What is a Sales Order? – AscentERP

What does it do?

Ascent provides power functionality in managing the entire life cycle of a sales order.

Data Fields used for Sales Orders

Sales Order Header Details

A table of all fields related to the Sales Order header is presented below.

Field Name	Field Description
Sales Order #	The unique number that identifies the sales order. This value is sequential and automatically generated by Ascent, prefixed by “SO-“
Order Date	The date the order was entered into Ascent
Ship Date	The date the order is due to be shipped to the customer.
Invoice Date	The date this order was first invoiced.
Customer Account	The customer account to which this sales order was sold to
Customer Contact	The individual customer contact associated to this sales order
Contact Email	The email of the individual contact associated to this sales order
Status	The current disposition of the sales order. This value is selected from a dropdown box and should be updated when appropriate. Allowable values are: Open – no line items have been packed or shipped Partially Complete – at least one line item has had quantities packed or shipped Closed – all lines are packed, the status of this sales order will be updated to “Closed” automatically; or you can manually set this sales order to “Closed”. Once the sales order is closed, the master planner will no longer give any action suggestions. In-Progress - you can manually set this sales order to “In-Progress”. Cancelled – you can manually set this sales order to “Cancelled”. Once the sales order is cancelled, the master planner will no longer give any action suggestions. Packed – you can manually set this sales order to “Packed”. Ascent provides an option if you don’t want to see “closed” status. For instance, you prefer to have a “Packed” status for the sales order you completed. Then you can go to custom setting and check the “Don’t close SO” box. “Packed” and “Closed” have the same function. (This option is not recommended.)
Customer PO#	The purchase order number used by the customer to purchase this sales order, where applicable
Mode of Delivery	The carrier that will be delivering the sales order. Ascent has partnership with Ship Mate who can automatically update the mode from FedEx, USPS, UPS. You can select the delivery mode from a dropdown list.
Tracking Code	The tracking code from the Ship Mate you choose for this order.
Terms Conditions	Manually entered information regarding and terms and conditions of this sales order.
Comments	Any comments to the customer will be shown in Sales Order.
Refund Amount	This would be the amount of the refund, manually entered. This is a memo field.
Reason for Refund	Explanation of the refund. This is a memo field.
Packing Date	The latest date that this sales order was packed.
From RMA	The RMA number from which this sales order was created. This field would be populated from an RMA type “Replace from Order”
From Location	The specific location selected as the only location the sales order can ship from. This field would be very useful if multiple locations were holding items (in sales order lines), while for the particular customer, you preferred Ascent to pack items from this “From Location” to optimize shipping fees, etc.
Delivery Address Type	The type of destination the sales order is being delivered to. This value is selected from a dropdown box. There are two choices: Account Shipping (ship to the customer company address), and Contact Mailing (mail to the contact person).
Gross Weight	The total weight of the sales order. This is a memo field.
Total Quant To Ship	This would be the sum of all non-packed/shipped quantities on all line items on this sales order.
Order Sub Total	Total amount of sales order prior to standard discount, sales tax and shipping cost.
Standard Discount	Any applicable discount to the total of the goods on the sales order. This discount can be entered manually on the sales order or can come from a Trade Agreement.
Invoice Discount Amount	Invoice discount, which is counted on order sub total
Trade Agreement	This would be the trade agreement applicable to this sales order at the order level.
Net Order Total	Sum of all product revenue lines less any standard discount
Sales Tax (%)	The applicable sales tax to be applied to the sales order
Shipping Cost	The amount that the customer will be billed for shipping
Shipping Discount (%)	Any applicable discount to the total of the shipping cost of the sales order
Final Order Total	The total amount of the order after sales tax and shipping
Type	This is the type of the sales order. There are two allowable values: Standard – a “normal” sales order Scheduled – reserved for “scheduled” sales orders. This type of order would have a scheduled start date, scheduled end date, number of shipments, days between scheduled shipments, and remaining shipments.
Created By	The user who created the sales order, along with the date and time.
Delivery Company	The company to whom the sales order is being delivered
Delivery ATTN To	The name of the person who the sales order should be directed to upon delivery
Delivery ATTN Phone	The phone number for delivery attention contact
Delivery Address Lines	The street to where the sales order is being delivered.
Delivery City	The city to where the sales order is being delivered.
Delivery State	The state to where the sales order is being delivered.
Delivery Postal Code	The postal code to where the sales order is being delivered.
Delivery Country	The country to where the sales order is being delivered.

Sales Order Line Details

A table of all fields related to Sales Order Lines is presented below.

Field Name	Field Description
Edit	Taking this action allows you to edit an existing sales order line
Del	Taking this action allows you to delete an existing sales order line. However, if there has been any Qty Shipped against this line, Ascent will prohibit you from deleting this line.
Search	By clicking this icon which appears as a magnifying glass, you will invoke an item number search
Ascent Enhanced Lookup Screen	By clicking this icon which appears as an “A”, the Ascent logo, you will be brought to another screen, which will allow you to search for the existence of a value anywhere within several dozen fields, like Item Description, Alt Customer ID, or Item Number.
Item Number	The item being sold on the sales order line
Item Description	The sales order description of the item being sold. If nothing exists in the sales order description field on the item master, the standard item description will be chosen.
U.M.	The unit of measure sold on the sales order line. It will default from the item master.
Qty Needed	The total quantity needed to fulfill the sales order line. This equates to quantity ordered.
Qty Shipped	The total quantity shipped against the sales order line
Cost	This is the cost that is housed on the item master.
Price	The price of each unit sold on the sales order line. This price could be manually entered, could come from the item master, or could be derived from a Trade Agreement set up for this item.
Total	The total price of the sales order line. This would be Qty Needed times Price.
Status	The disposition of the sales order line. This value is controlled by Ascent and indicates whether the sales order line is “Open”, “Packed”, or “Shipped”. Ascent will change the status from “Open” to “Packed”, but the status of ”Shipped” would only be updated from an outside shipping system.
Qty. On Hand	The total qty on hand of the item. This would exclude any locations where the quantities in those locations are not to be counted.
Reserved Qty	The total qty reserved of the item being sold against other sales order lines
ATP	Available To Promise – this equals to Qty On Hand MINUS Reserved Quantity.
Lead Time	The shipping lead time of the item, where applicable
Transaction Type	Denotes the transaction type: Sale – this is the default value Credit – For a packed sales order line, if you get return from customer, besides hit the “Create RMA” button, you can also edit the sales order line and select “Credit” from transaction type dropdown list. Once the type is changed to “Credit”, the shipped qty will be back to your inventory, and this sales order line will no longer be considered for future packing, unless you change the type back to “Sale”. DO NOT recommend this action. Reverse – For a packed sales order line, if you want to reverse it, besides hit the “Reverse” button, you can also edit the sales order line and select “Reverse” from transaction type dropdown list. Once the type is changed to “Reverse”, the sales order line is unpacked and it won’t be available for future packing, unless you change the type back to “Sale”. DO NOT recommend this action. Display – only used for BOM line items (e.g. components) which are set “show on form?” true. In sales order lines, these items will display with a transaction type “Display” but will not be considered for actions, to avoid duplicate operations.
Estimated Ship Date	A field in sales order line edit page. The estimated date the sales order line will be shipped. The default estimated ship date for a sales order line equals to sales order ship date. The estimated Ship Date for a sales order line can be different to the sales order header ship date. the Master Planner will only consider the estimated ship date if they are different.

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