openpro application guide sales order (so)openpro.com/manual/lit/openpro_application_so.pdf · a...

OpenPro Application Guide

Sales Order (SO) 10061 Talbert Ave Suite 200 Fountain Valley, CA 92708 Telephone 714-378-4600

Fax 714-964-1491 www.openpro.com

[email protected] Last Updated October 2017

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OpenPro License Agreement

OpenPro.com® Software Web Based ERP Software

Printed in U.S.A.

Copyright 1999-2017 by OpenPro Inc Corporation. All rights reserved.

PROPRIETARY RIGHTS NOTICE: No part of this material may be reproduced or transmitted in any form or by any means, electronic, mechanical, or otherwise, including photocopying and recording or in connection with any information storage or retrieval system, without the permission in writing from OpenPro Corporation.

OpenPro Corporation has taken reasonable preventative measures to ensure the accuracy of the information contained in this manual. However, OpenPro makes no warranties or representations with respect to the information contained herein; and OpenPro shall not be liable for damages resulting from any errors or omissions herein or from the use of the information contained in this manual.

OpenPro is a registered trademark of OpenPro Inc. 10061 Talbert Ave Suite 200 Fountain Valley, CA 92708

Phone 714-378-4600

Fax 714-964-1491

Other products mentioned are used for identification purposes only and are trademarks of their respective companies.

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Sales Order Contents

OpenPro License Agreement ............................................................ 2

Chapter 1 Understanding Sales Order .............................................. 5

Introduction ....................................................................................................... 5

Keywords .......................................................................................................... 6

Product description: OpenPro.com Sales Order.............................................. 16

Chapter 2 Getting Started............................................................... 17

Introduction ..................................................................................................... 17

The Sales Order data files ............................................................................... 17

Setting up S/O ................................................................................................. 19

If you are not using OpenPro.com General Ledger ......................................... 19

If you are using OpenPro.com General Ledger ............................................... 20

Regular use ..................................................................................................... 21

OPENPRO support ......................................................................................... 22

Chapter 3 Using Sales Order .......................................................... 24

Introduction ..................................................................................................... 24

How to use this manual ................................................................................... 24

To start OpenPro.com Sales Order ................................................................. 25

Chapter 4 Guide to Daily Operations ............................................... 28

Introduction ..................................................................................................... 28

Daily Operations Checklist .............................................................................. 28

Periodic/Monthly Operations Checklist ............................................................ 29

Operations Checklist (Fiscal Year) .................................................................. 29

Operations Checklist (Calendar Year) ............................................................. 30

Chapter 5 Control Information/ Business Rules ............................... 31

Introduction ..................................................................................................... 31

Default information for Orders ......................................................................... 32

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Chapter 6 S/O Accounts Class ........................................................ 33

Introduction ..................................................................................................... 33

Entering S/O accounts .................................................................................... 33

Printing a list of S/O accounts ......................................................................... 33

Chapter 7 Entering Customers ........................................................ 34

Introduction ..................................................................................................... 34

Chapter 8 View/ Edit/ Print Customers ............................................ 36

Introduction ..................................................................................................... 36

View ................................................................................................................ 37

To Edit ............................................................................................................. 38

To Print ............................................................................................................ 39

Chapter 9 Ship To Customer Address ............................................. 40

Introduction ..................................................................................................... 40

To edit ............................................................................................................. 41

Chapter 10 Orders........................................................................... 42

Introduction ..................................................................................................... 42

Chapter 11 Recurring Orders Templates ......................................... 79

Introduction ..................................................................................................... 79

Entering recurring Orders ................................................................................ 80

Using selected recurring Orders ........................ Error! Bookmark not defined.

Chapter 12 View Open Items and Customer History ....................... 87

Introduction ..................................................................................................... 87

More information about the customer .............................................................. 89

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Chapter 1: Understanding Sales Order

Introduction

This chapter lists and defines key words used in this manual.

The OpenPro Software Systems' Sales Order module is designed to manage a company's entire payable process. It is an accrual system with a complete customer master file. Sales Order can assist in the management of cash by scheduling payment dates and by keeping track of customer payment terms.

Customer Accounts: Each customer is assigned a 15 digit alphanumeric code and is entered into the system only one time. An unlimited number of customer accounts can be maintained.

Bills /Invoices: Bills and invoices are entered in Sales Order as vouchers. The vouchers are coded to the proper account in General ledger, inventory item in Inventory, asset item in Fixed Assets or job activity in Job Costing. A voucher can be disbursed to any module and no limit is set on the number of distributions for a single voucher.

Payments and Check Printing: The vouchers can be paid by either system generated or manually written checks. A voucher can be paid in part or full. Sales Order will keep the balance open until the voucher is paid or a debit memo is issued to relieve the balance. System and manual checks and the information required to produce bank reconciliations are recorded. The Sales Order module prints checks in standard check format and the forms for the checks are available from a national supplier.

Reports: A variety of reports are available in Sales Order including a listing of all customers and their current balances, selected vouchers subtotaled by customer, vouchers selected for payment, aging and cash requirements, and a listing of checks - both system generated and manual checks.

NOTE: If you are upgrading from a previous release refer to the OpenPro Installation and System Guide.

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Keywords

Accounting

<Accounting> is the function that provides quantitative information about your company through the collection, categorization, and presentation of financial records.

Sales Order

<Sales Order Processing> is the accounting area dealing with the sales, distribution, point of sale and shipping of orders for your company.

As used here, <account> means <a record of financial activity>.

Sales Order is often abbreviated S/O or SOP.

Transactions

As used in accounting, <transaction> means a business event involving money and goods or services. For example, a transaction occurs each time you gas up your car: you pay money in exchange for gasoline (goods).

