Sales Order Fields

Enter or select a customer ID for this transaction. To display a list of existing customers, type ? in this field, or select the Lookup button. To add a new customer, type + or double-click the field, which displays the Maintain Customers/Prospects window.

If you want to make a sale to a customer you don't want on your permanent customer list, use the Receive Money task.

This is the customer name and bill-to address.

• If the customer is an existing one, the name and address cannot be edited here, but they can be edited in the Maintain Customers/Prospects window.

  Tip: On the Sales/Invoicing window, the customer name appears as a link that you can click to go to the Maintain Customers/Prospects window.

• If the customer is a new one, you can enter the name and billing address directly in the Bill To fields after you enter the new customer ID.

  Tip: On the Sales/Invoicing window, before you enter a customer ID, you'll see an Add a new customer link that will take you to Maintain Customers/Prospects where you can add a new customer.

You can use the Ship To field to edit the shipping address. Just select the arrow button next to the field. Use the scroll box to get to the top of the list and select the address to change.

Click this link to see a list of transactions that are related to the one you are currently viewing. For instance, if you were viewing a converted quote, clicking this link will open the Related Transactions window and it would show you a list with the sales order, proposal, or sales invoice that the quote was converted to.

This allows you to select a contact and the ship-to address associated with the contact. When you select a customer in the Sales/Invoicing window, the contact set up as the default ship to contact will appear in the Ship To fields by default; you can choose another contact and address using the drop-down arrow button next to the field.

You can edit a ship-to address for the sales invoice you are currently entering. After you select the contact you want to edit, simply click in the fields that you want to change and type in new data.

Select this button to clear the Ship To address.

Sage 50 displays the current accounting system date or the first day of the accounting period if you are not in the current period. Enter the date of the transaction; this date is used for aging and is required.

This is the date by which the sales order must be shipped. Once the order is saved, the Ship By date will show up in a number of sales order reports: Picklist report, Sales Backorder report, Sales Order Register, and Sales Order report. This will help you keep tabs on the order and the inventory needed to fill it.

Sage 50 automatically enters the next sales order number in the SO # field. If you have not yet entered a sales order, this field is blank. Once you enter a sales order number for the first time, Sage 50 increases this number by one for the next sales order. For example, if you first enter a sales order number of 1000, Sage 50 assigns the next sales order the number 1001. This is a required field, and no duplicate sales order numbers are allowed.

Proposals share numbers with Sales Orders, meaning that you cannot have a proposal and a sales order with the same number. However, Sage 50 will track proposal numbers and sales order numbers separately so that you can keep sales orders grouped separately from proposals.

Select this check box when everything on the sales order has been shipped or you want to close the sales order because the remaining items will not be arriving.

Sage 50 will automatically close a sales order when all items on it have been invoiced.

Select the Drop Ship box if this will be a drop shipment (that is, the items will be shipped directly to the customer from your vendor).

You can enter the customer's purchase order number or any other piece of information that will identify the sale to the customer. This information appears on customer statements and prints on the invoice.

If you apply a sales order to this sales/invoice, this information comes from the sales order.

You can select the type of method by which the items are to be delivered to the customer. The methods are set up in Inventory Items Defaults on the Maintain menu. You can also enter a different method if it is not on the list. This field appears only for the Product invoice template.

If you apply a sales order to this sales/invoice, this information comes from the sales order.

The Terms field appears in the Quotes window or the Sales Orders window.

The terms associated with the selected customer appear automatically in this field. If you need to change the terms, you can edit them here. However, this field appears for information purposes only and does not calculate discounts. Changes you make in this field do not affect the calculation of an invoice once you convert the quote or sales order to an invoice.

You can optionally enter a sales representative so that you can identify sales by individual representatives. To display a list of existing sales representatives, type ? in the this field, or select the Lookup button. To add a new sales representative, type + or double-click the field, which displays the Maintain Employees/Sales Reps window.

If you apply a sales order to this sales/invoice, this information comes from the sales order.

Enter or select a valid general ledger account to use when recording money owed for this sale. This only applies if your company uses the accrual method of accounting. If your company uses the cash-basis method, then you can't enter an A/R account. The default for the field will be the last account entered. If no account has been entered, this field will be blank.

If you apply a sales order to a sales/invoice, this information comes from the sales order.

Enter the quantity sold of this item. Once the quantity is entered, it is multiplied by the unit price to determine the amount. This appears only for the Standard invoice template.

This is the number of items that you want to ship to the customer and include in this invoice.

To display a list of existing items, type ? in this field, or select the Lookup button. To add a new item, type + or double-click the field, which displays the Maintain Inventory Items window.

This field appears only for the Product invoice template.

You can enter up to 160 characters for the description. Selecting the button displays the full-length description if it is longer than the first line.

Enter the general ledger income account number to use when recording this sale. If you enter an item number, this defaults from the sales account you entered for the item in the Inventory Items selection of the Maintain menu. If you do not select an inventory item, it defaults to the customer's default G/L sales account.

To change the account ID, type ? in this field, or select the Lookup button. To add a new account, type + or double-click the field, which displays the Maintain Chart of Accounts window.

You can either accept the number that defaults here when you entered an inventory item or enter a new number. If you did not enter an item ID, you can skip this field by pressing ENTER. Then enter the total for the line in the Amount column. You can have up to five different price levels to choose from in the list, in addition to the Last Invoiced Price. The price levels are set up in Maintain Inventory Items.

This is the inventory item sales tax type. It defaults from the tax type you set up for this item in the Maintain Inventory Items window. You set up the sales tax types in Inventory Defaults. To see a list of different tax types, type ?.

Sage 50 calculates the amount by multiplying the quantity by the unit price.

If you are tracking job cost, select the job ID (if the job uses them) to which this line item applies. To display a list of existing jobs, click the folder button or type ? in this field. Tell me more about selecting job records.

From the Proposals window, you will see only jobs that have a Billing Method of Percent of Proposal or No Progress Billing. Moreover, if you have already billed or partially billed this line item, you will not be able to edit the job information on this line item.

To use job costing to its greatest potential, you should try to assign transactions to the most detailed level of the job possible (which can include job phases and costs codes). (Sage 50 Premium Accounting and higher)

This is the total sales tax calculated for the transaction. Only items that are taxable (defined in the Tax column) will be taxed based on the sales tax ID selected. You can edit this field, if necessary.

The sales tax ID defaults from the one you entered in the Maintain Customers/Prospects window for the selected customer ID.

To display a list of existing sales tax IDs, type ? in this field, or select the Lookup button. To add a new sales tax ID, select Maintain, then Sales Taxes and follow the steps of the wizard.

Enter the freight charges for this transaction here. If you are applying a sales order to an invoice and had freight on the sales order, select the All button to transfer the total freight amount to the invoice.

If you are applying a proposal (Sage 50 Premium Accounting and higher) to an invoice and had freight on the proposal, select the Bill button and then select The remaining percent to bill of the Proposal to transfer the total freight amount to the invoice.

If you are applying a proposal to an invoice during Select for Progress Billing, click the Bill button and select The remaining percent to bill of the Proposal to transfer the total freight amount to the invoice.

The Customer Balance field in the Quotes, Sales Orders, Sales/Invoicing, and Credit Memos windows displays the total of all unpaid invoices currently in the customer ledger as of the system date. Even if you are in a previous accounting period and your system date is today's date, the customer balance reflects all unpaid invoices as of today's date.

If you select the customer balance link, the current Customer Ledgers report for this customer will appear.

This field is the sum of amounts of the line items entered in the distribution list box; you cannot change it.