Creating Sales Documents

You can create quotes, orders, fulfillment orders, invoices, returns, and backorders. You can sell equipment and inventory and non-inventory items from the Sales Transaction Entry window. You can have either the Sales Transaction Entry or the Microsoft Dynamics GP Sales Transaction Entry window open at one time.

1. Select Transactions > Equipment > Equipment Sales Entry.
2. Complete the following fields.

   • Type/Type ID
     Select the sales transaction type. 

     

     Attachments are not included on return documents or negative invoices. While the attachments will appear on the Attachments tab for the returned equipment record, the link between the attachment and the inventory is not maintained. If attachments are to be returned, they must be done as separate line items on a return document.

   • Document No.
     The next number defaults when you tab off this field.
   • Customer ID
     Enter the customer ID.
   • Customer Name
     The customer name will display.
   • Ship To Address
     The default address for the customer will display.
   • Date
     Enter the date.
   • Batch ID
     Enter the batch ID.
   • Default Site ID
     Enter the default site ID.
   • Customer PO
     Enter the customer PO.
   • Currency ID
     Enter the currency ID.
   • Equipment ID
     Select the equipment record being sold. If this is a return document, only equipment records with a status of Sold can be entered.
   • Unit of Measure
     Defaults from the inventory item.
   • Quantity
     If you are invoicing a piece of equipment with a status of Sold, the quantity defaults as -1. The quantity for all other transactions defaults as 1. You can edit quantities for inventory items not associated with an Equipment Management model. Negative quantities can be used with invoice document types, behaving like a return; this can be useful when swapping equipment on the same invoice. When creating a return or negative invoice on a serialized piece of equipment, the Serial Number Entry window will open. If a serial number exists on the Inventory tab or in the Equipment Manager, that number will default in the Serial Number field. Select Insert to use the serial number and OK to close the window.
   • Unit Price
     The sales price will default if it has been entered on the Sales Financial 2 tab. If a kit item is associated with the equipment record's model, the unit price will reflect the sales price of the equipment record, all attachments that are associated with an inventory item or that have the Include On Sale checkbox marked on the Attachments tab, and components of the kit.
3. Select the Show Details button. The Equipment ID field displays the item number of the inventory item associated with the equipment record's model. If the line item is an inventory-item attachment, the inventory item will display. If a kit is assigned to the equipment record's model, then the kit item will appear in the Equipment ID field. If the document type is Return or the invoice is a negative amount, the purchasing item number selected during setup displays in the Equipment ID field. The Description, Markdown, Unit Cost, Quantity fields, Site ID, Price Level, Ship To Address ID, Shipping Method, and Quantity Available fields display automatically. If the item is a kit, the Unit Cost field includes the cost for the equipment record, all attachments, and kit components.
4. You can create a service call by choosing the New Call button. The customer ID and ship to address ID on the SOP document must exist as a customer and location in Service Management for a service call to be created. "Pre-Sales Service" will appear in the Description field in the Service Call window for calls created from the Sales Transaction Entry window.
   • If an equipment link exists but needs to be updated, don't create a call before updating the link because you can't move equipment on an open service call.
   • If a service call exists, you can select the new call button to create a new call or disassociate the existing call and the SOP document.
5. Mark the Create Equipment Link or Update Equipment Link checkbox to create or update an equipment record in Service Management upon posting the SOP document. An equipment link must exist on the Service tab to create a service call.
6. Use the Equipment ID expansion button to open the Sales Item Detail Entry window, where you can view or change details.
7. If the item is a kit, you can select the Kits button to open the Sales Kit Options window to view kit components. Attachments are included as components of the kit. Cost and sales amounts reflect all components of the kit.
8. Upon posting the SOP document, the equipment link will be created. If there is already a link, the Move Equipment utility will be run in Service Management to move the equipment record from the current customer and location in Service Management to the customer and ship to address ID on the SOP document.

• If the equipment record is assigned to an open service call, the Move Equipment utility will not run. Close the call before posting the SOP document.
• If you are not using Service Management, the Service Call field, New Call button, and Create Equipment Link checkbox will be hidden and a Description field will appear.

You can use the expansion button in the Amount Received field to open the Sales Payment Entry window. Use the expansion button in the Terms Discount Taken to open the Sales Payment Terms Entry window. Use the expansion button in the Tax field to open the Sales Tax Summary Entry window. Select the Distributions button to open the Sales Distribution Entry window. These windows function similarly to Microsoft Dynamics GP. See Microsoft Dynamics GP SOP documentation for further information.

SOP documents appear on the Sales Current and Sales History tabs. Zoom on the Document No. to open the Sales Transaction Entry window and the Equipment Sales Transaction Inquiry Zoom window.

Creating documents using the Transfer button

You can also create an order by transferring a quote. Select the Transfer button in the Equipment Sales Transaction Entry window to open the Sales Transfer Documents window. Select the Preview button to open the Equipment Sales Preview window where you can view the document type and quantity to order, invoice, and backorder. Mark the type of transfer and select Transfer.

You can also create an invoice by transferring a quote or order. Select the Transfer button in the Equipment Sales Entry window to open the Equipment Sales Transfer Documents window. Select the Preview button to open the Equipment Sales Preview window where you can view the document type and quantity to order, invoice, and backorder. Select OK to close the preview window. Mark the type of transfer and select Transfer.

You will be warned if any equipment on the invoice has already been sold or is assigned to an open service call in Service Management. If the equipment is recorded in the Fixed Asset Management module, you will be prompted to retire the asset before proceeding with the sale.

Results of posting an SOP document

When a piece of equipment is sold and the invoice is posted, the following changes occur in Equipment Management.

• The Equipment Category field on the Details tab changes to sales history.
• A return or negative invoice will remove the link between attachments and inventory on the equipment being returned. The Status field on the Details tab changes to available.
• The Status field on the Details tab changes to the status set up for equipment that has been sold.
• Sales revenue and costs appear on the Equipment Manager financial tabs when the transaction is posted through the general ledger.
• All sales documents relating to the sale appear on the Sales History tab.
• The Active checkbox on the Rental tab will be disabled.
• The Inventory tab is updated with sales information.
• The what-if fields on the Sales Financial 2 tab will be disabled.
• The Location Log tab is updated.
• When an equipment sales invoice is posted, some additional accounting is performed to correct presales or assistance accounts.
• Amounts from Service Management service calls involving the equipment record that are posted to a division set up in the Sales Setup window are reversed.
• Any amounts for this equipment record posted to an account with a cost group type of Sales Expenses, as defined in the Cost Maintenance window, will be reversed. This does not include the stock account.
• Any amounts for this equipment record that are in the assistance account, which is defined in the Sales Setup window, are reversed.
• The balancing distribution for all the reversing entries is created to the cost of sales-extras account as defined in the Sales Setup window.