Because computer software deals primarily with business events that have already taken place, in OpenPro software, <transaction> means the record of a completed business event involving money and goods or services.

The records of sales made and payments received are examples of transactions from the accounting area called <Accounts Receivable>. The records of your purchases and the payments you make for such purchases are transactions from the accounting area called <Sales Order>. The records of quantities of goods received or sold are transactions from the accounting area called "inventory control".

Open Item

In Sales Order, an <open item> is an unpaid invoice. After a Sales Order is shipped, and terms are net days, a Receivables transaction is posted. Once that Receivables has been entered and verified as correct, it is posted and becomes an <open item> until it is fully paid. (Also, any unused credit or debit memo from a customer is an open item.)

Prepaid

In Sales Order, <prepaid> means a bill that has been paid before the good or service has been received. In this case it is not necessary for the computer to

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print a check paying this bill. In OpenPro.com S/O, a prepaid entry is called a <non–S/O> entry because it does not affect the S/O account (although it still affects other accounts).

Manual Payment

A manual payment is a payment made using a handwritten check instead of a computer–printed check.

A manual payment differs from a non–S/O (prepaid) transaction in that the non–S/O transaction was paid prior to entering into the computer system.

A manual payment can be made for an unpaid open item already entered into the system.

Immediate Payment

A special case is a method of entering an unpaid bill and having the system immediately and automatically print a check for that bill. The bill is then considered paid. An example of this is paying for a COD shipment.

Aging

To <age> means to determine how old an Orders document is. You may select to age either by <Due date> or by <Invoice date>.

The software enables you to use the above aging periods, or to define your own.

When aging is done by invoice date, a document becomes 1 day old on the first day after the customer’s invoice is posted. An invoice entered with a date of January 1 would be 30 days old on January 31, regardless of the due date.

When aging is done by due date, a document becomes 1 day old on the first day after the due date. A customer’s invoice due for payment on January 1 would be 30 days old on January 31, regardless of the invoice date.

General Ledger

When your company receives Orders and makes payments, this activity affects not only Sales Order, but also the accounting area called General Ledger.

General Ledger is the area of accounting where all accounting records are brought together to be classified and summarized. Financial statements are printed based on this data.

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As used here, general means “pertaining to many areas”. Ledger means “a book where accounting records are kept”. This term evolved from pre–computer times when accounting records were kept exclusively by hand in large books called ledgers. General Ledger is often abbreviated G/L or GL.

General Ledger Account

A General Ledger Account is a specific category under which all financial activity of a certain kind is classified. For example, you might have a General Ledger Account called ‘telephone expenses’ under which you categorized your telephone bills.

Typically, an independent business has a hundred or more G/L accounts. In OpenPro.com accounting packages, each time any financial activity occurs in any area of accounting, the dollar amount is recorded under the appropriate G/L account numbers.

Account Number

An account number can be fairly extensive. You can create an account number with up to four segments or many combinations of the four. If all four segments are used, the first two segments are reserved for cost centers, the third segment is always the main account number and the fourth segment is always the sub–account number. An account number must consist of at least one segment.

Refer to the “Company Information” chapter in the Installation and System Guide for complete information on General Ledger Account Numbers.

Distribution

As used in OpenPro.com Sales Order, distribution means either:

o The act of allocating amounts, such as purchase or disbursement amounts, to G/L accounts; or

o An amount allocated to a G/L account.

For example, when you purchase office supplies on credit, you enter information into the computer about how much you owe, who you owe it to and when it is due.

In addition, you distribute (allocate) the amount of the purchase to your G/L Sales Order account and to your G/L office supply expenses account.

The OpenPro.com S/O package collects all distributions to G/L accounts and prints a report summarizing these distributions. These distributions can be automatically transferred into OpenPro.com General Ledger, if you use it.

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Debit and Credits

In addition to handling a particular area of accounting, as described above (such as Accounts Receivable or Sales Order), each OpenPro.com package also keeps track of the effect of those transactions on G/L. For example, when you make sales to, or receive payment from your customers, this activity affects not only A/R, but also G/L.

These transactions must be recorded both in the proper A/R customer accounts and in G/L under the proper G/L account numbers.

The terms <debit> and <credit> refer to the types of transactions which must be recorded in G/L accounts to accurately reflect the activity occurring in all accounting areas.

Unfortunately, debit does not always mean <an increase in an account> and credit does not always mean <a decrease in an account>. In some accounting areas, such as most asset and expense accounts, a debit increases a G/L account and a credit decreases a G/L account. In other areas, such as most liability and sales accounts a debit decreases, and a credit increases, a G/L account.

A minus entry changes the effect of most transactions. Where it is allowed, a minus credit becomes a debit.

This occurs because of the system called <double entry accounting> (also called <double entry bookkeeping>) which is the standard method of accounting used today.

Double Entry Accounting

The concept behind double entry accounting is that every entry (transaction) results in balancing debit and credit entries into the General Ledger.

Take a look at the debits and credits involved when a typical independent business pays for goods or services bought earlier on credit:

The debit: The disbursement (payment you make) results in a debit transaction which decreases your <money owed others> account (usually called the <Sales Order> account). This is a <debit to Sales Order>.

The credit: The payment also causes a credit transaction which decreases one of your <cash on hand> accounts. This is a <credit to cash>.

So two entries are made into G/L to balance each other. These balancing entries form the basis of double entry accounting. If you or your accountant ever find

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your G/L accounts<out of balance>, it means that the proper balancing entries were not made.

