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  13. Enter a sale for...

Enter a sale for a non-stocked item

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The following describes how to enter a sales order line for an item that is not in stock. You do not have to spend time entering the new item in the Item file. Instead, you simply create the item via Work with sales orders and then enter the order line.

This functionality is two-fold. You can use it to:

  • Generate a new item, which you know you can purchase and sell, but is not currently in the Item file. You can also activate (assign) multiple warehouses from which the item can be shipped.
  • Activate (assign) another warehouse for an existing item. This can be done when, for example, you want the item to be shipped from another warehouse.

To generate a new item do as follows:

  1. Repeat steps 1 through 3 in Manually enter a sales order.
  2. From the Order lines panel you can access the Generate new item panel in two ways:
    1. Fill in the new item that you want to create in the Item/Assortment field, click the Fnc list function key and select the Generate item function. If you choose this method the item code will be loaded on the Generation panel. Tip: This can also be done for an existing item.
    2. Leave the Item/Assortment field blank, click the Fnc list function key and select the Generate item function.

    For the purpose of this example, the second is depicted.

  3. You access Generate new item. The system defaults data in some fields but all fields are mandatory.
    4. Templ for defaults
    The item maintenance template defined in Work with system user profiles for your user profile is defaulted, but can be changed. Note: If you change the template, the template you enter must have valid defaults for the following panels in the Item file:
    • Basic data
    • Warehouses
    • Inventory Management (if Inventory Control is activated).
    Item
    Enter the item code for the item you are creating.
    Warehouse
    Defaults the warehouse for the customer from the sales order line, but can be changed.
    Description
    Enter the description for the item.
    Internal name
    Enter the internal name for the item.
    Stock unit
    Enter the stock unit for the item.
    Average cost
    The name of this field depends on the active cost method in the system. Enter the appropriate cost.
    Main supplier
    Enter the number of the main supplier for the item.

    Pricing fields
    The remaining pricing fields are an all or none scenario. Either all Sales price and/or Purchase price fields must be completed, or none of them. Note: If you do not complete the fields, the default prices are used. If you do complete the fields, the following will happen:

    Sales price
    The sales price you enter will override the current Sales price in the Default Sales price file for the template you are using. In addition, the following will happen:
    • If a New sales price, New pr date, New lim price exists, these will also be set to zero.
    • Any other pricing parameters are set to zero.
    • Field Qty dep pric is set to NO.
    Purchase price
    The purchase price you enter will override the current Act price 1 in the Default Purchase price file for the template you are using. In addition, the following will happen:
    • If a New price, New pr date, New lim date exists, these will also be set to zero.
    • Any other pricing parameters (Discounts 2-5 and Limits 2-5) in both the Current and New price sections are set to zero.
    • Field Qty dep price in both Current and New price sections is set to NO.

    After completing the fields the item is generated when you:

    • Click OK, or
    • Click Activate mult whs to activate multiple warehouses for the new item.

    For the purpose of this example, click Activate mult whs.

  4. You access Activate warehouses. The warehouse entered on the Generation panel for the new item is activated for the item. Note: As previously mentioned, you can also use this panel to activate warehouses for an existing item. This panel is accessed if you enter an existing item in the Item/Assortment field on the Order lines panel, click the Fnc list function key and select the Generate item function.

    If you want to be able to deliver the item from different warehouses, you must activate those warehouses. Select the warehouse and click OK. The Status column will be updated with Active.

    Click OK to return to panel Order lines. You can now enter an order line for this item.

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