SalesCS > Sales > Options menu > Sales Order Entry Preferences window > Sales Order Entry Preferences window: Defaults tab
Sales Order Entry Preferences window: Defaults tab
Use the Defaults tab to establish defaults for the Order Entry module. Default entries are provided for your convenience and can be changed at any time.
GL Cash Account 
If Order Entry is integrated to General Ledger, enter the default GL Cash account for posting cash sales invoices. If Order Entry is integrated to General Ledger and you are using the Interface Table, enter the GL Cash Key.
If you use Job Cost and collect payment (other than AR Charge) on a Job Cost invoice, the amount posts to the GL Cash Account you set here.
Sales Entry Layout 
Select a default code from the drop-down list. To create customized entry layouts, select Options > Customize the Order Entry Window from the navigation pane. The default option is 01 - Screen 1, which has been predefined and selected for you.
Allow Log On/Off Between Sales 
Select this check box if you want the sales clerk to be able to log off after each sale. This provides additional security, especially if the register is frequently left unattended while clerks are helping customers on the floor.
Invoice Format 
Type the Format Code to use or double-click to choose a format from the Lookup to use when printing invoices. If an invoice format is not specified, this defaults to OE0000.
Order Type 
Select a default Order Type from the drop-down list to use when you enter orders. The default selection is Invoice. The following order types are available.
Invoice: This type processes the transaction in the batch when you post and inventory items included in the invoice are indicated in Inventory.
On Hold: This type keeps the transaction in the batch until the customer is ready to finish the purchase, at which time the type is changed to Invoice or deleted. With a Hold transaction, inventory items included in the hold are committed from Inventory.
Quote: This type keeps the transaction in the batch until the customer is ready to finish the sale, at which time the type is changed to Hold, Work Order, Invoice, or deleted. With a Quote transaction, inventory items included in the quote are not committed from Inventory.
Work Order: This type allows the customer to make multiple deposits on the invoice while you continue to work on the project for the customer. This type of order is not posted until it is changed into an invoice or deleted.
Maintain Order Type 
Select the Maintain Order Type check box if you want to keep the current order type when you retrieve an order. For example, if you enter a Quote, the order type will still be Quote when you retrieve the order. Leave this check box blank if you want the system to automatically change orders to the default in the Order Type drop-down list when the work order is retrieved. The default for this check box is unchecked.
Recurring Orders 
This default setting affects two check boxes: the Use Updated Info check box in the Sales Order Entry window and the Use updated information when generating orders from Recurring check box in the Sales Generate Recurring Orders window. If you select Generate with Original Information, the check boxes will be unchecked by default. If you select Generate with Updated Information, the check boxes will be checked by default. The default for this option is Generate with Original Information.
Default Location 
If you have Multi-Location Inventory installed, use this drop-down list to indicate how the default inventory location will be determined. Your options are:
No Default Location: With this option, if the clerk scans an item for sale, the first location in the list will automatically be used. If the clerk activates the Lookup to select the item for sale, the item will appear in all locations, and the location associated with the item chosen will be used. The clerk can change the location by either opening the Lookup in the Item field and selecting the same item from a different location, or by opening the Lookup in the Location field and choosing a different location.
Use Default Location - Lookup Enabled: If you select this option, then the default location will be determined by that specified in the Default Location field on the Misc. tab of the Sales POS Register window, even if the clerk selects an item with a different location from the Lookup. However, the sales clerk can select a different location, if necessary, by opening the Lookup in the Location field and choosing a different location.
Use Default Location - No Lookup: With this option, only items in the default location can be selected. The default location is determined by the Default Location field on the Misc. tab of the Sales POS Register window. If the clerk opens the Lookup in the Item field, only items in the default location will appear in the list.
Sales Department 
This field is optional. Select a default Sales Department Code to use when entering orders. You can change this code in the Entry window if you set up your entry screen to allow this.
Salesperson 
This field is optional. Select a default Salesperson Code to use when entering orders. You can change this code in the Entry window if you set up your entry screen to allow this.
Tax Code 
Select a default Tax Code to use when you enter orders. You can change this code in the Entry window if you set up your entry screen to allow this. If you set up a default Tax Code for a customer in the AR Customers window, it overrides the default Tax Code you enter here.