No attempt is made in this manual to teach you accounting, especially about what types of transactions cause debits or credits to what accounts. Unless you are an accountant or fully responsible for maintaining your company’s General Ledger, you need not remember whether a debit increases or decreases a particular type of G/L account.

When using OpenPro.com accounting software, you are occasionally asked to enter the G/L account to be debited or credited. Just refer to the appropriate chapter in this User Manual, where you will find exact instructions about what to enter.

Within OpenPro.com General Ledger, Accounts Receivable, Sales Order, Payroll, Order Entry/Billing, Job Cost, Inventory Control, Purchase Order, and Check Reconciliation, the software automatically takes care of all double entry accounting as you enter the required information on the screen.

Function

As used here, <function> means one or more programs that accomplish a specific task.

Each selection on the main menu for an OpenPro.com package is a function. When you select a function from the menu, one or more programs automatically execute, thereby allowing you to accomplish the task you selected.

Integrated

When a set of accounting packages is <integrated>, any information generated in one area that is needed in another area is automatically supplied to that other area. You do not have to enter the information twice.

OpenPro.com accounting software is fully integrated. When OpenPro.com Sales Order is used with OpenPro.com General Ledger, any information recorded in S/O that should be known to G/L can automatically be transferred into G/L.

G/L account distributions are created each time Orders or checks are posted. The Orders Distributions to G/L Report can be printed on request. This is normally done at the end of each accounting period.

Similarly, when OpenPro.com Accounts Receivable is used with OpenPro.com Check Reconciliation, information on checks written or voided can be actually transferred to C/R.

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If you use OpenPro.com Job Cost and/or Purchase Order, Sales Order automatically interfaces to one or both packages.

Data Organization

Most of the information you enter into your computer is stored on your disk. In order for computer programs to locate specific pieces of data (within large masses of data) and to process data logically, data must be organized in some predictable way. OpenPro.com accounting software organizes your data for you automatically as it stores it on your disk. Similarly, when OpenPro.com Sales Order is used with OpenPro.com Check Reconciliation, information on checks written or voided can be automatically transferred to Check Reconciliation.

There are five terms you should understand about the way the data is organized:

Character: A <character> is any letter, number, or other symbol you can type on your computer keyboard.

Field: A <field> is one or more characters representing a single piece of data. For example, a name, a date, and a dollar amount are all fields.

Record: A <record> is a group of one or more related fields. For example, the fields representing a customer’s name, address, and account balance might be grouped together into a record called the <customer record>.

Entry: A record in a data file is often referred to as an <entry>.

Data file: A <data file> is a group of one or more related records. A data file is often referred to simply as a <file> (without the word <data>).

Each file is kept separate from other files on the disk.

(There are other types of files in addition to data files. For example, programs are stored on the disk as <program files>. However, references to <file> in this User Manual mean <data file> unless specifically stated otherwise.)

Enter

To <enter> means to record in the computer. For example, in S/O customer names and addresses must be entered into the S/O Customer File and purchases must be entered into a transaction file.

Post

To <post> means to take Orders transactions from a temporary file and move them to a permanent file (where other transactions probably already exist). For

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example, in S/O, purchases from customers are initially entered into a temporary transaction file. After Orders transactions have been entered and verified as correct, they are posted to the permanent S/O Open Item File.

Often, during transaction posting, information in other data files is also updated. For example, in S/O, when Orders are posted, the account balance and historical figures in the Customer File are also updated.

Register

A <register> is a formal report of transactions approved for posting. Registers should be retained like journals would be in a manual accounting system.

Alphanumeric

When the manual refers to <alphanumeric>, it means letters of the alphabet, numerals (numbers), special symbols (*,&,$,etc.) or any combination of all three kinds. In contrast, <numeric> (or <digits>), means only numbers.

Multi–Company

<Multi–Company> refers to the capability to do accounting functions for multiple companies with the same set of software. A user wanting to do accounting functions for more than one company on OpenPro.com packages can select Define multiple companies (refer to this chapter in the Installation and System Guide).

Help

<Help> refers to descriptions of functions which appear on your screen by pressing a designated Help. The <Help> text gives you a quick reference to the highlights of functions while you are running them.

Spool

SPOOL is a computer term meaning <Save Printer Output Off-Line>. Spooling is a technique that allows a report to print at a later time. Instead of reports going directly to a printer, they are saved as a disk file (which is usually a lot faster). When a printer is available, all or some saved reports can be printed in one long run (for example, overnight).

Check Reconciliation

<Reconciliation> means <bringing into agreement>. When reconciliation is applied to checkbooks, it means <bringing into agreement the balance of your checkbook and the balance shown on your bank statement>.

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Auxiliary Files

An easily maintainable control file allows you to define various parameters that control many of the characteristics of the package.

Customer File

S/O contains programs to maintain the Customer File, including entering, changing, and deleting information. In addition to the usual name and address information, the customer record contains information about the normal terms offered by the customer and year–to–date and last year purchases and discounts.

The Customers by Customer # Report and Customers by Customer Name Report can be printed on request.

Orders (S/O transactions)

With the Orders function, you can enter, edit, and post Orders (S/O transactions). A <voucher number> is automatically assigned to each new payable entered. This number is used as an internal reference for each invoice and requires no extra work by the user.

As each payable is entered, S/O automatically calculates the due date, discount amount, and discount date, based on the terms stored in the customer record, and presents them as default values which can be used while entering information.

Orders can be entered for <temporary> customers, so that one-time customers can be used without having to maintain Customer File records for them.

Payable distributions can be made to an unlimited number of G/L accounts.

Credit vouchers, adjustments, and prepaid can also be entered through this function.

The Orders Edit List is available on request as an aid in the editing process.

