6. Forms

Sales Forms section.

6.1.  Print Sales Order Form

To print a Sales Order Form, select the "Print Sales Order Form" option. The following screen will appear:

Print Sales Order Form

When printing a Sales Order Form, you are presented with the following options:

Sales Order #

Enter the Sales Order Number of the Sales Order whose Form you want to print.

Report Name

Specify the Form you want to use for printing the Sales Order. For Sales Order acknowledgements, create a Form keyed on Sales Orders and use either of the following reports: CustOrderAcknowledgement.xml or SalesOrderAcknowledgement.xml

To the far right of the screen, the following buttons are available:

CANCEL

Closes the screen without generating a report, returning you to the application desktop.

PRINT

Runs the report associated with this screen.

If the Customer specified on a Sales Order has an EDI Profile attached, you may encounter an EDI processing interface when printing it.

6.2. Print Return Authorization Form

To print a Return Authorization, select the "Print Return Authorization Form" option. The following screen will appear:

Print Return Authorization Form

When printing or reprinting a Return Authorization, you are presented with the following options:

Return Auth.

Specify the Return Authorization you want to print.

Report Name

Select the report definition you want to use for the form.

To the far right of the screen, the following buttons are available:

CANCEL

Closes the screen without printing a Return Authorization, returning you to the application desktop.

PRINT

Runs the report associated with this screen.

6.3.  Packing List Batch

If you want to print Packing Lists or Sales Order Pick Lists in batch mode—or to gain greater visibility over your Packing and Pick Lists—select the "Packing List Batch" option. The following screen will appear:

Note

A Sales Order "Pick List" will be printed if the Sales Order does not yet have a Shipment Number associated with it—that is, if no Line Item quantity has been issued to shipping. If stock has been issued to Shipping, then the "Packing List" report definition will be used. The Pick List and Packing List Form assignments are made on the Customer Form Assignments screen.

Packing List Batch

Tip

The system includes two alternate Sales Order Pick List report definitions:

"PickingListSOClosedLines.xml"

"PickingListNoClosedLines.xml"

The first includes already closed Sales Order Line Items in the report; the other excludes closed Line Items.

When printing Packing Lists in batch mode, you are presented with the following options:

Selected Orders

Display lists selected Orders (i.e., Sales Orders and Transfer Orders).

To the far right of the screen, the following buttons are available:

CLOSE

Closes the screen, returning you to the application desktop.

PRINT EDIT LIST

Select to print a copy of the contents displayed on the screen, using the specified parameters.

PRINT BATCH

Select to print packing lists for all Orders in batch list. A Sales Order Pick List will be printed if the Sales Order does not yet have a Shipment Number associated with it—that is, if no Line Item quantity has been issued to shipping. If stock has been issued to Shipping, then the Packing List report definition will be used.

DELETE PRINTED

Select to delete Orders from batch printing list once they have been printed.

ADD S/O

Select to add a Sales Order to the list of selected Orders.

ADD T/O

Select to add a Transfer Order to the list of selected Orders.

DELETE ORDER

Highlight an Order and then select this button to remove the Order from the list.

PRINT PACKING LIST

Highlight an Order, then select this option to print an individual Packing List or Sales Order Pick List for the specified Order. A Sales Order Pick List will be printed if the Sales Order does not yet have a Shipment Number associated with it—that is, if no Line Item quantity has been issued to shipping. If stock has been issued to Shipping, then the Packing List report definition will be used.

Automatically Update

Select to automatically update the information displayed in the Packing List batch. The list will automatically update every 60 seconds if this option is selected.

6.4. Print Packing List

To print a Packing List or Sales Order Pick List, select the "Print Packing List" option. The following screen will appear:

Note

A Sales Order Pick List will be printed if the Sales Order does not yet have a Shipment Number associated with it—that is, if no Line Item quantity has been issued to shipping. If stock has been issued to Shipping, then the Packing List report definition will be used. Report definitions (i.e., Forms) are assigned by Customer Type.

Print Packing List

Tip

The system includes two alternate Sales Order Pick List report definitions:

"PickingListSOClosedLines.xml"

"PickingListNoClosedLines.xml"

The first includes already closed Sales Order Line Items in the report; the other excludes closed Line Items.

When printing a Packing List, you are presented with the following options:

Sales Order #

Enter the Sales Order Number of the Sales Order whose Packing List you want to print.

Transfer Order #

Enter the Transfer Order Number of the Transfer Order whose Packing List you want to print.

From

Displays the source Site for the transfer.

To

Displays the destination Site for the transfer.

Shipment #

Specify the Shipment Number you want to print a Packing List for. Shipment Numbers are assigned to Orders when Line Item quantity is issued to Shipping. A single Order may have multiple Shipments associated with it. If no stock has ever been issued to Shipping for an Order, then no Shipment Number will be associated with it.

Order Date

Displays the Order date for the Sales Order.

Cust. Name

Displays the Customer's name.

Cust. Phone

Displays the Customer's phone number.

P/O Number

Displays the Customer's Purchase Order Number.

To the far right of the screen, the following buttons are available:

CANCEL

Closes the screen, returning you to the application desktop.