If you enforce the use of AvaTax for automated sales tax calculation, this field is hidden.
Round Price to Decimal 
This setting determines the number of decimal places that will be used in the Price field on the Sales Order Entry window. The stock item price will be rounded to the number of decimal places selected in the Round Price to Decimal box and then that rounded number will appear in the Price field and it will be used to calculate the Extended field value. Select a number of 0 through 4. The Extended field value is always rounded to two decimal places.
Quantity Decimal 
Enter the number of places to the right of the decimal that you want to show on your quantity boxes. This also determines the number of decimal places the clerk will be able to type during a sale. If your quantities are always whole numbers, choose 0 to print just the whole number. If you sell in quantities no smaller than the one-tenth unit, choose 1 to print the one-tenth place. The allowable range is 0 - 4.
Round Weight To Decimal 
Select the number of decimal places you want to appear for item weights in the Enter Orders window and on all invoices and reports. The allowable range is 0 - 4.
On-Line Invoice Numbering 
This check box is only enabled if you did not select the Multiple users per batch check box on the General tab. If you check this box, invoice numbers are generated when the invoice is saved; this prevents duplicate invoice numbers. It also ensures that no one can change the invoice number when creating an order.
If you leave the check box unchecked, invoices numbers will be generated automatically, but they appear when a new invoice is opened and can be changed by the user if the layout is set up to allow input. If you leave this check box unchecked, it is possible to create duplicate invoice numbers. However, you cannot post duplicate invoice numbers, so we recommend you select this check box.
Last Invoice or Hold Number 
This is the last invoice or hold invoice number used and sets the default for the next invoice or hold invoice to be used. The only times you need to update this number are when you first install Order Entry and any time you have an interruption in the numbering sequence. If you end your number with a letter, a 1 will automatically be added to the end of it so the invoices will increment correctly.
Last Work Order or Quote 
This is the last work order or quote number used, and sets the default for the next work order or quote to be used. If you have both the On-Line Invoice Numbering and Allow Quote check boxes selected, the quote number is assigned automatically when the quote is saved. The only times you need to update this number are when you first install Order Entry and any time you have an interruption in the numbering sequence If you end your number with a letter, a 1 will automatically be added to the end of it so work orders and quotes increment correctly.
Work Order Deposit Accounts
The following defaults are only available if the Allow Work Orders and Allow Deposits check boxes are selected on the General tab.
GL Deposit 
Enter the default GL Deposit account number to update when you post work order deposits. This account is typically a cash account that stores the deposit amount until the work order is fulfilled. When looking up General Ledger Accounts, press F5 to look upUse the Lookup individual account segments, and SHIFT+F5 to look up entire select an existing GL accountsAccount.
GL Liability 
Enter the default GL Liability account number to update when you post work order deposits. This account offsets the GL Deposit account until the work order is fulfilled. When looking up General Ledger Accounts, press F5 to Use the Lookup individual account segments, and Shift/F5 feature to look up entire select an existing GL accountsAccount.
Age Verification
This group of settings is used if Specialty Shop is installed. Specify the age customers must be to purchase tobacco or alcohol products.
Tobacco 
Enter the age or use the up and down arrows to indicate the age at which customers are permitted to purchase tobacco products in your state.
Alcohol 
Enter the age or use the up and down arrows to indicate the age at which customers are permitted to purchase alcoholic beverages in your state.
Prompt Type
Select the option that corresponds to the type of prompt you want to use for the sales clerk.
Prompt Clerk 
If you select this method, when a customer attempts to purchase a product requiring age verification, a window will appear in which the clerk will type the customer’s birthdate. Once the customer’s birthdate has been entered, a message will indicate whether or not they are permitted to purchase the item.
Display for Comparison 
With this option, the date by which a customer must have been born will appear at the bottom of the Sales Order Entry window. If the ages for tobacco and alcohol are different in your state, then there will be two dates displayed: one for tobacco, and one for alcohol. The clerk can then look at the customer’s identification and compare the birthdate to that displayed in the Sales Order Entry window to see if the customer is permitted to purchase the item(s).
None 
Select this option to turn off automated age verification.
 
Published date: 10/24/2019