Entering Inventory Transactions using SOP

You can enter and edit inventory transactions using SOP.

Step 1: Complete the Sales Transaction Entry Window

1. Select Transactions > Sales > Sales Transaction Entry.
2. Enter line items, and use the expand button to enter details for each line entry.
3. Complete the window. See the Microsoft Dynamics GP Sales Order Processing Manual for more information. When a transaction is created for a quote, the transaction will have a $0 amount in Job Cost, although the information is saved in Microsoft Dynamics GP and is available when you transfer the quote.

• Even though you can enter payments in the Amounts Received field of the Sales Transaction Entry window, those payments are not applied to the job. Therefore, we recommend that you enter payments using the Receivables Management.
• When using SOP Billing on a job, to invoice labor, the item must have an item type of Services. Services item types do not pass costs to SOP Billing Jobs. These Services items will allow Labor to be invoiced without adding Labor costs that would be coming to the job from Time Track or GP Payroll. Item types are set up in the Item Maintenance window (Cards > Inventory > Item).
• Though you can copy an SOP transaction that was entered in Service Management or Job Cost, the transaction information will not be updated in Service Management or Job Cost.

Step 2: Enter Job-Related Information.

1. Select User-Defined in the Sales Transaction Entry window.
2. Enter a Job Number and tab off the field. The job's billing type determines which window opens.
   • If the billing type is SOP, which indicates you are billing through SOP, the Signature SOP Transactions window opens.
   • If the billing type is not SOP, which indicates you are billing through Job Cost, the Sales Order Processing Transactions window opens.

3. Enter a Cost Code and select OK. 

   

   For SOP billing-type jobs, you cannot add a new cost code if the invoice contains an item with an item type of Services.

4. Select OK in the Sales User-Defined Fields Entry window.
5. Save or post the sales order transaction.

• The association between the job and the inventory transaction is broken after you save the window. If you want to enter multiple inventory transactions without exiting the transaction window, make sure you re-select a job for each transaction. This ensures the document is linked to the job as an inventory transaction and does not result in the creation of an accounts receivables transaction.
• Once you have saved the Signature SOP Transactions or Sales Order Processing Transactions window, you can access the window thereafter using the expansion button attached to the Job Number field in the Sales User-Defined Fields Entry window.
• When you save an invoice or return, the costs are increased in the Committed Costs column of the Job Status window (Inquiry > Job Cost > Job Status). When you post an invoice or return (if posting to Job Cost), the costs move from the Committed Costs column to the Posted Costs column in the Job Status window. Because only invoices and returns can be posted, orders and backorders must be transferred to an invoice before they can be posted.
• If the Enable Quantity Cancelled in the Sales Order Fulfillment checkbox is marked in the Microsoft Dynamics GP Sales Fulfillment Order/Invoice Setup window, the committed cost on Job Cost invoices will be reduced.