ProFrame I, Reference Guide - Order Entry Type Options

Order Entry Type Options (CSR Menu)

Purpose: This reference page covers all order entry type processes. Each has a link to the details of the order entry screens. For reference we'll call it Order Entry. All order entry type options uses the same order entry screens. Each option activates fields and options that fits the process being performed. Ex: the Post Date is made active when posting shipments, but not when creating work orders. This is explained in more detail in the Order Entry section.

Options Covered:

Work Order (Create)
Quote Order (Create)
Sales Order (Create)
Return Order (Create)
Confirm Orders (complete work orders)
Edit Orders
Inquiry Orders
Post Shipments

Access Menu: (start form Main Menu Screen)

File
CSR Menu

1. Work Order Section

Purpose: Create new work orders for any given customer or add on to existing work orders for any given customer. This is the first step of the work order system. If the desired customer does not exist, it can be added using this option.

Note: Quantity Break Discounts are not calculated for Work Orders.

Access Menu: (start form CSR Menu Screen)

Select option 1. Work Order.
Access the customer you wish to create a work order for.
Note: You can Add new customer accounts here.

Note: This access screen is and works the same for all Create Order options.

Several things could happen after selecting a customer.
1. Notice Screen if any flags are set for this customer, Credit Alert, Over Credit Limit etc...

Take It, select this to continue to create a new work order for this customer.
Cancel, select this to cancel the creation of this work order.

2. Notice Screen if open work orders exist for this customer, it allows for Add-On's..

AddOn, highlight and select this to add-on to an existing work order. learn more...
New, select this to create a new work order for this customer.
Cancel, select this to cancel the creation of this work order.

Related Option Links:

2. Quote Order Section

Purpose: Create new quote orders for any given customer. Any Quote can be converted to a work order during Edit Quotes. If the desired customer does not exist, it can be added using this option.

Note: Quantity Break Discounts are calculated for Quotes.

Access Menu: (start form CSR Menu Screen)

Select option 2. Quote.
Access the customer you wish to create a quote order for.
Note: You can Add new customer accounts here.

If Credit Alert, Over Credit Limit etc... a notice screen will be displayed.

Take It, select this to continue to create a new work order for this customer.
Cancel, select this to cancel the creation of this work order.

Note: un-like work order, Add-On is not available for quotes.

Related Option Links:

Order Entry (order entry screens and options)

3. Sales Order Section

Purpose: Create new sales orders for any given customer. Create Sales Orders when you wish to skip the work order process. A sales order is equivalent to a work order after being confirmed. Sales Orders must be posted as shipped (Option 6. Post Shipments) to become invoices. If the desired customer does not exist, it can be added using this option.

Note: Quantity Break Discounts are calculated for Sales Orders.

Access Menu: (start form CSR Menu Screen)

Select option 3. Sales Order.
Access the customer you wish to create a sales order for.
Note: You can Add new customer accounts here.

If Credit Alert, Over Credit Limit etc... a notice screen will be displayed.

Take It, select this to continue to create a new work order for this customer.
Cancel, select this to cancel the creation of this work order.

Note: Add-On is only available for work orders.

Note: work orders become sales orders after being confirmed, only sales orders can be shipped.

Note: quote orders are converted into work orders.

Note: sales orders must be shipped to become invoices. (Option 6. Post Shipments)

Related Option Links:

Order Entry (order entry screens and options)

4. Return Order Section

Purpose: Create new return orders for any given customer. This creates return orders that also creates Credit Memo's. Use this to return inventory. Otherwise use option B. Post Credit Memo to adjust account balances. Returns must be posted as shipped (option 6. Post Shipments) just like sales orders. If the desired customer does not exist, it can be added using this option.

Note: Quantity Break Discounts are not calculated for Return Orders.

Access Menu: (start form CSR Menu Screen)

Select option 4. Return.
Access the customer you wish to create a sales order for.
Note: You can Add new customer accounts here.

If Credit Alert, Over Credit Limit etc... a notice screen will be displayed.

Take It, select this to continue to create a new work order for this customer.
Cancel, select this to cancel the creation of this work order.

