Amount of the Order is more than the Credit Limit allowed for the 'Bill To' Customer of that Order. If the Credit Limit is violated, the system will either warn or stop the user from saving the Sales Order depending upon the setting of flag 'What to do when Credit Limit is violated during Sales Order/Sales Order Amendment?' in Customer Master option.

Once an Order is received, Order Acknowledgment Form (OAF) can be raised against it. In case an Agent is associated with the Order, it becomes mandatory to first authorize the Agent Commission before creating an Order Acknowledgment (OAF) Form against it. In case no Agent is associated, a print out of Sales Order is mandatory.

Further please note that it is possible to make changes in an existing Sales Order only until an OAF has NOT been created against it OR the concerned Sales Order has NOT been authorized yet. Once the Sales Order is authorized or OAF is created against it, that Sales Order becomes unavailable to make any changes. But IMMS provides the flexibility to make changes in such a Sales Order through Sales Order Receipt Amendment Entry option.

A list of already existing Sales Orders will be displayed as follows -

Search:

Enter any text you want to search in the list below. The search is applicable to all columns of the list. Once the text is entered, press <ENTER> key. As a result, the list will be refreshed with all those records that contain the entered text fully or partially. In order to go back to the original list, remove the text from the box and press <ENTER> key again.

Filter By:

IMMS provides the facility to filter the records on the basis of their status. Click on the field and select either 'All', 'Authorized', 'Pending for Authorization' or 'Deleted'. Selecting 'All' will display all records, authorized as well as unauthorized. Selecting 'Authorized' will display only authorized records. Selecting 'Pending for Authorization' will display only those records that are yet to be authorized. Selecting 'Deleted' will display all the deleted records.

Once a Sales Order is generated, it may or may not need to be authorized.   Authorization of Sales Order is a flag driven option. Therefore its availability depends upon the setting of the 'Authorization Required' flag through Document Control Master option in Administrator Tools Module. Read more...   If 'On' is chosen, it becomes compulsory to authorize Sales Order after they are generated. Once authorized, a Sales Order can neither be edited nor deleted. Further only authorized Sales Orders will be available to create Order Acknowledgment Forms, Sales Order Amendment and Sales Order Cancellation. To authorize a particular Sales Order, select the corresponding record by clicking on the small white check box. You can de-select the record by clicking on the same box again. You can select multiple records in the same way. Once done, click on the button to finally authorize the selected records.   If 'Off' is chosen, once Sales Orders are generated, they are automatically authorized by IMMS irrespective of the user who has created them.

Sales Orders can be added, edited, deleted and viewed provided the Role associated with the currently logged-in user through User Management has the respective rights to do so.

To 'Add' a Sales Order, click on the button and to 'Edit', click on the icon on its corresponding record. Click on icon to delete a particular Sales Order. To view details of a particular Sales Order, <DoubleClick> on that record. As a result, following screen will be displayed -

Screen Layout of Sales Order Receipt Entry

Field Description of Sales Order Receipt Entry

With Quotation Reference

Select this option by clicking on it if you want to generate Sales Order against existing Quotations already raised for a Customer. Read more...

 

 

IMMS provides the facility to create a Sales Order against one or multiple Quotations. The availability of this facility depends upon the flag 'Do you want to receive one Sales Order against multiple Quotation Items?' set through Sales Policy option of Administrator Tools Module. Read more...   If the flag is set as 'On', IMMS will allow to create a Sales Order against one or more Quotations. Additionally, the user can select particular Items belonging to a Quotation that should be considered for the Order.   If the flag is set as 'Off', IMMS will allow to create a Sales Order against a single Quotation only. In this case, all Items belonging to that Quotation will be considered for the Order.

 

Following screen will appear to select the Quotation -

Reference Quotations

Customer:

Specify the Customer for which Sales Order has to be received against the Quotation sent.

 

Click on the icon on the field to access a list of Customers for whom Quotations have been raised through Quotation Entry option. Select your desired Customer from the list by scrolling down to it and click on 'Continue' button. Alternatively you can also enter the Customer Code. Press <TAB>.

Please note that only those Customers will be displayed/accepted for which some quantity of Quotation is still pending to be converted in to Sales Order.

You can not select a Customer that has been deactivated through Activate/De-activate Master option in Administrator Tools Module. The help list will also not display such Customers.

 

Site:

Specify the Site of Quotation.

 

Click on the field to access a list of already defined Sites belonging to the currently logged in Company through Site Master option of Administrator Tools Module. Select your desired Site from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Site Code.

 

Corporate:

Automatically displays the Corporate Name of the selected Customer as specified through Corporate Master option for your information.

 

Do you want to consider Quotations given to other Customer defined under same Corporate?

Turn this flag 'On' by clicking on it if you want to consider all Quotations which may have been generated not only for the selected Customer but also other Customers provided the Corporate Code for all these Customers is the same.

 

If this flag is 'Off', IMMS will consider only those Quotations that have been created for the selected Customer.

 

Click on the button to continue. As a result, a list of all the Quotations will be displayed as shown below -

Quotation Selection

• In case the Do you want to consider Quotations given to other Customer defined under same Corporate? is 'Off', a list of all Authorized Quotations existing against the selected Customer will be displayed in a grid as follows -

• In case the Do you want to consider Quotations given to other Customer defined under same Corporate? is 'On', a list of all Authorized Quotations existing against the selected Customer as well as other Customers provided they all have the same Corporate Code will be displayed in a grid as follows -

   

  

 

Please note that only those Quotations will be displayed - that have already been authorized for which some quantity is still pending to be converted in to Sales Order.

In case Sales Order is being made against multiple Quotations , click on the small white box to select or de-select one or more Quotations against which a Sales Order has to be made.

 

If the Sales Order is being made against a single Quotation, click on the desired Quotation against which a Sales Order has to be made. All the Items belonging to that Quotation will be considered for the Sales Order. Details of the selected Quotation will be displayed in the parent screen.

 

Quotation Item Selection

As you scroll through the Quotation grid, below mentioned grid will be automatically populated with all the Items belonging to that Quotation -

Only those Items will be displayed for which some quantity is still pending to be converted in to Sales Order.

 

In case Sales Order is being made against multiple Quotations, select the desired Item(s) by clicking on the small white box. All the selected Items will be included for the Sales Order.

 

You can keep selecting Items belonging to other Quotations in the same fashion.

 

Please note that - only uncommon items from the multiple Quotations of the same Customer will be accepted only those Quotations which have the same Currency can be clubbed into a single Sales Order

Once selection is over, click on the 'Continue' button to continue. As a result, the control will go back to the previous screen and details of the selected Customer, Currency and Salesman will be displayed automatically. Click on 'Cancel' button to discard and go back to the previous screen.

If the Sales Order is being made against a single Quotation, this grid will only display all the Items belonging to the current Quotation. All the Items belonging to the Quotation will be considered for the Order.

 

Click on the 'Continue' button to continue. Click on 'Cancel' button to discard and go back to the previous screen.

 

Without Quotation Reference:

Select this option by clicking on it if you want to generate direct Sales Order i.e., WITHOUT any Quotation reference.

Screen Layout of Order and Bank Information

Field Description of Order and Bank Information

Quotation Details

This section will remain blank in case of multiple Quotations. It is applicable ONLY if the Sales Order is being raised against a particular Quotation. It displays the details of selected Quotation Number for your reference as follows -

Quotation Year:

Automatically displays the Year of the selected Quotation Number for your reference.

 

Quotation Group:

Automatically displays the Group of the selected Quotation Number for your reference.

 

Quotation Site:

Automatically displays the Site of the selected Quotation Number for your reference.

 

Quotation Number:

Automatically displays the selected Quotation Number for your reference.

 

Quotation Date:

Automatically displays the Date of the selected Quotation Number for your reference.

Sales Order Details

This section stores the details related to the Sales Order as follows -

Order From:

Denotes the Customer for whom Sales Order is generated.

 

While 'Adding',

• In case the Sales Order is raised against Quotation Reference, this field will automatically display the selected Customer Code. You can NOT change it.

