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  • 1.  Order to Invoice cycle. Do orders get "deleted" or set to some other status?

    SILVER CONTRIBUTOR
    Posted Sep 29, 2021 11:16 AM
    Hi,

    We're working on supporting our Customer's purchase order reconciliation requirements, which involve producing:
    1.  What we have on sales order (shipped, not shipped, etc)
    2.  What we have already invoiced

    *
    Example:  if a Customer gives us a PO for 10 items, we enter a sales order for the 10 items.
    If 5 of those items ship today, we "ship" then invoice those 5 items, leaving the other 5 items on the sales order.
    When the final 5 finally ship, after "Ship" then "invoice", the "sales order" is deleted, as opposed to being set to some other status.

    I am confused as to why we would want to delete a "sales order" , as opposed to marking it as completed, no further action required, etc.

    What are the different "states" that a Sales Order can be in?  (New, Created, Closed, Partially invoiced, etc).    What "state" means that the order can no longer be changed in any way?

    Thanks,

    -Kevin

    ------------------------------
    Kevin Brennan
    Director of IT at Mayco Colors
    Hilliard, OH
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  • 2.  RE: Order to Invoice cycle. Do orders get "deleted" or set to some other status?

    NAVUG ALL STAR
    Posted Sep 29, 2021 02:32 PM
    Kevin,

    The Sales Order list includes Open, Pending Approval, Pending Prepayment, and Released Status Sales Order. Open, for the most part, means a User is entering them and has not completed to Released. When a Sales Order is completed Shipped and Invoiced, it will remove (delete) itself from the List. This keeps the list with active unprocessed Sales Orders.

    To better serve Customers using Sales Orders, you could turn-on the Archive Sales Order features which will keep copies of the Sales Order document. This is widely used to lookup the original Sales Order. On Sales & Receivable Setup you can setup Archive.

    Hope this helps.
    Thanks,
    Steve

    ------------------------------
    Steven Chinsky
    Manager
    Wipfli
    Mansfield MA
    NAVUG/BC Programming Committee Member
    NAVUG All-Star, Granite Award Recipient, MCP, DCMP
    ------------------------------



  • 3.  RE: Order to Invoice cycle. Do orders get "deleted" or set to some other status?

    SILVER CONTRIBUTOR
    Posted Sep 29, 2021 02:39 PM
    Hi Steve,

    Ah ha! - that's how the deletion status occurs.  That makes a lot more sense than me thinking that someone actually deletes them.

    Turning archive on - which will keep the order in the system, without polluting the "open orders" report, I did not know about that feature.

    We will investigate that - if it's a no-risk/low-risk change, there's "no reason not to."

    (We'll probably try it in Test first, just to be sure - not sure what add-ons or modules we have that this may impact.)

    Thanks for your reply!

    Regards,



    ------------------------------
    Kevin Brennan
    Director of IT at Mayco Colors
    Hilliard, OH
    ------------------------------



  • 4.  RE: Order to Invoice cycle. Do orders get "deleted" or set to some other status?

    Posted Sep 30, 2021 10:02 AM
    The Sales Order table in the database should only contain orders that are currently being worked on. There are two options for the processing of an order after it is shipped partial or completely: ship or invoice (these two can be done at the same time). If the order ships complete, the sale order information is transferred to the shipment tables and if setup to invoice right away (like we do) then it is also transferred to the sales invoice tables and the Sales Order deleted. This happens on the purchase tables as well. You should look into running the delete shipped and invoiced documents in the IT section of the departments. Sometimes we have short shipped deliveries for things like molded plastic parts and corrugated. If an item only received 97 boxes out of a hundred then the qty should be changed to 97 and then run the delete documents in IT. You can also schedule these to be run every day or every month, whatever you want.

    I never liked archiving as the shipment tables and the invoice tables archive the actual data while archives hold irrelevant data except for trying to find blame on somebody for messing up an order or making a change. These things can be fixed by reversing transactions and canceling them out through credits or purchase returns.

    ------------------------------
    Kevin Berg
    Philadelphia Scientific LLC
    Montgomeryville PA
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  • 5.  RE: Order to Invoice cycle. Do orders get "deleted" or set to some other status?

    SILVER CONTRIBUTOR
    Posted Sep 30, 2021 02:37 PM

    Your 97 out of 100 is a good example.

    Here's a scenario that I'm trying to understand - and then report out weekly on:

    1.   A customer orders 1 item:  qty of 10 on PO# ABC.
    2.  1 week later, we ship 6 out of 10.  Leaving 4 on the original order.
    3.  I believe (without knowing with certainty) that we are "shipping" then "invoicing" the 6 that we shipped.
    4.  I need to generate 1 report that shows:

    PO#     Original Qty Ordered     Original Order Date            Qty Shipped         Last Shipping Date     Qty Remaining   Exp. Ship Date
    ABC​               10                                 9/22/21                              6                        9/30/21                           4                        10/15/21

    The business goal is:  to provide the Customer with status and info on each item ordered, until it's finally "shipped complete."

    We're on NAV 2015 now, upgrading to BC 14/On Prem on Nov 17.

    I'm hoping to find canned reporting that shows this - without spending time writing Jet reports (or SSRS type reports.)



    ------------------------------
    Kevin Brennan
    Director of IT at Mayco Colors
    Hilliard, OH
    ------------------------------



  • 6.  RE: Order to Invoice cycle. Do orders get "deleted" or set to some other status?

    SILVER CONTRIBUTOR
    Posted Sep 30, 2021 02:40 PM

    Going from 100 to 97, not shipping the 3:

    If we're not using "backordering," but creating a new sales order and moving the item with qty 3 onto it, we're making our reporting situation more complicated than it needs to be (just thinking out loud.)

    If we were to use "back ordering," keeping the original sales order intact, I think I can use internal, canned reporting.

    I wonder why we don't use backordering - I'll have to look into the why/why not of that feature for us.

    ------------------------------
    Kevin Brennan
    Director of IT at Mayco Colors
    Hilliard, OH
    ------------------------------



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