On request, new Orders are posted to the S/O Open Item File and an Orders Register is printed.

Recurring Sales Orders

You can also enter and edit recurring Sales Orders. A recurring Sales Order is one that you know occurs at some regular time interval.

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You only have to enter the recurring payable once. Then you simply select the recurring Orders that are currently due. Regular S/O transactions are created for them automatically.

Aged Open Items Report

The Aged Open Items Report can be printed on request for all or selected customers. Two formats are available. The detailed format shows all open items, by invoice, with aged totals for each customer. The summary format shows only the aged totals for each customer.

Four user–defined aging periods are provided, and aging can be done by either the invoice date or the due date.

View Open items

You can view all open items for a selected customer.

Cash Requirements Report

You can print the Cash Requirements Report on request for all or selected customers.

This report is useful in determining which customers’ items to pay. It shows past and current items due with any valid discounts. It also shows items not yet due, but on which the discount would be lost if they were not paid before the next anticipated payment date.

Manual Payments and Modifications

S/O handles manual payment of open items already entered as regular vouchers.

A manual payment is a payment made using a handwritten check instead of a computer-printed check.

You can also edit due dates, discount dates, and discount amounts for existing open items.

Payment Preparation

A very flexible payment preparation procedure is provided.

In the <group> selection mode, all current and/or past due items can be selected for payment at once. You can also choose to pay items whose discount would be lost if not paid prior to the next payment date.

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You can select for payment individual invoices or all invoices for a specified customer, or you can defer them from payment.

Partial payments can be made on any open item.

A Pre–Check Writing Report can be printed, showing all selected vouchers and what the payment amounts plus discounts are, so that any needed adjustments can be made prior to actually printing checks.

Purchases/Discounts

The Purchases/Discounts Report shows the total purchases and discounts (year–to–date and last year) for each customer shown.

Password Protection

You have the option to specify that passwords are required. A password is a unique code you assign to each individual using your OpenPro.com software.

When passwords are required, each potential user must first enter a valid password before being allowed to use a protected function.

File Recovery Procedure

This function provides the capacity to recover corrupted data files. You can also use it to convert important files to a format which can easily be interfaced to common data base and word processing programs. For more information, refer to the Installation and System Guide.

Printers

You can select any one of more of the most popular printers. Additionally, instructions are given which allow you to interface the software to other printers. For more information, refer to the Installation and System Guide.

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Product description: OpenPro.com Sales Order

Here is a summary of major S/O features:

o Provides maintenance and lists of the customers. o Allows entering, editing, and posting of new Orders, prepaid, adjustments, and

cancellations with edit list and journal. o Allows you to enter, edit and select recurring Orders to turn into customer

invoices. o Recurring Orders can be selected by cut–off date and group, allowing automatic

selection. o Prints an S/O open item report. o Allows on–line customer account inquiry. o Prints a cash requirements report. o Prints a cash disbursements projection report. o Allows flexible payment selection, including partial payments, with a check

selection edit list. o Prints S/O checks and a check register. o Many check formats are provided – may print COD checks immediately on entry. o Automatic check voiding is provided. o Prints a report showing S/O distributions to the General Ledger. o Keeps a full customer history showing the details of all entry and payment activity

for as long as you want to keep it. o Prints a customer analysis report. o An unlimited number of S/O accounts and cash accounts may be used. o Allows customer terms based on days or on day of month. o Allows aging of accounts based on days or on day of month. o May be interfaced to OpenPro.com General Ledger, Job Cost and/or Purchase

Order, or used stand–alone. o May be interfaced to OpenPro.com Check Reconciliation to reconcile the

checkbook from which payments to customers are made. o Customer <purchasing> addresses are maintained for use with OpenPro.com

Purchase Order. o Allows storing of reports on disk for printing at a later more convenient time. o Allows use of multiple printers. o Includes password protection, extensive data file integrity checks and

backup/restore facilities. o Provides on–line <Help> which is available to the user at the touch of a key.

Can be used with either <traditional> multi–level menus or a <menu bar> from which you can quickly access other functions or packages.

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Chapter 2: Getting Started

Introduction

Before getting started, ensure that the Sales Order software is installed on your computer. Refer to the OpenPro.com Installation and System Guide (ISG) to install the S/O package before proceeding.

Also, you may want to familiarize yourself with the main features of this package by reading the “Understanding Sales Order” chapter in this manual.

Your Accountant

You should consult with your accountant before using OpenPro.com software. Your accountant should be familiar with your accounting software, and can advise you on converting from your existing Sales Order system.

The Sales Order data files

In order to use this package, you first must enter certain information describing your S/O system and how you want your transactions handled.

There are several different data files that you must (enter) before the package will be ready to use. Listed below is a brief explanation of those seven files:

General Ledger Chart Accounts File

This file contains all of your General Ledger accounts used in S/O. Any time you use a G/L account number S/O will verify that it is in this file. If you are running other OpenPro.com packages, this file may already exist.

General Ledger GL Cash Accounts File

This file contains all of your cash accounts, including those used by OpenPro.com Accounts Receivable, Sales Order, Check Reconciliation, and Payroll. If you are using these other packages, this file may already exist. These accounts must also exist in the G/L Accounts file.

Rules Setup Company File

This file is used to record information about your company, such as your company name, address, etc. If you are running any other OpenPro.com package, this file may already exist.

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Rules Setup Business Rules setup File

This file contains basic information, which defines the way you do your Sales Order, and as a result, controls some of the features of the OpenPro.com package.

For example, part of this control information determines how you age your customer accounts. Since this information may affect other OpenPro.com packages, it is important that you enter it correctly.