• In case its a direct Sales Order, click on the icon on the field to access a list of already existing Customers defined through Customer Master option. Select your desired Customer from the list by scrolling down to it and click on 'Continue' button. Alternatively you can also enter the Customer Code. Press <TAB>.
  • You can not select a Customer that has been deactivated through Activate/De-activate Master option in Administrator Tools Module. The help list will also not display such Customers.
  • Also if the Exchange Rate has not been entered for the selected Customer's Currency through Exchange Rate Master Entry option of Administrator Tools Module, IMMS will display an appropriate message and stop the user from generating the Order.

In case of 'Edit', and 'View', Customer will be displayed automatically for the selected Sales Order Number. You can not change it.

Bill To:

Denotes the Customer to whom the Sales Order will be billed to.

 

While 'Adding', the Customer selected in 'Order From' field will be displayed by default. You can change it.

 

In case of 'Edit' and 'View' modes, the Bill To will be displayed automatically for the selected Sales Order Number. You can change it in 'Edit' mode.

 

To add or edit Bill To, click on the icon on the field to access a list of Customers defined through Customer Master option. Select your desired Customer from the list by scrolling down to it and click on 'Continue' button. Alternatively you can also enter the Customer Code. Press <TAB>.

 

You can not select a Customer that has been deactivated through Activate/De-Activate Master option in Administrator Tools Module. The help list will also not display such Customers.

 

Address:

Address of the selected Customer will be displayed automatically. You can NOT change it.

 

Salesman:

Denotes the Salesman of the Sales Order.

While 'Adding',

• In case the Sales Order is raised against a single Quotation, this field will automatically display the Salesman Code of the selected Quotation. But you can change it if required. Click on the field to do so.

• In case its a direct Sales Order OR Sales Order being made against multiple Quotations , click on the field to access a list of already existing Employees defined through Employee Master option of Administrator Tools Module. Select your desired Employee from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Employee Code. Press <TAB>.

In case of 'Edit', and 'View', Salesman will be displayed automatically for the selected Sales Order Number. You can change it in 'Edit' mode.

Buyer:

Denotes the Buyer belonging to the Customer for the Sales Order. You can keep it blank.

 

While 'Adding', click on the field to access a list of already existing Buyers belonging to the selected Customer defined through Sales Buyer Master option. Select your desired Buyer from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Buyer Code. Press <TAB>.

 

In case of 'Edit', and 'View', the Buyer Code of the selected Sales Order Number will be displayed automatically. You can change it in 'Edit' mode.

Currency:

Denotes the Currency of the Sales Order.

• In case the Sales Order is raised against Quotation Reference, the Currency mentioned in the selected Quotation will be displayed automatically. You can NOT change it.

• In case its a direct Sales Order, the selected 'Bill To' Customer's Currency as specified through Customer Master option will be displayed by default.

Bank Book:

Denotes the Bank Book associated with the Sales Order.

 

While 'Adding' a new Sales Order, click on the field to access a list of already existing Bank Books defined through Book Master Maintenance option of Finance Module. Select your desired Bank Book from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Book Code. Press <TAB>.

 

In case of 'Edit', and 'View', the Bank Book associated with the selected Sales Order Number will be displayed automatically. You can NOT change it in 'Edit' mode.

 

Bank A/C No:

Automatically displays the Bank Account Number of the selected Bank Book for your reference. You can NOT change it.

 

Bank Name:

Automatically displays the Name of the selected Bank for your reference. You can NOT change it.

 

Address:

Automatically displays the Address of the selected Bank for your reference. You can NOT change it.

 

GST Number:

Automatically displays the GST Number of the selected Customer as specified through Customer Master Entry option. It can not be changed.

 

Free Supply

This option will be visible only if the flag 'Want to Book Sales Order for Warranty (Free) Supply?' is set as 'On' through Sales Policy option of Administrator Tools Module. If the flag is 'Off', this option will not be displayed at all.

Denotes whether the Customer Order will be supplied free of cost or not.

 

While 'Adding' a new Sales Order, click on the small white box if the Order has to be supplied free of cost to the Customer. Otherwise leave it empty.

 

In case of 'Edit', and 'View', the value of this field for the selected Sales Order Number will be displayed automatically. You can change it in 'Edit' mode.

Returnable Entry

This option will be displayed only when the Order is a Free Supply Order.

Select this option by clicking on it if the Free Supply Order is Returnable one.

 

Non-Returnable Entry

This option will be displayed only when the Order is a Free Supply Order.

Select this option by clicking on it if the Free Supply Order is Non-Returnable one.

Click on the button to continue.

Screen Layout of Internal Order Numbering

Field Description of Internal Order Numbering

Internal Order Numbering

This section saves the Internal Order details as follows -

Internal Order Year:

Denotes the Year of Internal Order.

 

While 'Adding' a new Sales Order, current financial year will be displayed by default. You can NOT change it.

 

In case of 'Edit', and 'View', current financial year will be displayed by default. You can change it.

Internal Order Group:

Denotes the Group of Internal Sales Order.

 

While 'Adding', please note that the Group which has been specified as default for the selected financial year through Document Control Master option in Administrator Toolswill be displayed automatically.

 

You can change it by clicking on the field to access a list of already defined Sales Order Receipt Groups for the entered Year though Document Control Masteroption in Administrator Tools Module. Select your desired Group from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Group Code.

 

In case of 'Edit', and 'View', Internal Order Group will be displayed automatically for the selected Sales Order Number. You can NOT change it.

 

Internal Order Site:

Denotes the Site of Internal Sales Order.

 

In case the Sales Order is raised against Quotation Reference, this field will automatically display the Site Code of the selected Quotation Number. You can NOT change it.

 

In case its a direct Sales Order,

While 'Adding', the Site if any specified with the selected Sales Order Group will be displayed automatically by default.

Click on the field to access a list of already defined Sites. Select your desired Site from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Site Code.

 

Read more about Site...

Please note that the Site(s) will be displayed/accepted as per the following conditions - In case the 'Site Required?' flag is 'On' through Document Control Master option in Administrator Tools Module, then only those Sites will be displayed which have been linked with the selected Year and Sales Order Group. In case the 'Site Required' flag is 'Off', then all the Sites that have been defined for the current Company through Site Master option of Administrator Tools Module will be displayed.

In case of 'Edit', and 'View', Internal Order Site will be displayed automatically for the selected Sales Order Number. You can NOT change it.

 

Internal Order Number:

(Type : Alphanumeric, Length : 6)

Denotes the Number of Internal Sales Order.

 

While 'Adding', Internal Order Number is either generated automatically or entered manually by the user.

 

Generation of Internal Order Number is a flag driven option and depends upon the setting of flag 'Auto Number Generate Required' through Document Control Master option in Administrator Tools Module. Click here to read more about the flag...   If the flag is 'On', a new Internal Order Number will be automatically generated by the system and incremented by one for current financial year.   If the flag is 'Off', the User can enter a unique Internal Order Number manually. The system also ensures that the Number entered is a unique one.

 

In case of 'Edit', and 'View', Internal Order Number will be displayed automatically for the selected Sales Order Number. You can NOT change it.

Internal Order Date:

Specifies the Date of Sales Order.

While 'Adding' a new Sales Order, enter the Date of Sales Order. It can not be later than today's date.

In case of 'Edit', and 'View', Date will be displayed automatically for the selected Sales Order Number. You can change it in 'Edit' mode.

Sales Order:

Denotes the type of Sales Order.

 

While 'Adding', select whether the Sales Order is a 'Regular Sales Order', 'Sales in Transit Order' or 'High Sea Sales Order' by selecting the appropriate option from the given popup.

 

In case of 'Edit' and'View', the type of Sales Order will be displayed automatically for the selected IO. Year, IO Group, IO Site and IO Number. You can change it in 'Edit' mode.

Click on the button to continue.

Screen Layout of Customer PO / Project Information

Field Description of Customer PO / Project Information

Customer PO Details

Specifies the Customer Purchase Order details as follows -

P.O. Number:

(Type : Alphanumeric, Length : 25)

 

Customer PO Number is not mandatory to enter in case the Order is a 'Free Supply'.

 

In 'Add' mode, enter the Customer Purchase Order Number. It can not be left blank. Press <TAB>.

Please note that duplicate Order Number can not be entered for the same Customer. Once entered, the system will check that a unique Number has been entered for the same Customer.

