Sales - Meat Order

Menu Selection: Document - Sales - Meat Order

Purpose

This document allows the user to create and invoice a meat order.

Prerequisites

There must be product master records established in the database via the Stock - Account document. Each product master record must have a barcode format, and a part number. These two fields are essential when performing any barcode related activity. All product codes to be scanned must be limited to 10 characters in length.

If alternate product behaviour is required, then the appropriate relationships must have been established via Stock - Alternates document.

The customer that is purchasing the goods must exist in the database via the Debtor - Account document.

Context

This document has been specifically customized for the meat processing industry, and is inappropriate to be used in other industries. Many of the features of the traditional LILAC Sales - Orders have been removed. This document has no explicit support for GST.

Once a meat order has been created, barcodes can be scanned against this order. Barcodes scanned against a meat order have a type "SAL ". When scanning has been completed, click the Refresh button. Note the Refresh button can be clicked at any time during scanning to show the user where scanning is up to.

Once satisfied that the document is correct, type the authorising operators ID into the Authorised field and click Invoice.

About This Screen

Head of the Document
Field Enterable? Instructions
Name Key Yes Type in the customer's key (or click the right mouse button) and select the key from the list.
Order No Yes Enter past this field to create a new meat order. Otherwise type in the order number (or click the right mouse button) and select the order number from the list.
Sales Note Yes Type in the sales note number
Sales Exec Yes Type in the sales executive.
Cust Order No Yes Type in the customer's order number if required.
Date No Displays the date the order was created. If a new order is being created, this field will be equal to the Working Date.
Group Yes This field should be left blank.
Charge No Displays the name and address of the customer.
Ship To Yes Type in the delivery location.
Return Yes This is a return to stock meat order. When the user clicks the Invoice button, this will create a Tax Credit rather than a Tax Invoice. Additionally, barcodes are scanned with a type "RET " rather than a type "SAL ".
Natural Fall Yes Tick this field if natural fall behaviour is required for this order. Natural Fall behaviour means that any barcode for the order can be scanned at any time, without the requirement of first selecting the product. Alternate products can not be used when Natural Fall is ticked.
Allocate To Yes Destination company for allocation of order
Terms Yes Displays the payment terms from the Debtor - Account document.
Payment Terms Yes Type in up to two lines of additional payment terms if required.
Country Dest Yes Type in the country of destination if required. This field is typically non blank when the items on this order are being shipped by vessel.
Vessel Yes Type in the name of the vessel carrying the contents of this order.
Voyage No Yes Type in the voyage number for the vessel carrying the contents of this order.
Shipping Line Yes Type in the name of the shipping line responsible for couriering this order.
Shipping Period Yes Type in the contracted Shipping Period.
eCommerce No If this field is ticked, then this order was enter by someone using an Active Server online shopping web site. These types of orders will not appear in the handheld scanners until the Activate field is ticked. If this field is not ticked, the order will appear in the handheld scanners by default.
Activate Yes Tick this field when this order is required to be seen in the handheld scanners. This is only required where the eCommerce field is ticked. If the eCommerce field is not ticked, there is no requirement to tick this field for the order to appear in the handheld scanners.
Itemise Yes If there is a requirement to show all individual products on the Tax Invoice, tick this field. This is commonly used in conjunction with an alternate products order. The Tax Invoice will have one line for every barcode scanned, with the description and price copied from the original meat order. This should only be used with Portrait Invoices, as the number of lines on a landscape (WYSIWYG) document are limited.
Loadout Yes Type in the load out site.
Load Port Yes Type in the load port (or origin port).
Discharge Port Yes Type in the discharge port.
Dest Port Yes Type in the destination port.
Total Yes Displays the total value of the order.
Quantity Yes Displays the total quantity wanted for this order.
Quantity Scanned Yes Displays the total quantity already scanned against this order.
Items Yes Displays the total number of items or cartons wanted for this order.
Items Scanned Yes Displays the total number of items or cartons already scanned against this order.
Authorised Yes Type in the ID of the authorising operator. Once a meat order has been authorised, it can be invoiced (via the Invoice button).
Invoice No Displays the invoice number. This field will only be non blank once the meat order has been invoiced.
Invoiced No Displays the total of the invoice. This field will only be non blank once the meat order has been invoiced.
Closed Yes Once a meat order has been invoiced, this field will contain a tick. Once this field is ticked, no further changes can take place.
FX Rate Yes Type in the FX rate.
Cut Off Date Yes Type in the shipping cut off date.
Depart Date Yes Type in the departure date.
Discharge Date Yes Type in the discharge date.
Arrival Date Yes Type in the arrival date.
Currency No Displays the currency for the customer. This field should be blank if referring to Australian dollars.
Sell Rate Yes Type in the current sell rate of the customer's currency. This field should be left blank if referring to Australian dollars.
Date Yes Type in the date the Sell Rate was last updated.
Remarks Yes Type in any remarks, issues, or complaints with this order.

Lines of the Document
Field Enterable? Instructions
Port Marks Yes Type in the port marks. These field are typically left blank.
State Yes Type in the state. These field are typically left blank.
Quantity Yes Type in the maximum number of kilograms to scanned against this line. This field should be used when the Items field is blank.
Quantity Scanned No Displays the actual number of kilograms scanned against this line.

If the weight of item is not stored in the barcode, and the product code is an umbrella product (for alternate products), the weight is used from the umbrella product, rather than the individual products.
Items Yes Type in the maximum number of items or cartons to scanned against this line. This field should be used when the Quantity field is blank.
Items Scanned No Displays the actual number of items or cartons scanned against this line.
Product Code Yes Type in the product’s key (or click the right mouse button) and select the key from the list.
Date Yes This field is used to restrict the age of barcodes for this line. Type in a date, if the date stored in the barcode is older than the date typed in, the barcode will not be scanned to this order. If the barcode does not have a date stored in it, it will use today's date.
Product Desc Yes Displays the product description. This description can be changed on this order if required.
Currency Yes Type in the currency the Price and Extension fields are in. If it is Australian dollars, leave this field blank.
Price Yes Displays the selling price of the product. You can type in a different price if required.
Unit Yes Type in the unit of measurement. This field can typically be left blank.
Extension Yes Displays the extension of the line. This is equal to the Price * Quantity Scanned.

Transaction Processing

Button Description
Refresh Clicking the Refresh button will update the individual lines and the totals on this document. Barcodes scanned against this meat order are not seen until the Refresh button is clicked.
Allocate Clicking the Allocate button will create a copy of the meat order in the company specified in the Allocate To field. The meat order will then be deleted out of the current company. 
Invoice Before clicking the Invoice button, the Refresh button must be clicked to update all the lines, and order totals. Clicking the Invoice button will close the meat order, and create a Tax Invoice or a Tax Credit (if the Return field is ticked). 
Export Clicking the Export button will export the meat order and barcodes to an external file in the same location as the database.

From Here

Once a meat order has all items required scanned click the Invoice button to create the invoice. Additionally it may be a requirement to run a Barcodes - Product Weight List report for the newly created invoice.