Orders Customer File

This file contains a record for each of your customers. Each record contains such information as the customer’s name, address, usual terms, and year–to–date and last–year statistics.

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Setting up Sales Orders.

Perform these steps to use OpenPro.com Sales Order:

o Become familiar with the Installation and System Guide (ISG), especially the chapters in the section Getting Around in OpenPro.com. o Start S/O according to the instructions in the “Using Sales Order” chapter. o The Company file is set up for you as part of the installation procedure. Use Company information to edit the Company file as appropriate for your company (refer to the “Company Information” chapter in the ISG). o The Valid G/L Accounts file is used by S/O to ensure that every G/L account entered into the system is a valid account.

o If you are already using another OpenPro.com package (other than General Ledger), this file already exists. o If you are already using General Ledger but no other OpenPro.com package, the G/L Accounts file is available.

o Enter your cash accounts using General Ledger Cash Accounts. OpenPro.com allows you to use an unlimited number of cash accounts in S/O. If you are running any other OpenPro.com package, this file may already exist. You may cut checks in S/O against any of these accounts. The accounts entered here must have been entered previously in the G/L Accounts file (refer to the “Cash Accounts” chapter in the ISG).

o Enter S/O control information, using Business Rules setup. The information in the S/O Control file controls how S/O is used by your company (refer to the “Control Information” chapter) also has your next Voucher number, etc.

o Enter your customers, using Customers (refer to the “Customers” chapter). o Before using S/O on a regular basis, you must ensure that all outstanding Orders

are entered into S/O and that the total of these Orders corresponds to the balance of your S/O account in your General Ledger.

o How you do this depends on whether or not you are interfaced to OpenPro.com General Ledger. Each use is discussed in a separate section below.

o Begin using the OpenPro.com S/O package on a regular basis, making all entries through this package (unless you are using OpenPro.com Purchase Order). Refer to the “Guide to Daily Operations” chapter.

If you are not using OpenPro.com General Ledger

Gather together the documents that correspond to the outstanding account balance in your General Ledger as of the day you plan to start using OpenPro.com S/O on a regular basis.

Enter and post regular payable transactions for all of these outstanding Orders.

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You may enter each individual payable for each customer, or one summary payable for each customer. Your choice here depends upon your business situation and should be done with the advice of your accountant.

Note that if you enter one summary payable for each customer, you will not be able to track early payment discounts for the individual vouchers summarized, nor will you be able to age these individual vouchers using the Aged open items report.

At this point, the open items in S/O correspond to your S/O account balance in General Ledger and you are now ready to start using S/O on a regular basis.

Orders which are posted from this point forward will create G/L distributions. These distributions can then be printed and purged. The Orders Distribution to G/L Report is then used to transfer the debits and credits from S/O to your manual General Ledger.

If you are using OpenPro.com General Ledger

Gather together the documents that correspond to the outstanding account balance in your General Ledger as of the day you plan to start using OpenPro.com S/O on a regular basis.

Enter and post regular payable transactions for all of these outstanding Orders.

You may enter each individual payable for each customer, or one summary payable for each customer. Your choice here depends on your business situation and should be done with the advice of your accountant.

Note that if you enter one summary payable for each customer, you will not be able to track early payment discounts for the individual vouchers summarized, nor are you able to age these individual vouchers using Aged open items report.

The outstanding balance for your S/O account, as shown on the Aged Open Items Report (when run by invoice date), should tie out to the S/O account in your General Ledger.

At this point, the open items in S/O correspond to your S/O account balance in General Ledger and you are now ready to start using G/L on a regular basis.

Orders that are posted from this point forward create G/L distributions. These distributions are transferred to General Ledger using the selection Get Distributions in G/L. Refer to the “G/L Get Distributions” chapter for more information on this selection.

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Basic Process Flow

� This section shows you the overall OpenPro system data flow and integration between systems.

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Regular use

When you finish building your data files, you are ready to use S/O. The remaining chapters in this manual show you how to:

o Enter Orders o Print the Aged Open Items Report o View a customer’s invoices o Edit S/O open items o Print the Cash Requirements Report o Prepare payments and print checks o Void checks o Print the various customer history reports o Print the Purchases/Discounts Report o Perform year–end functions (Refer to the period–ending and accounting year–

ending checklists in the “Guide to Daily Operations” chapter.)

OPENPRO support

You are ready to continue now. Build the data files per the above instructions, then begin using OpenPro.com S/O to process your work.

If you have problems with this software package, contact your dealer or authorized consultant.

For the name and location of an OpenPro.com dealer or an authorized consultant near you, contact the OpenPro.com receptionist at 1–714-378-4600.

If you want to receive support directly from OpenPro.com, please call our End User Support Department at 1–714-378-4600 or email us at: [email protected]

Or when you are in OpenPro, you can select “support” on the top right side and have live support chat sessions.

When you call this number, you are billed for support on a per-incident basis. Before the billing starts, you are informed of the current rates, and you are given the opportunity to disconnect before you incur any charges.

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Training

You may go to your own dealer for training; however, if your dealer does not offer training, Authorized Training Centers are available.

Call OpenPro.com at 1–714-378-4600 for the name of the Authorized Training Center in your area. Email [email protected]

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Chapter 3: Using Sales Order

Introduction

This chapter provides the information you need in order to use OpenPro.com Sales Order.

Organization

The next chapter is a guide to daily operations. It explains how you use OpenPro.com Sales Order to perform various daily, weekly, and periodic tasks.

After the guide, the next few chapters give instructions on entering basic information to set up your package according to your needs and to prepare you for daily operation.

Next are chapters that you use most frequently. They describe how to use OpenPro.com Sales Order on a daily basis.