In 'Edit', and 'View' modes, Order Number will be displayed automatically as per the selected Sales Order Number. You can change it in 'Edit' mode.

P.O. Date:

Customer PO Date is not mandatory to enter in case the Order is a 'Free Supply'.

 

Specifies the date of Customer PO.

 

While 'Adding', today's date is displayed by default. You can change it but it should not be before the date of selected Quotation Number and should not be later than today's date.

In 'Edit', and 'View' modes, Date will be displayed automatically as per the selected Quotation Number. You can change it in 'Edit' mode.

L.O.I Number:

(Type : Alphanumeric, Length : 50)

 

Denotes the Letter of Intent Number.

 

In 'Add' mode, enter the Letter of Intent Number.

In 'Edit', and 'View' modes, LOI Number will be displayed automatically as per the selected Sales Order Number. You can change it in 'Edit' mode.

L.O.I Date:

Denotes the Date of Letter of Intent.

 

In 'Add' mode, enter the Date of Letter of Intent.

In 'Edit', and 'View' modes, Date of LOI will be displayed automatically as per the selected Sales Order Number. You can change it in 'Edit' mode.

Customer Project Name:

This option will be displayed only if the Sales Order is a 'Regular Sales Order' or 'Sales in Transit Order' or 'High Sea Sales Order'.

(Type : Alphanumeric, Length : 40)

 

While 'Adding' a new Sales Order, enter the customer's Project Name.

 

In 'Edit', and 'View' modes, Customer Project Name will be displayed automatically as per the selected Sales Order Number. You can change it in 'Edit' mode.

 

Sales Order Ref Number:

(Type : Alphanumeric, Length : 25)

Denotes the Reference Number for the Sales Order.

 

While 'Adding' a new Sales Order, enter its Reference Number.

 

Entering Sales Order Ref Number is a flag driven option and depends upon the setting of flag 'Do you want Unique Sales Order Reference Number for Customer?' set through Sales Policy option of Administrator Tools Module. If the flag is set as 'On', it is compulsory to enter Reference Number . Moreover, the Reference Number should be unique for a Customer. If the flag is set as 'Off', it is not compulsory to enter the Reference Number and if entered, it can be repeated for other Orders as well.

 

In case of 'Edit', and 'View', Reference Number of the selected Sales Order will be displayed automatically. You can change it.

 

Mode of Dispatch:

Denotes the Mode of Dispatch for the Customer.

 

While 'Adding' a new Sales Order, the Mode of Dispatch specified for the selected Customer through Customer Master option will be displayed automatically. You can change it. In order to do so, click on the field to access a list of already existing Modes of Dispatch defined through Codes Master Entry (Code Type = 'MOD') option of Administrator Tools Module. Select your desired Mode from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Mode of Dispatch Code. Press <TAB>.

 

In 'Edit', and 'View' modes, Mode of Dispatch for the selected Customer Code will be displayed automatically. You can change it in 'Edit' mode.

 

Contact Person:

Denotes the Contact Person for the Sales Order.

 

In 'Add' mode, a list of all Contacts specified for the selected Customer Code through Customer Master option will be displayed in a popup. Select the desired one by clicking on it.

 

In 'Edit', and 'View' modes, a list of all Contacts specified for the selected Customer Code through Customer Master option will be displayed in a popup with the previously specified Contact highlighted. You can change it by selecting the desired one by clicking on it.

 

Road Permit Received?

Denotes whether Road Permit has been received against the Sales Order or not.

 

While 'Adding' a new Sales Order, turn the flag 'On' by clicking on it if the Permit has been received. Otherwise keep it 'Off'.

 

In 'Edit', and 'View' modes, status of this flag will be displayed automatically for the selected Customer Code. You can change it in 'Edit' mode.

 

Is Agent Associated with this Order?

While 'Adding',

• In case the Sales Order is raised against Quotation Reference, this field will be displayed as 'On' or 'Off' as per the selected Quotation. You can change it.

• In case its a direct Sales Order, turn this flag 'On' by clicking on it if there is an Agent associated with the Order. Keep the flag 'Off' if there is no Agent involved.

In 'Edit', and 'View' modes, this option will be displayed as 'On' or 'Off' as per the selected Sales Order Number. You can change it in 'Edit' mode.

 

Agent:

Denotes the Agent associated with the Sales Order.

 

Please note that this field is visible only if the Agent is associated with the Sales Order. Otherwise it will not appear.

 

While 'Adding' a new Sales Order,

• In case the Sales Order is raised against Quotation Reference, and a Sales Agent is associated with that Quotation, it will be displayed here by default. Otherwise the field will be displayed empty.

You can enter or change a Sales Agent by clicking on the field to access a list of Agents defined through Vendor Master option of Purchase Module. Select your desired Agent from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Agent Code. Press <TAB>.

 

In 'Edit', and 'View' modes, Agent Code will be displayed automatically as per the selected Sales Order Number. You can change it in 'Edit' mode.

Click on the button to continue.

Screen Layout of Order Items and Taxes

Field Description of Order Items and Taxes

Order Item

A grid is displayed populated with Items belonging to the Sales Order as follows -

Click on button to enter more Sales Items in the grid. As a result, a new row will added in the end of the grid.

While 'Adding' a new Sales Order,

• In case the Sales Order is raised against a single Quotation, this grid will be populated with Sales Items belonging to the selected Quotation Number along with other details as entered through Quotation Entry option.

• In case the Sales Order is being raised against multiple Quotations , this grid will be populated with the Sales Items belonging to various Quotations selected through 'Reference Quotation' tab with their respective details.

• In case its a direct Sales Order, this grid will be displayed empty. You can add Sales Items here.

In 'Edit', and 'View' modes, this grid will be populated with Sales Items belonging to the selected Sales Order Number.

Field Description of the grid -

Action

Click on the icon to remove a record from the grid. Click on the 'Delete' icon again to un-delete the record.

 

Application Code:

Denotes the Application Code .

 

While 'Adding' a new Sales Order,

In case the Sales Order is raised against a single Quotation OR against a Closed Quotation, this field displays the Application Code belonging to the selected Quotation Number. You can change it. To replace it with a new Application, click on the field to access a list of Applications defined through Codes Master - Entry (Code Type = 'SQ ') option of Administrator Tools Module. Select your desired Item from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Application Code. Press <TAB>.

In case its a direct Sales Order OR Sales Order is being raised against multiple Quotations , click on the field to access a list of Applications defined through Codes Master - Entry (Code Type = 'SQ ') option of Administrator Tools Module. Select your desired Item from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Application Code. Press <TAB>.

In case of 'Edit', and'View', Application Code will be displayed automatically as per the selected Sales Order Number. You can change it in 'Edit' mode.

Application Name:

Name of the selected Application Code will be displayed automatically.

Sales Item Code:

Denotes the Sales Item.

 

While 'Adding' a new Sales Order,

In case the Sales Order is raised against a single Quotation, this field displays the Sales Item Code belonging to the selected Quotation Number. You can NOT change it but you can delete it. Additionally you can also add a new Sales Item. To do so, click on the field to access a list of Sales Items that have been mapped with the selected Customer through Item Customer Master option. Select your desired Item from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Item Code. Press <TAB>.

You can not select an Item that has been deactivated through ActivateDe-Activate Master option in Administrator Tools Module. The <F5> help will also not display such Items.

In case the Sales Order is raised against multiple Quotations , this field displays the selected Sales Items belonging to various Quotations. You can NOT change it but you can delete it. Additionally you can also add a new Sales Item. To do so, click on the field to access a list of Sales Items that have been mapped with the selected Customer through Item Customer Master option. Select your desired Item from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Item Code. Press <TAB>.

You can not select an Item that has been deactivated through Activate/De-Activate Master option in Administrator Tools Module. The <F5> help will also not display such Items.

In case its a direct Sales Order, click on the field to access a list of Sales Items that have been mapped with the selected Customer through Item Customer Master option. Select your desired Item from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Item Code. Press <TAB>.

In case of 'Edit', and'View', Sales Item will be displayed automatically as per the selected Sales Order Number.

Sales Item Description:

Displays the Name of the Sales Item. You can not change it.

