Lesson 3

Selling Non-Stock Items with Shipping

Back to D220: Non-Stock and Service Items OrderMgmt

Lesson 3: Selling Non-Stock Items with Shipping

The topics of this lesson explain how to process a sale of non-stock items with shipping, and which documents are involved in the processing of the sale.

Sales of Non-Stock Items with Shipping: General Information

Non-stock items in Acumatica ERP, which are defined on the Non-Stock Items (IN202000) form during implementation, are used to represent products that cannot be stocked in warehouses (such as services or charges) or physical entities whose quantities you do not need to track. The following sections describe the sales process of non-stock items that are shipped to the customer.

Learning Objectives

In this lesson, you will do the following:

  • Prepare a sales order for a sale of non-stock items with shipping
  • Prepare the shipment for the sales order
  • Prepare the invoice that corresponds to the sales order

Applicable Scenario

You process a sales order with non-stock lines and then create a shipment if a customer buys some goods that are defined as non-stock items in the system, and the goods must be shipped to the customer's place.

Sales of Non-Stock Items with Shipping The standard sales process with order management soware typically includes entering a sales order, processing a shipment of the items, and preparing the related sales invoice for the customer. In Acumatica ERP, to begin processing a sale that requires the items to be shipped before billing occurs, you enter a sales order of the SO type on the Sales Orders (SO301000) form and add the requested non-stock items to the order. Then you use the Shipments (SO302000) form to prepare and confirm each shipment related to the sales order. When each shipment is confirmed, you need to bill the customer for the shipped items by preparing a sales invoice, which is a financial document in the system that contains links to the applicable shipments and sales orders. You can review the prepared sales invoice on the Invoices (SO303000) form; then you can release it. When the sales invoice is released, the sales invoice becomes visible on the Invoices and Memos (AR301000) form as an AR invoice. An AR invoice on the Invoices and Memos form is a financial document that does not contain links to the applicable sales orders, as the sales invoice does. The AR invoice and sales invoice have the same reference number, which the system prints in the customer statement. On both the Invoices form and the Invoices and Memos form, you can view the link to the batch of the general ledger transactions that was generated when the invoice was released. For more information on processing AR invoices, see Processing AR Invoices.

Workflow of Sales of Non-Stock Items with Shipping If a sales order includes only non-stock items with shipment, the processing of the sales order involves the actions and generated documents shown in the following diagram. Lesson 3: Selling Non-Stock Items with Shipping | 17

Sales of Non-Stock Items with Shipping: Process Activity

In this activity, you will prepare and process a sales order for non-stock items that need to be shipped to the customer's location. Lesson 3: Selling Non-Stock Items with Shipping | 18

Story

Suppose that the GoodFood One Restaurant customer has asked SweetLife Fruits & Jams to conduct a two-day training course on home canning for the café's employees. The materials to be used for the upcoming training on home canning (which are included in the price of the training) need to be delivered to the customer's location before the course is conducted. You, as a sales manager, need to reflect these details in the system by entering and processing the appropriate documents.

Configuration Overview

In the U100 dataset, the following tasks have been performed to support this activity:

  • On the Enable/Disable Features (CS100000) form, the Inventory feature has been enabled.
  • On the Order Types (SO201000) form, the SO order type has been configured and activated.
  • On the Customers (AR303000) form, the GOODFOOD (GoodFood One Restaurant) customer has been created.
  • On the Non-Stock Items (IN202000) form, the OFLCOURSE (Home canning courses at customer's place) non- stock item has been created, and the Require Shipment check box has been selected for this item on the General tab.

Process Overview

In this activity, you will create a sales order on the Sales Orders (SO301000) form, and then add a non-stock item to it. Aer that, you will create a related shipment document on the Shipments (SO302000) form. On this form, you will check the settings that the system has specified automatically, and then confirm the shipment. Aer shipment confirmation, you will use the Invoices (SO303000) form to prepare a sales invoice to the customer and release it.

System Preparation

Before you start processing a sales order that includes non-stock items with shipping, you should do the following:

  1. Launch the Acumatica ERP website with the U100 dataset preloaded and sign in to the system as a sales and purchasing manager by using the norman username and the 123 password.
  2. In the info area, in the upper-right corner of the top pane of the Acumatica ERP screen, make sure that the business date in your system is set to 1/30/2025. If a different date is displayed, click the Business Date menu button and select 1/30/2025 on the calendar. For simplicity, in this activity, you will create and process all documents in the system on this business date.

Step 1: Creating a Sales Order To create a sales order, do the following:

  1. On the Sales Orders (SO301000) form, add a new record.
  2. In the Summary area, specify the following settings:
  • Order Type: SO
  • Customer: GOODFOOD
  • Description: Home canning training
  1. On the Details tab, click Add Row on the table toolbar, and specify the following settings in the row:
  • Inventory ID: OFLCOURSE
  • Warehouse: WHOLESALE
  • Quantity: 2 Lesson 3: Selling Non-Stock Items with Shipping | 19
  • Unit Price: 45
  1. On the form toolbar, click Save.
    Now you need to create a shipment for the materials that need to be shipped in advance of the training.

Step 2: Creating a Shipment To create the shipment related to the sales order, do the following:

  1. While you are still viewing the sales order that you have created on the Sales Orders (SO301000) form, on the form toolbar, click Create Shipment.
  2. In the Specify Shipment Parameters dialog box, which opens, make sure that make sure that the 1/30/2025 business date and the WHOLESALE warehouse are selected, and click OK.
    The system closes the dialog box, creates a shipment and opens it on the Shipments (SO302000) form.

Step 3: Confirming the Shipment To confirm the shipment, do the following:

  1. While you are still viewing the shipment on the Shipments (SO302000) form, make sure that the order line with the non-stock item has been included in the shipment on the Details tab.
  2. On the form toolbar, click Confirm Shipment.
    Notice that the shipment is assigned the Confirmed status. Now you can prepare the invoice to bill the customer and increase the customer's debt in the system.

Step 4: Processing the Sales Invoice To prepare and release a sales invoice related to the sales order (and shipment), do the following:

  1. While you are still viewing the shipment on the Shipments (SO302000) form, on the form toolbar, click Prepare Invoice. The system prepares the invoice and opens it on the Invoices (SO303000) form.
  2. On this form, review the details of the prepared invoice. The invoice has one line on the Details tab, as the initial sales order does. In the Shipment Nbr. and Order Nbr. columns of this tab, the system has inserted the reference numbers of the related shipment and sales order (which you created in Steps 1 and 2 of this activity); these numbers are also links that you can click to view the shipment and sales order on the appropriate forms.
  3. On the form toolbar, click Release to release the sales invoice. The invoice is assigned the Open status.
  4. On the Details tab, in the only row, click the link in the Order Nbr. column to view the associated sales order.
  5. On the Sales Orders (SO301000) form, which opens, review the details of the sales order, as shown in the following screenshot. Notice that the sales order has the Completed status, which the system assigned on release of the sales invoice, and which means that the processing of the sale is completed. Lesson 3: Selling Non-Stock Items with Shipping | 20

Figure: Sales order completed on release of the sales invoice Lesson 4: Selling Services | 21