The last few chapters describe selections that are used periodically.

Additional information such as: defining multiple companies, passwords, advanced features, and file recovery utilities, can be obtained from the Installation and System Guide (ISG).

How to use this manual

Each chapter of this manual provides instructions on how to use a particular selection of your software.

The instructions include many examples. In fact, you can go through the manual and enter the examples shown in each chapter. This demonstrates the capabilities of your new software. Each chapter has sample printouts of the information entered. Do not attempt to do the examples on a production system. If you use the multi–company feature, you can reserve a test company for experimentation. If not, either do all your experimentation before beginning routine business use of the system, or back up all your data before your training sessions and restore it afterwards.

Before entering the examples, either initialize the data files before you begin entering your actual business information, or better yet load demonstration data as described in the ISG. When you <initialize> a file, you "clear out all information you have entered" for that file. After initialization, you restart with this chapter and enter your actual business information. Initialization is described in the File Initialization appendix at the end of this manual.

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Help

You can press the <HELP> on the upper right side of the screen key at any time for on–line help about a task or selection you are currently using.

The Menus

A <menu> is a list of items from which you can select.

Selecting items from a menu on your computer is the way you tell your computer what you want to do.

If you have been using previous versions of OpenPro.com software, you are familiar with the way those menus worked. Selecting something from one of those menus either allowed you to perform an action or brought you another menu from which to make another selection.

Refer to the Installation and System Guide for an explanation of this feature and for tutorials on its use. The ISG also explains how to switch back to the multi–level menu if that is what you prefer.

To start OpenPro.com Sales Order

Your computer has an operating system (which is the basic software of the computer) such as Windows, Linux, Mac, or UNIX®. If you are uncertain which operating system your computer has, contact your supplier.

For any operating system, you can alternately start your software by typing in the URL in your Browser. If you do this, you can select Sales Order from the master menu, which appears.

User Login

You are always asked to enter a user login.

On the top left side it displays the version number of your OpenPro.com package.

Password

You may be asked to enter your password. If so, enter your password. The characters you type are invisible on your computer screen. Remember to press <Enter> after typing your password.

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Company ID

If you have set up your software to process information for more than one company (refer to the “Define Multiple Companies” chapter in the Installation and System Guide), you are asked to enter an identifying code for the company you want to use.

The selections that you use most often (such as Add Order) are on the first screen of the main menu.

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To Exit the S/O Package

To exit the S/O package, click on <logout> from the top right side of the S/O menu. Depending on your computer setup, either the OpenPro.com master menu appears, listing packages, or your operating system prompt appears.

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Chapter 4: Guide to Daily Operations

Introduction

The following checklists are provided as examples of how you might use Sales Order to perform various daily and periodic tasks.

The tasks are presented in a logical order. You should adjust the checklist as necessary to meet your own needs. Consult with your accountant for advice on organizing your own checklists to ensure the efficiency and security of your business operations.

Daily Operations Checklist

EACH DAY EACH DAY, AS NEEDED

-Enter new Customers using Customers Find -Inquire into current Orders activity, using View Open Items.

- Enter Orders using Customers/Vouchers -Inquire into partially or fully paid open items using View Customer Invoices. This selection is only available if you are using customer history.

-Post payable transactions -Void checks (after posting) using Void Checks. This selection may only be used if you are using customer history.

-Select vouchers for payment using Select to Pay.

-Change the due dates of vouchers using Edit.

-Print the Cash Requirements Report to determine which vouchers are due to be paid.

-Mark vouchers as manually paid using Edit.

- Print checks and post using Print Checks and Post.

-Post Edit transactions.

-Print an Aging Report using Aged Open Items.

-Print a Cash Disbursements Report using Cash disbursements. This report can assist you to estimate your cash needs based upon payable that are coming due in future weeks

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Periodic/Monthly Operations Checklist

EACH PERIOD EACH PERIOD, AS NEEDED

- Print the Open Orders Aging Report. Print this report as of your period ending date. This report will show all Orders outstanding as of the period ending date (even if they have been paid since the end of the accounting period.) This report should tie out to your S/O account balance in General Ledger. (This report may only be printed if you are using customer history.)

-Print a monthly check register using Check reconciliation (This report may only be printed if you are using customer history.)

- If you are using OpenPro.com G/L, back up your data files and then run Get Distributions in the G/L package to pull the distributions from S/O into G/L. Follow the procedures described in the G/L User Manual.

Operations Checklist (Fiscal Year)

EACH YEAR EACH YEAR, AS NEEDED

-Print a customer list using Customers by name or Customers by customer number. (This report contains the final year-to-date figures for each customer.)

-Close the fiscal Year for S/O, using Close a year.

-Print the Purchases/Discounts Report. This report contains the final year-to-date figures for each customer as compared with the prior year.

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Operations Checklist (Calendar Year)

EACH YEAR EACH YEAR, AS NEEDED

-Print the brief and/or full 1099 report.

-Print 1099 forms (or use Magnetic 1099 forms if you are required to submit 1099 information on magnetic media).

-Run Close a year for 1099’s.

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Chapter 5: Control Information/ Business Rules

Introduction

The Business Rules is located in Rules Setup/Business Rules. This S/O Control information selection contains basic information about the accounting set–up of your Sales Order package. The information contained in the Business Rules explains various functions in the Sales Order package and supplies default values for other functions. This has information like the Default Receivables number, Next Quote, Sales Order, Quote number, and the next journal number for the distribution to General Ledger.

To Begin

To set up all of the defaults, from the main menu you need to click on “rules set up”. From the drop down menu you click on “business rules” and you are able to enter all of your default information. Business Rules, General Ledger, Receivables and Inventory Control need to be set up before the setup and processing of any Sales Order.