 

In case its a direct Sales Order,

while 'Adding' a new Sales Order,specify the Optional Item for the Sales Item. Click on the icon on the field to access a list of Optional Items associated with the current Sales Item through Sales Item Master: Product/Spare option. Select your desired Optional Item from the list by scrolling down to it and click on 'Continue' button.

 

while 'Adding' a new Sales Order, specify the Technical Specification for the Sales Item. Click on the field to access a list of Technical Specifications defined through Codes Master Entry (Code Type = 'TCHSP') option of Administrator Tools. Select your desired Optional Item from the list by scrolling down to it and click on 'Continue' button.

 

In case its a direct Sales Order,

Customer Item Code:

(Type : Alphanumeric, Length : 100)

Displays the Customer Part Number for the Sales Item.

 

While 'Adding' a new Sales Order,

In case the Sales Order is raised against Quotation Reference, the Customer Item Code entered for this Item while raising its Quotation will be displayed automatically. if NO Customer Item Code was entered while raising the Quotation, IMMS provides the facility to enter it for the Sales Order. Click on the field. Enter the Customer Item Code followed by <TAB>.

 

In case a new Sales Item has been added, the Customer Item Code for the combination of selected Customer Code and Sales Item Code entered through Item Customer Master option will be displayed by default. If it has not been entered, this field will be displayed blank. You can either enter or change the Customer Item Code or leave the field blank.

 

In case its a direct Sales Order, the Customer Item Code for the combination of selected Customer Code and Sales Item Code entered through Item Customer Master option will be displayed by default. If it has not been entered, this field will be displayed blank. You can either enter or change the Customer Item Code or leave the field blank.

In case of 'Edit', and'View', Customer Item Code will be displayed automatically as per the selected Sales Order Number. You can change it.

 

Customer Item Name:

(Type : Alphanumeric, Length : 255)

Displays the Name of the Customer's Item Code.

 

While 'Adding' a new Sales Order,

In case the Sales Order is raised against Quotation Reference, the Customer Item Name entered for this Item while raising its Quotation will be displayed automatically. if NO Customer Item Name was entered while raising the Quotation, IMMS provides the facility to enter it for the Sales Order. Click the field. Enter the Customer Item Name followed by <TAB>.

 

In case a new Sales Item has been added, enter the Customer Item Name for the Sales Item. You can also leave the field blank if it is not required.

 

In case its a direct Sales Order, enter the Customer Item Name for the Sales Item. You can also leave the field blank if it is not required.

In case of 'Edit', and 'View', Customer Item Name will be displayed automatically as per the selected Slaes Order Number. You can NOT change it.

 

SUOM:

Displays the Sales Unit of Measurement of the Sales Item as specified through Sales Item Master : Product/Spares or Sales Item Master : Service option for your reference purpose. It can not be changed.

 

Model No:

In case the Sales Order is raised against Quotation Reference, displays the Model Number for the Sales Item as specified for the selected Quotation Number. You can NOT change it.

 

In case a new Sales Item has been added, automatically displays the Model Number for the selected Sales Item as specified through Sales Item Master : Product/Spares OR Sales Item Master : Service option. You can NOT change it.

 

In case its a direct Sales Order, automatically displays the Model Number for the selected Sales Item as specified through Sales Item Master : Product/Spares OR Sales Item Master : Service option. You can NOT change it.

 

Qty(IUOM):

Automatically converts and displays the Quantity entered in Sales UOM into Internal UOM. You can NOT change it.

 

Qty(SUOM):

(Type : Numeric, Length : 9.4)

While 'Adding' a new Sales Order,

In case the Sales Order is raised against Quotation Reference, automatically displays the Quantity of Quotation for the Sales Item as specified for the selected Quotation Number. You can change it as per the requirement of the Sales Order. Click on the field to do so. Enter the quantity followed by <TAB>.

 

Please note that the system will first check 'Sales EOQ' entered for the combination of selected Customer and Item in the Item Customer Master option. If the entered Quotation Quantity is not in the multiple of the Sales EOQ, the system will display an appropriate message and restrict the user from continuing. But if the Sales EOQ is blank in Item Customer Master, the system will check the 'Sales EOQ' entered in Sales Item Master:Product/Spare option. If the entered Quotation Quantity is not in the multiple of the Sales EOQ, the system will display an appropriate message and restrict the user from continuing.

 

In case its a direct Sales Order or a new Sales Item has been added, click on the field. Enter the quantity followed by <TAB>.

 

Please note that the system will first check 'Sales EOQ' entered for the combination of selected Customer and Item in the Item Customer Master option. If the entered Quotation Quantity is not in the multiple of the Sales EOQ, the system will display an appropriate message and restrict the user from continuing. But if the Sales EOQ is blank in Item Customer Master, the system will check the 'Sales EOQ' entered in Sales Item Master:Product/Spare option. If the entered Quotation Quantity is not in the multiple of the Sales EOQ, the system will display an appropriate message and restrict the user from continuing.

In case of 'Edit', and'View', Qty (SUOM) will be displayed automatically as per the selected Sales Order Number. You can change it but it should fulfill the criteria mentioned in 'Add' mode.

 

Currency Code:

Automatically displays the Currency Code mentioned in Order and Bank Infromation tab. You can NOT change it.

 

Basic Price (IUOM):

Automatically converts and displays the Basic Price entered in Sales UOM into Internal UOM. You can not change it.

 

Basic Price (SUOM):

(Type : Numeric, Length : 9.4)

While 'Adding' a new Sales Order,

In case the Sales Order is free of cost, ie, 'Free Supply' is 'On', IMMS will by default consider the rate of such Item as 1. You can NOT change it.

In case the Sales Order is raised against Quotation Reference, this field automatically displays the Basic Price (in Sales Unit of Measurement) of the Sales Item as entered through the selected Quotation Number. You can change it as per the requirement of the Sales Order. Click on the field to do so. Enter the Price followed by <TAB>.

In case a new Sales Item has been added, this field automatically displays the Basic Customer Price of the Sales Item.

The Basic Price of the Sales Item depends upon the setting of flag 'In Sales Quotation/Order, Sales Item Rate to be picked up from' through Sales Policy option of Administrator Tools Module. If the flag is set as 'Item Customer Master', the Rate of the Item will be picked up for the selected Customer from Item Customer Master option. If the flag is set as 'Item Sales Master', the Rate of the Item will be picked up from Sales Item Master:Product/Spare option.

Further, if the flag 'Want to change Rate in Sales Order Entry' is set as 'On' through Sales Policy option of Administrator Tools Module, IMMS will allow to change the Rate. To change it, click on the flag. Change the Price followed by <TAB>. If the flag is set as 'Off, IMMS will not allow to change the Rate.

 

You can change it as per the requirement of the Sales Order. Click on the field to do so. Enter the Price followed by <TAB> .

In case its a direct Quotation, this field automatically displays the Basic Customer Price of the Sales Item for the selected Customer as entered through Item Customer Master option. You can change it as per the requirement of the Sales Order. Clik on the field to do so. Enter the Price followed by <TAB>.

In case of 'Edit', and'View', Basic Price (SUOM) will be displayed automatically as per the selected Sales Order Number. You can change it provided it is not a free of cost Item.

 

Item Basic Amount:

Automatically calculates and displays the Basic Amount of the Sales Item as Basic Price (SUOM) * Qty (SUOM). You can not change it.

 

Discount Type:

Additional Discounts provided on each Item to the Customer can be entered through this field.

 

In case the Sales Order is free of cost, ie, 'Free Supply' is 'On', Discounts can NOT be applied for such free Items.

 

For Items that are NOT free of cost, click on the field. Another grid will be displayed as follows -

In 'Add' mode, if the Discount for the selected Customer have already been mentioned through Item Customer Master option, this grid will automatically display them. But if no discounts have been mentioned, this grid will be displayed as blank.  

 

In 'Edit', and 'View' modes, this grid will be populated and displayed previously entered Discounts entered if any for the selected Quotation.

Click on button to enter more Discounts in the grid. As a result, a new row will added in the end of the grid.

Action

Click on the icon to remove a record from the grid. Click on the 'Delete' icon again to un-delete the record.

Discount Code:

Click on the field to access a list of already existing Dealer Discounts defined through Codes Master Entry (Code Type = 'DD') option of Administrator Tools Module. Select your desired Discount from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Discount Code.

