Lesson 2: Configuring Sales Order Types

Part 1: Basic Order Management Configuration

An order type in Acumatica ERP determines the key settings of an order of the type: the information to be entered, the processing operations to be performed, and the documents to be generated. In this lesson, you will configure and activate a predefined order type.

Sales Order Types: General Information

Acumatica ERP provides a number of predefined sales order types for common processing operations, such as without shipment, sales by cash, sales by check, and customer returns of items. On the Order Types (SO201000) form, you activate the order types that your company will use and make sure that they are configured to fit your company's processes. When you create a new order on the Sales Orders (SO301000) form, you select the appropriate order type, which determines the information to be entered on the form, the processing operations to be performed for the order to be completed, and the documents to be generated during order processing.

Learning Objectives

In this lesson, you will do the following:

Become familiar with the predefined order types and processing of orders of these types
Activate an order type with the minimum required settings
Specify optional settings that aﬀect how an order of the type is processed

Applicable Scenarios

You configure order types in the following cases:

You are initially configuring order management in Acumatica ERP, and you have to activate at least one order type to be able to create and process sales orders in the system.
You need to activate any of the predefined order types that are not yet active to support additional business processes.

Order Type for Recording Expected Sales

If you want to track your company's expected future sales, your employees can prepare orders of the QT (Quote) type on the Sales Orders (SO301000) form. Quotes can later be converted to sales orders or canceled if the sale is no longer expected to happen. Quotes can also be used as templates for repeating orders for a particular customer. For more information, see Processing Pre-Sale Quotes.

Order Types for Processing Sales

Acumatica ERP provides predefined order types for the processes that are used most frequently in sales. Some of the predefined order types for sales on the Order Types (SO201000) form are configured for sales without shipping. The following predefined order types can be used for sales orders that are processed without shipments:

IN (Invoice): You create an order of this type when the goods requested by a customer do not require shipping, so the order processing requires only preparing an invoice for the customer and does not involve shipments. This order type can be used for a point-of-sale (POS) system.
CS (Cash Sale): You create an order of this type when you sell items directly to the customer and receive payment at that time (by cash, check, or credit card). You choose which types of sales orders to activate and configure depending on the business processes established in your company. The following table shows a comparison of the predefined order types for sales and the ways they relate to business process requirements.
Business Process Requirement IN CS
Shipping of Items to the Cus- Not needed Not needed tomer
Payment By credit In cash
Billing Document to the Cus- Invoice Cash sale tomer
Reserving Items in Inventory Not needed Not needed

Order Types for Processing Customer Returns

Acumatica ERP provides return order types for the most frequently used return processes, such as return for credit, return for cash, and return for replacement. In the system, these sales returns can be processed through a simple workflow in which you create a return order and then process the invoice directly from the order. You choose which types of return orders to activate and configure on the Order Types (SO201000) form depending on your return policies. The following predefined order types are available for orders on the Sales Orders (SO301000) form that are used for processing returns:

CR (Cash Return): You create a cash return order to process a return of items that were sold in a cash sale and do not require shipping.
CM (Credit Memo): You use a credit memo order to account for unauthorized returns from customers; this order includes a link to the original invoice. You can use credit memo orders to account for unauthorized returns. The following table shows a comparison of the predefined order types for returns of sold goods and the ways they relate to business process requirements.
Business Process Requirement CR CM
Shipping of Returned Items Not needed Not needed
Shipping of Replacement Items Not needed Not needed
Financial Document for the Cus- Cash return document with the Credit memo with the amount to tomer amount to be returned be returned

Order Type for Processing Both a Sale and a Customer Return

An order of the predefined MO (Mixed Order) type on the Order Types (SO201000) form is used for processing both a sale and a customer return in the same order on the Sales Orders (SO301000) form, as well as the payments and customer refunds related to this order. A mixed order may be used if a customer needs to buy and return products or services (or receive a replacement for the returned products) at the same time at a counter or through a point- of-sale (POS) system operated by a cashier. The type of the return in a mixed order is a return for cash or return for credit. On the Sales Orders form, you can add lines for sales and lines for returns to the mixed order. You then process a customer payment if the order has a positive balance or a customer refund if the order has a negative balance. Mixed orders support business process requirements as follows:

The billing document that is processed for the customer is a credit memo or cash return document with the amount to be returned.
The financial document processed for the customer is an invoice or cash sale document.

Sales Order Types: Implementation Activity

In the following implementation activity, you will configure and activate the IN order type.

Open the IN order type on the Order Types (SO201000) form.
On the General tab, do the following: a. In the Order Settings section, clear the Calculate Freight check box because you do not need to calculate freight charges for the sales orders. b. In the Posting Settings section, in the Freight Account box, specify 40010 (Sales – Freight).
In the Summary area, select the Active check box.
On the form toolbar, click Save.

Configuring Sales Order Types