Sales Order Journal
The Sales Order Journal holds an order before it becomes one. It has the same header, tabs and lines as the Sales Order. When it is right, one action, or its approval, generates a real Sales Order from it, line for line, and the journal is locked.
What it is for
A company that wants every booking checked before it becomes an order keeps the bookings here. The journal does what a sales order does while it is being written: prices, discounts, tax, promotions, reservation and the credit check. It does not go downstream. Only the Sales Order generated from it does.
The one rule people get wrong: a journal can generate only one Sales Order, and is then frozen. After that, Edit and Delete are refused. Correct the generated Sales Order instead.
Every field in plain words
The fields, tabs, line columns and totals are those of the Sales Order, with the same meaning, except:
- there is no Order Journal and no Sale Agreement on the header;
- Sales Taker, Sales Responsible, Sales Region and Sales Territory are not editable once the journal is created.
How it becomes a Sales Order
| The journal | How the Sales Order is made |
|---|---|
| Has no approval set up | Open the saved journal and use the next action to generate the Sales Order. The credit check runs first, as it does on Save |
| Has an approval set up | The action is hidden. The Sales Order is generated when the journal is approved |
The generated Sales Order:
- copies every header field, line, discount, tax line and cost element;
- is dated today, with today as its Required Date and Promise Date on the header and the lines;
- is saved released, and each line points back to the journal line it came from;
- takes over the journal's promotion bookkeeping, so the rewards already granted are not granted twice.
The journal is then marked released and completed, and its Edit and Delete are disabled. Deleting the generated Sales Order frees the journal's promotion bookkeeping again.
Make-to-order lines
A make-to-order line with a Planned Quantity and bill of material lines gets a Manufacturing Order in status Planned when the journal is saved. Lowering the Planned Quantity changes that order; setting it to zero or removing the line deletes it. Once the Manufacturing Order is no longer Planned, the journal refuses to go below its quantity.
How to configure it
The same settings as the Sales Order apply. Set up an approval on the screen when bookings must be approved before they become orders.
Scenarios
- Field sales booking orders on a tablet, checked in the office. The bookers save journals. The office approves them, and each approval produces the Sales Order.
- A booking that turns out wrong after conversion. Edit the generated Sales Order, not the journal.
What it is connected to
- Sales Order - what the journal becomes.
- Promotions & Rewards - rewards applied on the journal carry over.
- Order to cash.
If something looks wrong
- "Sales Order '...' has already been generated from this journal." - it was converted already. Open that Sales Order.
- "This Sales Order Journal cannot be edited. Sales Order '...' has already been generated from it." / "... cannot be deleted. ..." - change or delete the Sales Order instead.
- "Line ID: ... is already referred to a Manufacturing Order with status 'Released'. Cannot set Planned Quantity to 0." and the related messages - the manufacturing order is under way; it can no longer be cut from here.
- No action to generate the Sales Order - an approval is set up on the screen, so approval generates it; or the order was generated already.
- Every other message is the Sales Order's, word for word.