 

Discount Name:

Name of the selected Discount Code will be displayed automatically.

 

Discount Type:

Discount can be offered in either percentage or value. Select 'Percentage' or 'Value' from the given popup. Press <TAB>.

 

Discount Value:

Click on the field. Now enter discount value either in percentage or amount as the case may be. Press <TAB>.

 

Once done, click on ' Ok' button to save the entered Discount details or 'Cancel' to discard them. In both the cases, the control goes back to the previous grid.

 

Disc. Amt:

Amount of Discount for the Sales Item will be calculated and displayed automatically as per the entered Discount Details. You can not change it. The system will take care of the type of discount which is percentage or value that should be considered.

 

Item Amt After Disc:

Automatically calculates and displays the Amount of Item after Discount. It is calculated as Item Basic Amt - Discount Amt. You can not change it.

 

Rate Stru Code:

Specifies the Rate Structure applicable for the Sales Item.

 

While 'Adding' a new Sales Order, this field will automatically display the Rate Structure already entered for the Customer through Item Customer Master option. You can change it. Click on the field to access a list of already existing Rate Structures defined through Rate Structure Master option. Select your desired Rate Structure from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Rate Structure Code.

 

In case of 'Edit' , and 'View', Rate Structure of the Sales Item will be displayed as per the selected Sales Order. You can change it in 'Edit' mode.

 

You can not select a Rate Structure that has been deactivated through Activate/De-activate Master option in Administrator Tools Module. The help list will also not display such Rate Structures.

As a result final price of the Item will be recalculated automatically and displayed in 'Item Amt After Disc, Rate Stru' field as -   Item Amt After Disc, Rate Stru = Item Amt After Disc + Rate Stru Amt

Once a Rate Structure is specified, a grid populated with Rate Codes included in that Rate Structure is displayed. Click here to read more about it.

 

Rate Stru Amt:

Rate Structure Amount is automatically calculated and displayed as sum total of all Rate Amount (in the Rate Structure Detail grid). You can not change it.

 

Item Amt After Disc, Rate Stru:

Final price of the Item will be calculated automatically and displayed as -

 

Item Amt After Disc, Rate Stru = Item Amt After Disc + Rate Stru Amt

 

You can not change it.

 

Item Type:

Displays the Type of Sales Item for your reference purpose. It can not be changed.

 

Status:

Automatically displays 'Open' in case Order Acknowledgment Form (OAF) has not yet been created against this Sales Order. Displays 'Order' if OAF has been created against it. You can not change it.

 

Int. Item Code:

Automatically displays the Internal Item Code of the Sales Item as mentioned in Item Master Basic Detail - Entry option of Engineering Module for your reference. It can not be changed.

 

Int. Item Desc.:

Automatically displays the Description of the Internal Item Code for your reference. It can not be changed.

 

Tolerance % for Sales Allocation and Dispatch:

Denotes the percentage of tolerance allowed for the Item. While Allocating the Item through Sales Allocation / De-allocation option, IMMS will allow to allocate the quantity of Item including its tolerance percentage.

 

While 'Adding' a new Sales Order, click on the field. Now enter the percentage of tolerance allowed for the Sales Item. Press <TAB>.

 

In case of 'Edit', and 'View', Tolerance of the Sales Item will be displayed as per the selected Sales Order No. You can change it in 'Edit' mode.

 

Invoice Method:

Denotes the Method of Invoice raised against the Sales Order.

 

This field is specifically used in case the Sales Order is being raised for Services. IMMS allows to offer Services in terms of Value as well as Quantity. Whereas for Product/Spare type of Items, only Quantity based Invoice will be raised.

 

While 'Adding' a new Sales Order, click on the field. In case of Product/Spare type of Item, this field will display 'Q' by default. You can not change it.But in case of Service type of Item, click on the field. Select either 'V' for Value or 'Q' for Quantity from the given popup. Press <TAB>.

 

In case of 'Edit', and 'View', Invoice Method of the Sales Item will be displayed as per the selected Sales Order No. You can change it in 'Edit' mode.

 

Agent Code:

Denotes the Agent associated with the Sales Item.

 

Please note that this field is enabled only when 'Is Agent Associated in this Order ?' flag is turned 'On' in the Order & Bank Information section. Otherwise it will remain disabled.

 

While 'Adding' a new Sales Order, click on the field to access a list of Agents associated with the Sales Item and Customer through Agent Commission Master option. Select your desired Agent from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Agent Code. Press <TAB>.

 

In case of 'Edit', and 'View', Agent Code will be displayed automatically as per the Items of the selected Sales Order No. You can change it.

Please note that if no Agents have been associated with the Sales Item and Customer, the help list will not display any Agents.

Agent Description:

Automatically displays the name of the selected Agent Code for your reference. It can not be changed.

 

Remark:

Click on the field. Now enter the Remarks, if any related to the Sales Item. Press <TAB>.

 

Tag No:

(Type : Alphanumeric, Length : 255)

Click on the field. Now enter the Tags, if any related to the Sales Item. Press <TAB>.

 

Customer PO Item Sr. No:

(Type : Alphanumeric, Length : 5)

 

While 'Adding' a new Sales Order,

In case the Sales Order is raised against Quotation Reference, automatically displays the Customer PO Item Sr. No of the Sales Item as specified in its Quotation Number. You can change it as per the requirement of the Sales Order. Click on the field to do so.

In case a new Sales Item is added, click on the field. Enter the Customer PO Item Sr. No for the Item followed by <TAB>.

In case its a direct Sales Order, click on the field. Enter the Customer PO Item Sr. No for the Item followed by <TAB>.

In case of 'Edit', and 'View', Customer PO Item Sr. Number will be displayed automatically as per the selected Sales Order No. You can change it.

 

Drawing Number:

(Type : Alphanumeric, Length : 20)

 

While 'Adding' a new Sales Order, click on the field. Now enter the Drawing Number for the selected Sales Item. Press <TAB>.

 

In case of 'Edit', and 'View', Drawing Number will be displayed automatically as per the selected Sales Order No. You can change it.

AgentComm. T:

Denotes whether the Agent Commission in on Percentage or Value.

 

This field will be enabled only if the flag 'Is Agent Associated in this Order?' has been tuned 'On' through the Order & Bank Information section. Otherwise it will remain disabled.

 

By default this field will display the Commission Type for the selected combination of Agent, Sales Item and Customer specified through Agent Commission Master option . In order to change it, click on the field. Now select 'N.A.', 'Percentage' or 'Value' from the given popup. Press <TAB>.

 

In case Commission Type for the combination of Agent, Sales Item and Customer has NOT been specified through Agent Commission Master option, this field will display 'None'. You can change it by selecting the desired option from the given popup.

Agent Comm. V:

Denotes the value of Agent Commission.

 

This field will be enabled only if the flag 'Is Agent Associated in this Order?' has been tuned 'On' through the Order & Bank Information section. Otherwise it will remain disabled.

 

By default this field will display the Commission Value for the selected combination of Agent, Sales Item and Customer specified through Agent Commission Master option . In order to change it, click on the field. Now enter the value. Press <TAB>.

 

In case Commission Value for the combination of Agent, Sales Item and Customer has NOT been specified through Agent Commission Master option, this field will display 0. You can enter the value of the commission.

 

Old OAF Reference:

This field will be visible only if the flag 'Want to Book Sales Order for Warranty (Free) Supply?' is set as 'On' through Sales Policy option of Administrator Tools Module. If the flag is 'Off', this field will not be displayed at all.

 

This field will be enabled only if the flag Free Supply has been turned 'On' through the Order & Bank Information section. Otherwise it will remain disabled.

 

Denotes the already existing OAF Reference for which the Item belonging to the Order has to be supplied free of cost. It is mandatory to enter either Old OAF Reference or Internal Item against which the Item has to be supplied free.

 

While 'Adding' a new Sales Order, click on the field to access a list of already existing Order Acknowledgment Forms for the selected Customer generated through Order Acknowledgment Form Entry option. Select your desired OAF Number from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the OAF Reference. Press <TAB>.

In case of 'Edit', and 'View', Old OAF Reference will be displayed automatically as per the selected Sales Order No. You can change it.