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Default information for Orders

To fill out all of the default information for Orders you need to go to “maintenance”. In order to get here, go to the main menu, click on “Orders”, and then on “Maintenance”.

Another drop down menu will appear with the options of “Orders types”, “Commission”, “Rebates”, and “Media Code”.

From here you are able to default the options by clicking on whatever option you would like to default and enter in the desired default information.

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Chapter 6: A/R and I/C Accounts Class

Introduction

A Sales Order account comes from other systems, Receivables, Inventory, and Business Rules. All these accounts and classes need to be set up before processing any Sales Orders.

All accounts are included in the G/L Account file, but some accounts are also included in separate files of their own.

OpenPro.com S/O provides for an unlimited number of Sales Order accounts. You may define as many as your business needs.

You can set up multiple S/O accounts and then assign each Customer and Item to one of those accounts. All postings (Orders and cash receipts) for a Customer debit or credit the S/O account associated with that customer.

To Begin

Entering S/O accounts

If this account already exists in the Valid G/L Accounts file, its description displays. If not, the system displays that it is not a valid G/L account.

Description

If the account is already on file, its descriptions display automatically. If not, and if you have stated that you wanted to add it, enter the account description here. The effect is as though you had entered the account via Valid G/L Accounts.

2. Comments

Enter any comments about the S/O account.

This field uses OpenPro.com’s text editing function. Refer to the “Using Notes” section of the Installation and System Guide.

Printing a list of A/R accounts

To print an A/R class list click on Orders, and then on “maintenance”. From there you click on “Receivables class code” and print a list by clicking on the printer icon located on the status bar line.

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Chapter 7: Entering Customers

Introduction

o Enter a new Customer

To Begin

Starting from the main menu, go to the “Sales Orders” section; then, from the drop down list, click on “ Customers”.

This will take you to the following Screen:

From this screen click on the blue “Make a new Customer Here” button on the top left hand side of the screen.

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That will take you to the following screen:

To enter a new customer you will need to input the customer information in ALL of the required fields in blue. Once you have done this you can input any additional information that you have for that customer and click the blue “add” button when you are finished.

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Chapter 8: View/ Edit/ Print Customers

Introduction

Once you have added a new customer you are able to view all information pertaining to the customer, edit the customer’s information, as well as print a list of customers.

To Begin

To view a list of customers or any particular customer, from the main menu go to “Orders”, and then click on “AR Customers”. From here you can input search information for that customer or you can do a quick search and click on the “search” button.

This will take you to the following screen:

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View

To view details and information for a specific customer, locate the desired customer and click on the blue “info” button located to the right of the customer that you have chosen.

A window similar to the one shown above will appear with all the information that has been entered for that customer.

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To Edit

In order to edit a customer you need to go back to the general “AP Customers” window, and locate the customer that you would like to make changes to. Once you have found the customer click the green “edit” button located to the right of the customer. A window similar to the following will appear:

Now you can make all necessary changes to the customer’s information. Once you are through, click on the green “save” button and all of the information you have changed for that customer will be saved.

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To Print

To print a list of customers go to the “AP customers” list of customers and click on the “print this page” button located at the top left hand corner of the screen.

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Chapter 9: Ship To Address

Introduction

Sometimes a customer may supply you with goods from one or more locations that are different from that customer’s remittance address. This would be the case when you ship to a customer’s branch locations but make payments to his home office or corporate headquarters. Use this selection to enter addresses for those customers who have one or more purchasing addresses distinct from their customer address.

To Begin

To enter a purchasing address you need to go into “AR Customers”. If you are entering a new customer, do everything you would normally do to enter a new customer, then scroll down the page when you are finished. The following screen will come into view:

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When you reach this screen you are able to input all of the information necessary to the purchasing address in the “remit to” section.

To edit

In order to edit purchasing orders you go to the “AP Customers list” and find the customer that needs changes made to the address. When you find the customer you click on the green “edit” button located to the right of the customer. This will take you to the screen where you originally entered all of the customer’s original information. When the window appears you are able to make any changes necessary to the Purchasing Address. When you are through, click on the green “save” button and all of your changes will be saved in the system.

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Chapter 10: Orders

Introduction

Customers fill out Orders --or entries-- to purchase products or services from your company. There are one–time–only Orders and Orders that recur periodically (like monthly sales orders use templates). For each sales order, a quote is created. There is a quote number which identifies each single estimate.

To “Add Order”, first find the customer. Or, if it is a new customer, go to “Make a new Customer Here”.

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Search for an Existing Customer

When you find the existing customer, click on “New Order” to create a new quote, sales order and invoice.

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When you click on “new order”, it goes to a blank screen where you can select the items for the sales order.

There are 4 methods in selecting your items for a sales order:

• These items can be entered in via hands down data entry (type in the items, then the quantity, item, qty etc.).

• Search for items via the search screen.

• Search using Advance Search, which creates a customer customized search method for your items.

• Drill down to the bottom of the screen, select products by category, drill down more, then add the item to the cart.

In this manual we will show you each method of selecting items.

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Hands down

Type in the item, then the quantity, item, quantity and hit enter after each one.

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Using the search routine

You can enter in and seach by name, Part or Item number, UPC code and manufacturer. You can also limit your search to in-stock items only, or change your sort sequence for the display.

After the results are displayed on the bottom of the screen, add the items to your cart.

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Drill down by category

Select the category on the bottom of the screen, search by using the browser search button and add the item to the order.

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Advance search routine

Click on the “advance search button”; these options need to be preset in Inventory Control Process.