Note: return orders must be shipped to be posted to AR as a credit. (Option 6. Post Shipments)

Related Option Links:

Order Entry (order entry screens and options)

5. Confirm Orders Section

Purpose: Use this to confirm work orders or back orders as being completed and made ready for shipment. This process will remove this work order from the open work order file and add it to the sales order file. Waiting to be shipped. Inventory is still allocated. This process will print what looks like an invoice, BUT it's not actually posted into the AR side yet. The idea is to now deliver the order using the confirm printed invoice. When the order has been delivered it should be posted as shipped using the Post Shipments option. This way you can add to it or make any changes after delivery while posting shipments. But it's optional when you post your shipments.

Note: Quantity Break Discounts are calculated when confirming orders.

Access Menu: (start form CSR Menu Screen)

Select option 5. Confirm Orders.
Access the work order or back order you wish to confirm by entering the number.
Or enter the customer name if you do not know the order number.
Tip: enter a "1" and select Search for the system to list all open work orders to choose from.
Tip: you can leave the leading zero's off when accessing orders.
Ex: work order number "00001235" just enter "1235" and ProFrame will add the zero's for you.

Note: work orders must be confirmed to be shipped.

Note: the Order File List screen is activated when number entered cannot be found.

Note: press the ESC key to skip selection and return to the order access screen.

Related Option Links:

Order Entry (order entry screens and options)

7. Edit Orders Section

Purpose: Use this to edit or cancel Work Orders, Quote Orders, Sales Orders, Return Orders or Back Orders. Also use this to convert a Quote to a Work Order.

Note: Quantity Break Discounts are re-calculated only for Sales Orders or Quotes.

Access Menu: (start form CSR Menu Screen)

Select option 7. Edit Orders.
Access the order you wish to edit or cancel.
Or enter the customer name if you do not know the order number.
Tip: enter a "1" and select Search for the system to list all orders to choose from.
Tip: you can leave the leading zero's off when accessing orders.
Ex: work order number "00001235" just enter "1235" and ProFrame will add the zero's for you.

Note: enter the order number in the field that corresponds with the type of order you're wanting to edit or cancel. Ex: if looking for work order number 1235.. enter 1235 in the Work Orders section.

Note: the Order File List screen is activated when number entered cannot be found.

Note: press the ESC key to skip selection and return to the order access screen.

Related Option Links:

Order Entry (order entry screens and options)

I. Inquiry Orders Section

Purpose: Use this to inquiry Work Orders, Quote Orders, Sales Orders, Return Orders, Invoice and Returns AR side or Back Orders.

Access Menu: (start form CSR Menu Screen)

Select option I. Inquiry Orders.
Access the order you wish to inquiry.
Or enter the customer name if you do not know the number.
Tip: enter a "1" and select Search for the system to list all orders to choose from.
Tip: you can leave the leading zero's off when accessing orders.
Ex: work order number "00001235" just enter "1235" and ProFrame will add the zero's for you.

To search in History files, turn the YTD option on for that section.
To search in Current files, leave the YTD option off.

Note: After accessing the 1st order and after you quit, the system assumes you would like to list all other orders for that customer, answer Yes if that's true, No if you're finished inquiring orders for this customer.

Note: press the ESC key to skip selection and return to the order access screen.

Related Option Links:

Order Entry (order entry screens and options)

6. Post Shipments Section

Purpose: Use this to post shipments, only Sales Orders and Returns can be posted. This process creates invoices that are posted into the accounts receivable files. All files concerning this posting are updated during this process. Like inventory, sales history, customer AR History, salesman, departments etc...

Note: Quantity Break Discounts are re-calculated only for Sales Orders.

Access Menu: (start form CSR Menu Screen)

Select option 6. Post Shipments.
Access the order you wish to post.
Or enter the customer name if you do not know the number.
Tip: enter a "1" and select Search for the system to list all orders to choose from.
Tip: you can leave the leading zero's off when accessing orders.
Ex: order number "00001235" just enter "1235" and ProFrame will add the zero's for you.

Default Date, once you post the 1st, the system keeps the last post date for this session.

Note: the Order File List screen is activated when number entered cannot be found.

Note: press the ESC key to skip selection and return to the order access screen.

Payment

Note: After posting each shipment, the system allows you to post a payment. Answer Yes if that's true, No if no payment was colleted at this time.

Related Option Links:

Order Entry (order entry screens and options)
Posting a Payment