Please note that IMMS provides facility to access OAFs for which Delivery Challans have been made within a particular duration. The user can specify the number of months through 'No of months to consider for MRDN (Free Supply) OAF' field in Sales Policy option of Administrator Tools Module.   Only those existing OAFs will be displayed/accepted for which Sales Delivery Challan has already been generated from the current date to the number of months entered in this field. For example if current date is 01/07/2016 and the number of months entered here is 2 than IMMS will consider only those OAFs for which Delivery Challans have been created between 01/05/2016 - 01/07/2016.   In case zero is entered in this field, IMMS will consider all OAFs for which Delivery Challans have been generated and authorized without checking on the creation date of Delivery Challans.

Sales Item (Old Sales Order):

This field will be visible only if the flag 'Want to Book Sales Order for Warranty (Free) Supply?' is set as 'On' through Sales Policy option of Administrator Tools Module. If the flag is 'Off', this field will not be displayed at all.

 

Automatically displays the Sales Item belonging to the selected Old OAF Number. In case the OAF Reference has not be entered, this field will remain empty.

 

Internal Item Code:

This field will be visible only if the flag 'Want to Book Sales Order for Warranty (Free) Supply?' is set as 'On' through Sales Policy option of Administrator Tools Module. If the flag is 'Off', this field will not be displayed at all.

 

This field will be enabled only if the flag 'Free Supply' has been turned 'On' through the Order & Bank Information section. Otherwise it will remain disabled.

 

Denotes the existing Internal Item along which the Item belonging to the Order is being supplied free of cost. It is mandatory to enter either Old OAF Reference or Internal Item against which the Item has to be supplies free.

 

While 'Adding' a new Sales Order -

• In case the Old OAF Reference has been entered, this field will display the Internal Code of the Sales Item belonging to that Old OAF Number. You can NOT change it.

• In case the Old OAF Reference has been kept empty, click on the field to access a list of already existing Items defined through Item Master Basic Detail - Entry option of Materials Module. Select your desired Item from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Item Code. Press <TAB>.

In case of 'Edit', and 'View', Internal Item Code will be displayed automatically as per the selected Sales Order No. You can change it.

 

Internal Item Description:

This field will be visible only if the flag 'Want to Book Sales Order for Warranty (Free) Supply?' is set as 'On' through Sales Policy option of Administrator Tools Module. If the flag is 'Off', this field will not be displayed at all.

 

Automatically displays the Description of the selected Internal Item Code.

 

Customer PO Reference:

(Type : Alphanumeric, Length : 25)

This field will be visible only if the flag 'Want to Book Sales Order for Warranty (Free) Supply?' is set as 'On' through Sales Policy option of Administrator Tools Module. If the flag is 'Off', this field will not be displayed at all.

Denotes the Customer PO Reference for the Free Supply Item.

 

While 'Adding' a new Sales Order,

• In case the Old OAF Reference has been entered, this field will display the Customer PO Reference of the Sales Order belonging to that Old OAF Number. You can NOT change it.

• In case the Old OAF Reference has been kept empty and Internal Item Code has been entered, click on the field. Now enter the Customer PO Reference. Press <TAB>.

In case of 'Edit', and 'View', Customer PO Reference will be displayed automatically as per the selected Sales Order No. You can change it.

HSN/SAC Code:

Displays the HSN/SAC Code of the Sales Item as specified through Sales Item Master : Product/Spares or Sales Item Master : Service option for your reference purpose. It can not be changed.

Equipment Attribute:

Please note that this field will be displayed only if 'Do you require Equipment Attribute' flag is set as 'On' through Sales Policy option of Administrator Tools module.

 

Click on the field. Another grid will be displayed as follows -

In case the Sales Order is raised against a Quotation, this grid will be populated with Equipment Attributes entered for the current Item of the selected Quotation Number.

 

In case its a direct Sales Order or new Sales Item is being added, this grid will be displayed empty.

Click on button to enter more Equipment Attributes in the grid. As a result, a new row will added in the end of the grid.

Field Description of the grid -

Action

Click on the icon to remove a record from the grid. Click on the 'Delete' icon again to un-delete the record.

Equipment Attribute Code:

Click on the field to access a list of already existing Equipment Attributes defined through Codes Master-Entry (Code Type="EA") option of Administrator Tools Module. Select your desired Equipment Attribute from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Equipment Attribute Code. Press <TAB>.

 

Equipment Attribute description:

Name of the selected Equipment Attribute will be displayed automatically.

 

Equipment Attribute Value:

(Type : Alphanumeric, Length : 20)

Click on the field. Now enter the value of the selected Equipment Attribute for the Item.

 

Sales Item:

Automatically displays the Sales Item for which the Equipment Attribute is being entered.

 

Once done, click on 'OK' button to continue. As a result, the control will go back to the previous grid.

Product / Spare Size:

Please note that this field will be displayed only if 'Do you want to fetch Product Size in Quotation Entry from Item Master?' flag is set as 'On' through Sales Policy option of Administrator Tools module.

 

Automatically displays the size of the selected Item as entered through Item Master Basic Detail - Entry option of Materials module for your reference purpose. It can not be changed.

Item wise Rate Structure Details

A grid populated with Rate Codes included in the selected Rate Structure as specified through Rate Structure Master option is displayed. Field Description of the grid -

Index:

Automatically generated sequence number.

 

Rate Code:

Automatically displays the Rate Code belonging to the Rate Structure for your reference.

 

Rate Description

Automatically displays the Description of the Rate Code belonging to the Rate Structure for your reference.

 

I/E:

Automatically displays whether the selected Rate Code is Included or Excluded as specified through Tax Rate Master - Entry option for your reference. It can NOT be changed.

 

P/V:

Automatically displays whether the value of the selected Rate Code is in Value or Percentage as specified through Tax Rate Master - Entry option for your reference. It can NOT be changed.

 

Applicable On:

Automatically displays the Rate Codes on which this particular Rate Code is applicable.

 

Tax Value:

Automatically displays the Value of the selected Rate Code as specified through Tax Rate Master - Entry option for your reference.

 

IMMS allows to enter value in this field to specify the 'At Actual' tax amount to be added in the PO Amount. Please note that the value can be entered only if the Rate Code is of 'Value' type or 'Percentage' type with zero % entered in Tax Rate Master for that Tax Rate.

 

Post/Non Post:

Automatically displays whether the selected Rate Code is Postable or Non Postable in Purchase as specified through Tax Rate Master - Entry option for your reference. If it is Postable, the box will be displayed as checked otherwise it will be displayed empty.

 

Rate Amount:

In case of 'Percentage', the Rate Amount field in the grid is calculated automatically as % (enterered in Tax Value field) of Total Amount. In case of 'Value', the entered amount of tax is displayed.

Currency Code:

Automatically displays the Currency of the selected Rate Code as specified through Tax Rate Master - Entry option for your reference.

Last Sales/PO

Preview Sales Records

This grid displays details related to the last Sales Orders belonging to the current Item in the main grid. The number of last Sales Orders displayed, depends upon the number entered in the field 'How many records of last Sales/PO you want to display' through Sales Policy of Administrator Tools Module.

Please note that the Sales Orders belonging to default Customer will be displayed in a highlighted color.

Previous Purchase Records

This grid displays details related to the last Purchase Orders belonging to the current Item in the main grid. The number of last Purchase Orders displayed, depends upon the number entered in the field 'How many records of last Sales/PO you want to display' through Sales Policy of Administrator Tools Module.

Please note that the Purchase Orders belonging to default Vendors will be displayed in a highlighted color.

Click on the button to continue

Screen Layout of Total Order Value

Field Description of Total Order Value

Order Level Discount

Specifies the Discount offered on the Total Amount of the Sales Order. While 'Adding' a new Sales Order, Discount Type will be displayed as 'None' and Discount Value will be displayed as blank. In case of 'Edit', and 'View', Discount Type and Discount Value will be displayed as per the selected Sales Order Number. You can change them.

Discount Type:

Select 'None', 'Percentage' or 'Value' from the given popup.

Discount Value:

(Type : Numeric, Length : 9.2)

Enter the Percentage of Discount offered in case the Discount Type is chosen as 'Percentage'. Enter amount of Discount offered in case the Discount Type is chosen as 'Value'. No Discount will be accepted if 'None' is chosen as Discount Type.

