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Creating a Sales Order

The application launcher is how you navigate between the different applications that are a part of AvSight.  Applications are a way of grouping functions to work more effectively.

 

2. AvSight Application

Although there can be many different applications, and your screen may vary depending on your security rights, the AvSight application is often where you will spend most of your time. If you are already in the AvSight application, there is no need to change.

3. The Sales Orders Tab

In order to access the Sales Order Menu, click on the Sales Order tab. Your screen may look different depending on your settings and security or Depending on the size of your monitor, this menu item may not be visible without first clicking “More”.

4. Click on the Down Arrow

For many tabs, you also have the option of clicking the down arrow next to “Sales Order”. Clicking the down arrow allows you to see the 3 most recent Sales Orders you have been working on. In addition, you can create a new Sales Order from here, as well as access any recent list views. List views will be discussed in a different training lesson.

 

5. The New Button

Once you click on the Sales Order tab, you are brought to a list view of the most recent quotes you have been working on. In the upper right section of the screen is a “Quick Actions” section, where “New” is an option. Clicking on this button allows you to create a new quote. This process starts with creating a quote header.

Note: You would only need to do this step if you did not convert a sales order from a quote previously.

 

6. Red Asterisks

The red asterisks are required fields and must be filled in for each Sales Order.

 

7. Customer

The customer field holds the account you are creating this Sales Order for. This must be an existing account. If the account does not exist, you may select the “+ New Account” option to create a new account.

 

8. Contact

The contact is used to hold the contact at the company you are working with. While not required, this information is used in other places in the quoting process such as when generating and emailing the Sales Order or Release.
If you do not see your contact in this list, you can select the “+ New Contact” option to create a new contact.

 

9. Urgency

Represents the priority of the Sales Order. You can select different options based on your needs by clicking the down arrow.

 

10. Customer PO Number

Customer number sourcing back to the customer. Oftentimes, when a customer sends a Sales Order there is a reference number. Use this field to add this information.

11. Ship Method

Various options for shipping such as FedEx Standard, or FedEx Overnight, etc. Make sure that the account number is left blank if you want to use the default account number. Shipping methods are managed in the Administration section of AvSight. Please refer to the Administration training for additional information on shipment methods.

12. Account Number

Account number of the shipping carrier. For instance, the account number to be used for FedEx, or UPS.

13. Bill Freight Via

This field lets the warehouse and finance team know who will be paying for the freight on this Sales Order.

 

14. Shipping Contact Phone

Contacts’ phone number often used for shipping carriers.

 

15. Comments

Internal comments: Are restricted to company only. These comments are not shown on any form sent to customers or vendors.

External comments: These comments display and are printed on the Sales Order footer.

Shipping Instructions: These comments, or instructions are used by the sales team to notify the operations team of any specific shipping instructions.

Internal Instructions: Similar to Internal Comments, but used by the operations team to communicate any information needed.

 

16. Shipping and Billing Information

This section holds the billing and shipping information for this Sales Order. This information defaults from the selected account, but can be changed as needed.

 

17. Owner & Company Information

Company: AvSight supports multiple corporate legal entities. This field will default to the company specified on your employee record. To learn more about company records and employee records, please refer to the Administration training module.

Assigned to: The Assigned To field defaults to the person creating the Sales Order, but can be changed if you are creating this Sales Order for someone else.

 

18. Click on Save

To save the new Sales Order.

 

19. Action Buttons

Action buttons apply to the Sales Order being worked on. These options can vary between documents (Quotes, ROs, etc.) but are always found in the same area of the screen. These buttons perform actions that affect the entire document that is being worked on. The buttons on the Sales Order are the following:

 

20. Generate Release

Releases are equivalent to a pick ticket, and clicking the generate release button allows you to create a release. Generating a release is described in detail in another lesson.

 

21. Edit

Although you can view and edit the header information for a Sales Order using the “Header” tab (described below), this button also allows you to edit the header information of the Sales Order.

 

22. Delete

The delete button will delete the current Sales Order. A Sales Order cannot be deleted if there are already lines on the Order. The lines must be deleted first.

 

23. Status Bar

A green status bar indicates completed fields, and blue represents in progress. Statuses can be changed manually by clicking the new status and then clicking the “Mark Status as Complete”.

New – The New status indicates that a sales order has been created, but no lines have been added yet.

In Progress – The In Progress status indicates that a sales order has been created, and at least 1 line has been added.

Partially Allocated: This status indicates that some of the ordered quantities have been allocated to either Stock, POs, or ROs.

24. Status Bar

Allocated: This status indicates that all quantities have been allocated to Stock, POs, or ROs.

Shipped: This status indicates that all the quantities on this Sales Order have been shipped.

Invoiced: Invoiced Status indicates that an invoice has been sent to the customer for the quantities on the sales order. For AvSight environments with a finance integration, this status is automatic. For non finance systems, this is a manual process.

Cancelled: The sales order is cancelled, and no longer valid.

 

25. Header

This tab holds all of the header data on the Sales Order as described above such as Customer, Urgency, Contact, etc.

 

26. Lines

The lines tab shows all the information about the Sales Order lines. The lines tab contains fields such as Sales Order lines, part information, tag & trace, and comments.

27. Allocations

This tab shows all of the allocation records for all lines on the Sales Order.

 

28. Releases

Performs the same function as a pick ticket, and AvSight allows the creation of multiple releases for each Sales Order.

 

29. Activity

The activity tab shows all the various activities tied to this Sales Order. For instance when the Sales Order is emailed to a customer. In addition you can send emails, create tasks, and log calls all tied to this Sales Order.

 

30. Audit Trail

The audit trail shows a full list of all changes to fields within the Sales Order. This tab shows the old value, new value, and who modified the field.

 

31. All Related

This tab shows all related fields to this Sales Order. It essentially gives you a single view of all the information linked to this Sales Order.

 

32. Line Actions

Allocate: This button opens the allocation screen for this line. Allocations are discussed in a separate module.

Deallocate: Deallocation gives you the ability to remove an allocation record. This can be used if you have allocated a sales order line to a Purchase Order, but would like to change it to a Repair Order or Stock for instance.
New: Creates a new Sales Order Line.
Edit: Allows you to edit the currently selected line.
Note: Allocate, Deallocate, and Edit will be available once a line has been created.

33. Note

The red asterisks are required fields and must be filled in for each Sales Order Line.

 

34. Order Type

Order type determines how a Sales Order is handled.

There are 2 options: Outright and exchange This module will discuss outright sales orders. Exchanges will be discussed in a separate video.

 

35. Customer Reference Number and Line

Customer reference number and Line will allow the customer to reference their request to your company. Customer Reference Line is used when there are multiple lines on the request.

 

36. Part Number

Part number is the part you are selling. This part must exist in AvSight before it can be sold. Please see the Administration training module for more information about Part Masters.

 

37. Condition Code

Condition of the part being sold. These conditions vary depending on your setup, but typically include Factory New (FN), New Surplus (NS), Overhaul (OH), etc.

 

38. Quantity Ordered

Add the quantity the customer is purchasing.

 

39. Financial

The unit price for the part being sold.

 

40. Comments

Internal comments: Are restricted to company only. These comments are not shown on any form sent to customers or vendors.

External comments: These comments display and are printed on the invoice.

 

41. Save

To save the current line for Sales Order.