In this video, we'll talk about the fields on the sales order screen at a, at a basic level and what they're intended to be used for. It's gonna be a two-part video. One, we'll discuss the sales order tab and the next one we will discuss the delivery time. The sales order section of the sales order screen. The first thing you see is Customer, It's here that you would select your customer. That's the starting point to any sales order. And this is, this can be done by predictive text. So if you know your customer that you wish to send out a bill for and create a create a sales order form, you would simply enter the name. I'm going to pick by way of example, Two Burly Men. So Burly. The second field here is the address field. This is pulling in from the customer master file. A creator of a sales order would want to make sure that the address is correct and correctly pulling through from the customer master file. The status is a very important field.

In general it will be set to To Invoice. There are four options, terminated, park, closed, and To Invoice. And this is, this field is simply telling the system what you want to have happen. So To Invoice is obviously, it's going to create the sales order. It's going to create the invoice once you I've finished populating the fields and hit Save. Closed and terminated should never be used. So just ensure that you don't select these. And we will discuss in a separate video at a different point what the purpose of Parked is. But in general, it will be To Invoice.

Under References, this is, these two fields are associated with the creation and approval of the sales order. Responsible always defaults to your user account. So this can be left as is. Approver, however, is a field that we want to have populated with the person approving the sales order. Alright, so your manager, your dean, your, whoever it is, it's in this field that that person's name would be selected and that would correspond to the external approval that you obtain. Under the external order ID. This is a very important field and at a very high level, more details to come, but at a very high level, there are 2, 2 things that one would enter in here. Either one enters no, No contract, or one would enter the contract name. So contract number one. The first, or the second situation, the contract name entering a specific contract name is if you're picking the product, grant or contract. But if there is no grant or contract or service agreement or anything signed of that nature. In other words, if the backup to the to the transaction or sales order is a e-mail or some other type of correspondence that isn't a contract or a grant funding letter, then you would put in No Contract in this field. So we'll leave contract number one as an example here. This section is all about the currency and payment terms of the invoice slash sales order. The currency should always default to Canadian dollars. And we have a separate video on what to do if it's a US dollar invoice. But in general, it can be left alone, assuming it's a Canadian dollar, Canadian company. The AP pay method is the method by which a refund might, if a refund is required at some future date, this field is where the information would be populated and one can pick between the various refund methods that we have. By default, however, it remains as cheque. And for the purpose of this video, at a general level, that is fine to leave it in as a default. We'll specify in later videos when one would modify this.

Payment terms. Payment terms are defaulted into the system and they're VIU standard, so they're grayed out. One cannot select anything by way of payment terms. The invoice recipient is of course, just nothing more than the customer information pulling over. So one need not do anything with either of these. PCB invoicing is also another ticky box that doesn't need to be selected at this point in time. It's for future functionality. Under the date section, what will default into Period is the current period and this need not be changed. One can just leave it as current period unless directed by Treasury to do otherwise. Likewise, the order date will default in with today's date. And this does not need to be changed. The order date. Delivery date and follow-up date though, are two separate things that do need to be updated. If you're putting in a grant or contract. If the sales order relates to a grant or contract that has been signed with an external party. The delivery date represents the starting date of the contract. So if you do have a contract, look into the contract and see this, the terms of the contract and when the contract begins. That date you would enter in the delivery date. The contract end date as specified by the signed contract is the date you would enter in the follow-up date. So let's assume for a second start date. The contract was February 2 and my end date is sometime in 2022. I would then accordingly enter them in here. The next section of the sales order is the default GL Analysis section. And the only option is which work order does the sales order relate to at a default level? So when I popped, by way of example, I'm going to use president's office. I'm going to say president's office is the relevant work order that I'm interested in populating that I wish to have the revenues recorded against from the sales order. When I select that here, that's the work order that will default into the subsequent sections. Within the order line section it is here that you select the products that you wish to invoice a customer for or bill a customer for. By way of example, I'm going to use the service. And it's here that I would pick the product that I'm interested in billing the customer for. Quantity and price can be populated, but the norm would be to just put in the total amount that you wish to bill the customer, each of the products has tax built into them. So one need only entered the pre-tax amounts in. The system will automatically calculate the associated taxes if applicable. You can put in many different products. So I'm going to choose a merchandise product next as an example, for 25,000, or 22,000. And if it turns out you've selected the wrong thing, you can just select the line item you wish to delete and delete it. In general, one would not use reset, park, close, terminate or search products. It's only the Add, Delete function that you would need to use again unless indicated otherwise by Treasury. The next section is the Additional Product area, and you have to have a line, an order line selected for this. This section is what will populate onto the invoice as some additional information. There are two options here. First option is if you wish the invoice to not go to the customer, but still have the sales order created, and of course this would be the norm. You wish to have the sales are created, but you don't wish the invoice to go to the customer itself, you would indicate No Invoice. On the other hand, if you wish the customer to have some additional information about it. So in this case, services counseling, you would populate that into the products, the product text field. So services rendered on March 2022. This would actually show up on the physical invoice that was sent out to the customer. These two next sections, the amount, discount, percentage, and workflow will be covered in a separate video. Under the the final section is the GL Analysis. The GL analysis section. This is nothing more than the representation of the accounting based off of the product you selected. Because I picked product, services counseling. The system will record that against services, service revenue for, for row one. Because I selected the default work order up here to be the president's office. That will default down here into the work order. The field that's still required to be populated, and one can tell by the way, where, when a field is required, if there's an asterisk beside it. The field that's missing some information is activity and intake. If one, one must populate this field because it's mandatory. In order to determine which activity to select, you can click the three button icon that you saw earlier and choose the appropriate activity and intake based off of what it's intended purpose is. So in this example, I'll simply pick administration. We'll discuss in a later video how to split an invoice up, go to multiple work orders. But we'll save that for another video. Here though, we see that in this example we've only intended to bill a customer once for one product service counseling for $15,000. The system is saying that 100% of the $15,000 will go to account 4401. Will go to account,  work order, president's office for the amount that was specified in the current amount.

the current amount. That covers the basic fields under the sales order and we'll move on to delivery next.