Exchange Rate:

Automatically displays the latest Exchange Rate (selling) of the Currency as specified through Exchange Rate Master Entry option in Administrator Tools Module for the currently selected Item in the grid. You can not change it as it is for your reference purpose only.

Total Amount (after Discount)

Shows the Total Amount of Sales Order after deducting the Order Level Discount from the Total Amount (after discount). You can not change any of the values.

Domestic Currency:

This field is calculated by deducting Order Level Discount from the sum of all 'Item Amt After Disc' for each Sales Item.

In case the Sales Order is prepared in Foreign Currency, this field automatically converts the derived amount in Domestic Currency by taking into account the latest foreign exchange (selling rate) entered for that Foreign Currency through Exchange Rate Master Entry option of Administrator Tools Module.

In case the Sales Order is prepared in Domestic Currency, the derived amount will be displayed as it is.

Customer Currency:

This field is calculated by deducting Order Level Discount from the sum of all 'Item Amt After Disc' for each Sales Item. It is displayed in the Customer's Currency.

Does this Sales Order require LC details?

The visibility of this option depends upon the setting of flag 'Want to enter LC (Letter of Credit) and/or BG (Bank Guarantee) details for Sales Order?' defined through Sales Policy of Administrator Tools module. Read more...   If 'On' is chosen, IMMS will allow the user to specify whether Letter of Credit details for the Sales Order are required or not. Therefore this option will be displayed.   If 'Off' is chosen, IMMS will NOT provide the option to specify whether Letter of Credit details for the Sales Order are required or not. Therefore this option will NOT be displayed.

Denotes whether the Sales Order requires Letter of Credit or not.

 

While 'Adding' a new Sales Order, turn the flag 'On' by clicking on it if Letter of Credit details need to be entered for the Sales Order through Letter of Credit Entry option. Otherwise keep it 'Off'.

 

In case of 'Edit', and 'View', the status of this flag will be displayed as per the selected Internal Order Number. You can change it in 'Edit' mode.

 

Does this Sales Order require BG details?

The visibility of this option depends upon the setting of flag 'Want to enter LC (Letter of Credit) and/or BG (Bank Guarantee) details for Sales Order?' defined through Sales Policy of Administrator Tools module. Read more...   If 'On' is chosen, IMMS will allow the user to specify whether Bank Guarantee details for the Sales Order are required or not. Therefore this option will be displayed.   If 'Off' is chosen, IMMS will NOT provide the option to specify whether Bank Guarantee details for the Sales Order are required or not. Therefore this option will NOT be displayed.

Denotes whether the Sales Order requires Bank Guarantee or not.

 

While 'Adding' a new Sales Order, turn the flag 'On' by clicking on it if Bank Guarantee details need to be entered for the Sales Order through Bank Guarantee (BG) Entry option. Otherwise keep it 'Off'.

 

In case of 'Edit', and 'View', the value of this field will be displayed as per the selected Internal Order Number. You can change it in 'Edit' mode.

Total Amount (after Tax)

Shows the Total Amount of Sales Order after deducting the Order Level Discount from the Total Amount (after tax). You can not change any of the values.

Domestic Currency:

This field is calculated by deducting Order Level Discount from the sum of all 'Item Amt After Disc,Rate Stru' for each Sales Item.

In case the Sales Order is prepared in Foreign Currency, this field automatically converts the derived amount in Domestic Currency by taking into account the latest foreign exchange (selling rate) entered for that Foreign Currency through Exchange Rate Master Entry option of Administrator Tools Module.

In case the Sales Order is prepared in Domestic Currency, the derived amount will be displayed as it is.

Customer Currency:

This field is calculated by deducting Order Level Discount from the sum of all 'Item Amt After Disc,Rate Stru' for each Sales Item. It is displayed in the Customer's Currency.

Click on the button to continue

Screen Layout of Delivery Schedules

Field Description of Delivery Schedules

Order Delivery Schedule

This screen allows to create a Delivery Schedule of the ordered Items. A grid populated with the ordered Items along with other details is displayed as follows -

While 'Adding' a new Sales Order, this grid is populated and displayed with the ordered Items entered through Order Items & Taxes section along with the default shipment address of the selected Customer.

In case of 'Edit', and 'View', this grid will be populated and displayed with Delivery Schedule created for the selected Sales Order No. You can change it.

Please note that you can not add, remove or change any Item in this grid.

Field Description of the grid -

Item Code:

Displays the Item Code ordered. You can not change it.

Delivery Qty (SUOM):

(Type : Numeric, Length : 9.4)

The quantity of the Item ordered (Qty (SUOM)) through the Order Items & Taxes section is displayed in this field by default. It represents the quantity of the Item that has to be delivered.

IMMS allows to create multiple Delivery Schedule for the same Item by dividing its Ordered Quantity. To do so click on the field. Now enter the partial quantity of the ordered quantity for which a delivery schedule has to be made. Press <TAB>. As a result, IMMS will automatically create an entry for the same Item with rest of the ordered quantity. You can further change the rest of this quantity if the need be so. IMMS will again create an entry for the same Item with rest of the ordered quantity and so on and so forth until the whole of Ordered Quantity is exhausted. Click here to see an example...   Initially the grid appears as follows -   Lets take an example of the Item in first row, 'FG2002004003'. The Ordered Quantity of this Item is 2. But if we change its Delivery Qty to 1, IMMS will automatically create one more row for the same Item with Delivery Qty as 1. The grid will now appear as follows -     Therefore, the Delivery of this Item is divided into two quantities which are 1 (appearing in the first row) and 1 (appearing in the last row) respectively.

Delivery Date:

This field automatically calculates and displays the Delivery Date of the ordered Item .

In case the Sales Order is raised against Quotation Reference, Delivery Date will be calculated by adding the Delivery Time of this Item to the Current Date. You can change the Delivery Date if required.

In case its a direct Sales Order, Delivery Date will be calculated by adding the Delivery Time of this Item to Internal Order Date. You can change the Delivery Date if required

Please note that if an Item has multiple Delivery Schedule, the Delivery Date for the subsequent quantities will be automatically calculated and displayed as Delivery Date for the first quantity + 1. You can change it. Click here to see an example...   Initially the grid appears as follows -   Lets take an example of the Item in first row, 'FG2002004003'. The Ordered Quantity of this Item is 2 and Delivery Date is 09/06/20120 But if we change its Delivery Qty to 1, IMMS will automatically create one more row for the same Item with Delivery Qty as 1. The grid will now appear as follows -   Therefore, the Delivery of this Item is divided into two schedules which are quantity 1 (appearing in the first row) with Delivery Date still as 09/06/2020 and quantity 1 (appearing in the last row) with Delivery Date as 10/06/2020 which is one day added to 09/06/2020.

Expected Installation Date:

Denotes the date when the Sales Item is expected to be installed at the client's site.

Please note that this field will be displayed only when the flag 'Do you want to enter Expected Installation Date in Sales Order Entry?' is set as 'On' through Sales Policy option of Administrator Tools Module. If this flag is set as 'Off', this field will NOT be displayed at all.

While 'Adding' a new Sales Order, enter the date when the Sales Item is expected to be installed at the client site. It should be later than or same as the 'Delivery Date' of the Item. In case the user keep it blank, IMMS will automatically display the date falling on next day of Delivery Date.

In case of 'Edit', and 'View', Expected Installation Date of the Item for the selected Sales Order No will be displayed automatically. You can change it.

Shipment Code:

Denotes the Customer's Shipment Code.

While 'Adding' a new Sales Order, the default Shipment Code (CADD) of the selected Customer will be displayed automatically. You can change it. To do so, click on the icon on the field to access a list of Shipment Codes defined for the selected Customer through Customer Shipment Master option. Select your desired Shipment from the list by scrolling down to it and click on 'Continue' button. Alternatively you can also enter the Shipment Code. Press <TAB>.

In case of 'Edit', and 'View', Shipment Code of the of the Delivery Schedule created for the selected Sales Order No will be displayed. You can change it in 'Edit' mode. IMMS provides the facility to copy the selected Shipment Code to all the delivery rows for all the items. Click 'Yes' to copy the Shipment Code or click 'No' to cancel the action.

Shipment Description:

Automatically displays the Description of the selected Shipment Code.