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Type in the quantity required for each item in the selection criteria and all the items can be added to the Sales Order at the same time.

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A Quote can be generated by pressing the “Update” button. On the top right side is “Print Quote”.

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This can be printed, emailed or faxed to the client.

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A Picking Ticket can be generated to ship out the order.

The Picking Ticket has integrated bar coding for verification of the shipment. It can also interface with both batch and Wireless RF bar code terminals.

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Once the customer approves the Quote, click on “Place Order” and the order will be moved into the shipping queue.

Before placing the order you can update the customer information, line item information, etc.

Click on the “Detail” button to bring up the details of the customer.

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Items like the Customer Purchase Order can be added. Delivery requirements and required date can be updated. Payment terms are detailed out, Delivery methods are updated. Sales Commission is created. Media code is updated for tracking sales and marketing methods. Separate delivery locations can be entered and set up. Internal notes can be entered and the Purchase Order can be attached to this Sales Order.

Check Stock, Details, BOM, Matrix History and Available buttons can drill down to the details of this item.

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Check Stock

Details

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BOM

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Matrix

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History

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Available

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Some of the line item options are as follows:

You can view stock status at multiple locations, view Available to promise, or Drop ship an item from another location.

You can add a Purchase Order and/or a Manufacturing Order immediately to build this item.

OpenPro has a built-in Sales Order configurator to configure items to order, for custom and semi-custom items.

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Then you can place an order.

After the order has been placed, if the inventory is available, then it immediately shows up in the shipping queue.

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Shipment of sales order

Shipping orders can be based upon printed picking tickets that are printed one by one. Or a batch print process is created for picking tickets.

Sales Order processing is where you can enter the number of items being shipped and how they are shipped.

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All the tracking numbers can be entered in or imported from the shipping system. OpenPro interfaces with UPS and FedEx shipping systems.

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Invoicing Sales Orders is done when you are done with the shipping processing of the Sales Order.

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Next, select the invoices ready for printing.

Then, pay for the invoice:

Check out for processing

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Posting the invoice updates all the systems, commission, Customer history, Company History, Media marketing history, Receivables, rebates and General Ledger.

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The printed invoice can then be printed, faxed or emailed to the customer for payment.

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Sales order processing also has RMA, Credits, and History details.

After entering a quote, the customer approves the quote, then it can be transferred to a Sales Order by pressing the “Place Order” button.

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RMA Processing

The RMA process enters in a new RMA. First select the customer.

Select the Current or historical orders and bring them into RMA processing.

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RMA Processing

Select from processed invoices, select the order, line items and add them to the RMA process.

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RMA Processing

The complete disposition of the product is documented, such as, why it was returned, and all this information can be used for reporting what problems were happening with the products. This information can then be used during Quality Control meetings.

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RMA Processing

When the product is returned, click on “MAKE Credit Memo” and the customer will be credited.

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RMA Processing

Print out the credit memo.

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RMA Processing

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Chapter 11: Recurring Orders Templates

Introduction

The Recurring Orders Templates selection makes it easier to handle Orders that occur periodically. Examples are monthly rent payments, etc. Setting up a recurring invoice does not commit you to creating a voucher when a certain time interval falls due. It merely simplifies the process of creating such vouchers and ensures consistency and accuracy for them.

You still have to select the recurring Orders before using them as regular vouchers. This is a two–stage process; selection is one step and using is another. This allows you to review your selections before committing to them.

o The selection process can be done manually or automatically. � Automatic selection allows you to select many entries at one time. You can do

this by groups, based on a group code you assign to each entry. o The using process takes all selected recurring Orders and converts them to

regular vouchers (that is, to entries in Orders). � Once recurring Orders have been selected for use, they cease to be selected.

They remain on file as entries in Recurring Orders, but you have to select them again the next time you want to use them.

� The vouchers created by Use selected are just like vouchers entered manually. Like other Orders entries, they still have to be posted before checks can be written for them.

In addition to entering, selecting, and using recurring Orders, you can print an edit list of all recurring payable entries or a selection list of selected entries.

You can print a list of expired recurring Orders.

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To Begin

Select “Orders” from the Customers menu, and then select “Templates � Orders”.

The following screen appears:

Entering recurring Orders

It is just like entering in a Sales Order, but it can be used over and over again.

Search for the customer.

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Click on “NEW ORDER”.

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Type in the products needed and the quantity.

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Go to the header details where it shows the recurrence of the time periods.

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You can find and modify the templates.

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Then you can select the templates that are coming up for converting to either a Sales Order (requires shipping) or invoice.

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Then they turn into a Sales Order, where you can print a Picking Ticket, etc.

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Chapter 12: View Open Items and Customer History

Introduction

The View Open Items and History selection enables you to examine S/O Open Items for specified customers. An Open Item is any entry in Orders that has been posted but not yet paid. (unpaid)

This feature is intended for rapid viewing of information, not for maintenance; so this selection is read–only and data entry is not allowed. There is a drill down to see details of the voucher. There is one exception: notes can be both viewed and added using this selection.

To Begin

In the View History section you are able to view ALL vouchers for a certain customer. To do this go to the “AR Customers” list of customers and find the customer that you would like to view the vouchers for. You then click the blue “History” button located to the right of the customer. This brings up the following screen:

From this screen you choose what type of vouchers you would like to view.

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You are not only able to view Open Items but you are able to view All vouchers for a customer whether they are paid or unpaid:

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More information about the customer

For more information on the customer rather than his Open Items, press S/O Customers.

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This opens a window as follows:

From here click on the “info” button next to the customer that you would like to see details about; that customer will pop up and you are able to view the details.

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