Item Order Qty:

Automatically displays the Ordered Quantity of the Item specified through Order Items & Taxes section for your reference. You can not change it.

Address1:

Automatically displays the Address of the selected Shipment Code as specified through Customer Shipment Master option. It can NOT be changed.

Address2:

Automatically displays the remaining Address of the selected Shipment Code as specified through Customer Shipment Master option. It can NOT be changed.

Address3:

Automatically displays the remaining Address of the selected Shipment Code as specified through Customer Shipment Master option. It can NOT be changed.

City Name:

Automatically displays the City of the selected Shipment Code as specified through Customer Shipment Master option. It can NOT be changed.

State Name:

Automatically displays the State of the selected Shipment Code as specified through Customer Shipment Master option. It can NOT be changed.

Country Name:

Automatically displays the Country of the selected Shipment Code as specified through Customer Shipment Master option. It can NOT be changed.

Pin Code:

Automatically displays the Address of the selected Shipment Code as specified through Customer Shipment Master option. It can NOT be changed.

ECC No:

Automatically displays the ECC Number of the selected Shipment Code as specified through Customer Shipment Master option. It can NOT be changed.

TIN No:

Automatically displays the TIN Number of the selected Shipment Code as specified through Customer Shipment Master option. It can NOT be changed.

Click on the button to continue

Screen Layout of Payment Schedule

Field Description of Payment Schedule

Payment Schedule

Make a schedule of Payment for the Customer using this tab. Three types of Payments can be planned -

• Advance
• Retention
• Against Delivery

Click on the button to continue

Screen Layout of Terms & Conditions

Field Description of Terms & Conditions

Terms & Conditions

A list of Terms and Conditions defined through Codes Master Entry (Code Type = 'TS') option of Administrator Tools Module will be displayed in a grid as follows -

Field Description of the grid -

Action

Click on the icon to remove a record from the grid. Click on the 'Delete' icon again to un-delete the record.

Term Code:

Displays the Code Type of the Terms Description for your reference. You can not change it.

Term Description:

Displays the Term Description for your reference. You can not change it.

Sub Term Code:

Displays the Sub Term Code for the Term Code.

While 'Adding' a new Sales Order, this field will by default display the first Sub Term defined for the corresponding Term Code. You can change it.

In case of 'Edit', and 'View' modes, the Sub Terms Code will be displayed as per the selected Internal Order Number. You can change it.

To change the Sub Term Code, Click on the field to access a list of already existing Sub Term Codes defined for the corresponding Term Code through Codes Master Entry (Code Type = < current Term Code >) option of Administrator Tools Module. Select your desired Term Code from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Term Code. Press <ENTER>.

Sub Term Description:

Description of the selected Term Code will be displayed automatically.

Print Sequence:

In case the Sales Order is raised against a Quotation, the Print Sequence of the Term Code specified through the selected Quotation Number will be displayed automatically. You can change it.

In case its a direct Sales Order , the Print Sequence of the Term Code as specified through Codes Master Entry (Code Type = 'TS') option of Administrator Tools Module will be displayed automatically. You can change it.

In order to change, click on the field. Now enter the print sequence for the Terms and Conditions. Please note that the entered sequence should be unique.

Other Charges

A list of Other Charges defined through Codes Master Entry (Code Type = 'CC') option of Administrator Tools Module will be displayed in a grid as follows -

Field description of the grid -

Charge Code:

Displays the Charge Code of the Charge Description for your reference. You can not change it.

Charge Description:

Displays the Charge Description for your reference. You can not change it.

Value:

(Type : Alphanumeric, Length : 40)

Displays the Value for the Charge Code.

While 'Adding' a new Sales Order, this field will be displayed as blank. Click on the field. Now enter the Value. Press <TAB>.

In case of 'Edit', and 'View', the Value will be displayed as per the selected Internal Order Number. You can change it.

Click on the button to continue

Screen Layout of Order Attachment

Field Description of Order Attachment

Screen Layout of Remark and Notes

Field Description of Remark and Notes

Remarks

While 'Adding' a new Sales Order, enter Remarks, if any related to the Sales Order.

In case of 'Edit', and 'View' modes, Remarks will be displayed for the selected Internal Order Number. You can change it.

Sales Order Note Details

While 'Adding' a new Sales Order, this grid will be displayed as empty.

In case of 'Edit', and 'View', this grid will be populated and displayed with Note details of the selected Sales Order Number.

Click on button to enter more Notes in the grid. As a result, a new row will added in the end of the grid.

Field Description of the grid -

Action

Click on the icon to remove a record from the grid. Click on the 'Delete' icon again to un-delete the record.

Sr. No:

Automatically generated sequence number.

 

By default the system will automatically generate this serial number by adding one to the previous Serial Number. You can change it but it should be unique. Click on the field to do so.

 

Notes:

(Type : Alphanumeric, Length : 255)

Click on the field. Enter Notes. Press <TAB>.

Click on the button to continue

Click on the button to continue

Click on the button to continue

Screen Layout of Specification Details

Field Description of Specification Details

Specification Details:

A list of ordered Items will be displayed automatically. Click on the small white box to select or de-select desired Item to see its Specification and Optional Items.

Standard Specification:

A list of Standard Specifications entered for the selected Item through Sales Item Master : Product / Spares option is displayed for your reference. Since these are Standard Specifications for the Item, you can not change their values here. If no Standard Specifications have been mentioned, this list will appear as blank. The list is as follows -

Required Specification:

It may happen that for a particular ordered Item, the Specifications values may differ from the Standard ones. You can maintain such Specifications through this option. The list appears as follows -

While 'Adding' a new Sales Order, a list of Standard Specifications entered for the selected Item through Sales Item Master : Product / Spares option is displayed by default. You can change their values by clicking on the 'Value' field. Enter the new value followed by <TAB>.  

In case of 'Edit', and 'View', the Values will be displayed as per the selected Sales Order No. You can change them.

Optional Items:

A list of Optional Items specified for the selected Item through Sales Item Master : Product / Spares option is displayed for your reference. You can not change them here. If no Optional Items have been mentioned, this list will appear as blank. The list is as follows -

Optional Items:

It may happen that for a particular ordered Item, the Optional Items may differ from the Standard ones. You can maintain such Optional Items through this option. The list appears as follows -

To do so, click on the small white box to select or de-select desired Optional Item.

While 'Adding' a new Sales Order, a list of Standard Optional Items mentioned for the selected Item through Sales Item Master : Product / Spares option is displayed by default.

In case of 'Edit', and 'View', the previously selected Optional Items for the selected Sales Order No will be displayed. You can change them.

Please note that the new Optional Items can ONLY be from the list of Optional Items mentioned for the Item through Sales Item Master : Product / Spares option. Optional Item other than this list can not be added.

Click on the button to continue

Screen Layout of Internal Communication

Field Description of Internal Communication

Internal Communication Details

This sections saves all the history that has to be maintained for each Sales Order.

In case of 'Adding' a new Sales Order,

In case the Sales Order is raised against a single Quotation, this grid automatically displays the History details (if any) for the selected Quotation Number. You can change it.

 

In case the Sales Order is raised against multiple Quotations , this grid will be displayed empty. You can enter the communication history.

In case its a direct Sales Order, this grid will be displayed as empty. You can enter the communication history.

In case of 'Edit', and 'View', this grid will be populated and displayed with History details of the selected Sales Order Number.

Click on button to enter more History in the grid. As a result, a new row will added in the end of the grid.

Field Description of the grid -

Action

Click on the icon to remove a record from the grid. Click on the 'Delete' icon again to un-delete the record.

 

Communication Date:

Denotes the date of Communication.

 

Click on the field. Now enter/select the date of Communication being entered. It can NOT be more than the Sales Order date. Press <TAB>.

 

Communication By:

Denotes the name of the person who is responsible for the Communication. Automatically displays the User Code of the person who has logged in to IMMS. You can NOT change it.

 

Name:

Name of the selected User Code will be displayed automatically.

 

Communication Description:

(Type : Alphanumeric, Length : 255)

Click on the field. Now enter the remarks. Press <TAB>.

Once you have entered all the information related to the Sales Order, click on 'Save' button to save it or 'Cancel' to discard. The control will go back to the list.