PRINT

Prints a copy of either the Packing List or Sales Order Pick List for the specified Sales Order. A Sales Order Pick List will be printed if the Sales Order does not yet have a Shipment Number associated with it—that is, if no Line Item quantity has been issued to shipping. If stock has been issued to Shipping, then the Packing List report definition will be used.

6.5. Send Electronic Sales Order Form

To send a Sales Order form to a Customer by email or FTP, select the "Send Electronic Sales Order Form" option. The following screen will appear:

Selecting a Sales Order to Review EDI Before Sending

This window shows either a list or search window for Sales Orders for Customers configured to receive EDI. You are presented with the following options:

Search for

Optionally enter a Sales Order number here to find it in the list.

Orders

List of Sales Orders that can be sent by EDI.

Note

Customers are set up to receive electronic deliveries of information using the "Transmission" tab on the Customer master.

To the far right of the screen, the following buttons are available:

CANCEL

Closes the screen without scheduling a Sales Order for delivery, returning you to the application desktop.

SELECT

Select the Sales Order for delivery. This closes the window and proceeds to sending the EDI.

You may be presented with one of two screens, depending on whether the document will be sent by email or by FTP. If you do not see either screen, the EDI Profile has been set to disable review before sending and will automatically be sent to the Batch Manager.

If the document will be sent by email, you will see the following screen:

Review EDI Before Sending a document by email

The fields at the top of the window show basic information about the EDI that will be sent:

A/R Open Item, Credit Memo, Customer #, Invoice, Order #, Quote

This shows the document number of the document you want to schedule for delivery. Which label appears depends on the document being sent. The "Customer #" is shown when sending A/R Statements.

EDI Type

This shows whether the EDI will be sent by email or FTP.

The information in the following fields will be populated from the EDI Profile. If you have the "EditEDIBeforeSending" privilege, you will be allowed to edit the contents of these fields. You are presented with the following email-specific options:

From

This is the email address of the person sending the email. It can be set to the address of the user running the application or a generic address (e.g. "[email protected]"). If it is left blank on this screen, the Batch Manager will fill in the email address of the user running the application at the time the EDI was prepared.

Reply To

This is the reply-to address that will be set on the outgoing email message. This controls the email address used when someone replies to the email sent by xTuple ERP.

To

This is the email address of the primary intended recipient of the email.

Cc

This is the carbon copy (i.e., Cc:) email address—a copy of the email will be sent to this address.

Bcc

This is the blind carbon copy (i.e., Bcc:) email address—a copy of the email will be sent to this address but none of the recipients will see this address.

Subject

This is the subject line that will be used for this email.

Message Body

This is the body of the email message that will be sent. This is a scrolling text field with word-wrapping.

Send Email as HTML

Select if you want the body of the Email to be sent as HTML. If not selected, the Email will be sent as plain text.

Attachment Options

Use the Attachment Options to control the contents and format of the file attached to this email. The following options are available, depending on the settings in the EDI Profile:

No Attachment

No file will be attached to the email.

Report

The named report will be run by the Batch Manager and attached to the email as a .PDF file.

Form

If the document is a Sales Order or an Invoice, the Customer Form Assignment will be used. That report will be run by the Batch manager and attached to the email as a .PDF file.

Text Delimited By

The queries defined in the EDI Form Details for the EDI Profile will be run. The results will be used to build a file with the fields delimited by the given character. Pre-defined characters include the comma (",") and tab. If you need to change the delimiter, select "[ not delimited ]" from the drop-down menu, then replace that text with your own single character. Normally, however, this should be left to the value specified in the EDI Profile.

Output File

This is the name that will be given to the email attachment. For Forms and Reports it should end with a ".pdf" suffix. For comma-delimited files the output file should end with ".csv". Tab-delimited files should have a ".tsv" suffix.

PREVIEW

This brings up a preview window to show what the attachment will look like when generated by the Batch Manager. It can show either reports or delimited text files.

To the far right of the screen, the following buttons are available:

CANCEL

Closes the screen without scheduling a document for email delivery, returning you to the application desktop.

ACCEPT

Select to submit the requested action to the Batch Manager for processing. If the EDI will be sent by email, there must be at least one email address in either the To, Cc, or Bcc fields.

If the document will be sent by FTP, you will see the following screen.

Review EDI Before Sending a document by FTP

The Attachment Options will be the same as for sending email but the transmission options will be different. Get the values for these from the EDI recipient (either your Vendor or Customer, depending on the document type). See the xTuple Batch Manager Product Guide for one suggestion on how to store these data. You are presented with the following FTP-specific options:

Server

This is the host name or Internet address of the FTP server to send the document to.

Login Name

This is the user name required to log in to the FTP server.

Password

This is the password required to log in to the FTP server.

Directory

This is the directory in which the recipient wants you to put the EDI message on the FTP server.

If both the "Login Name" and "Password" fields are empty, the Batch Manager will attempt an anonymous FTP, using the name "anonymous" for the "Login Name" and the email address of the user submitting the EDI for the "Password".

6.6. Send Electronic Quote

To send a Quote to a Customer or Prospect by email or FTP, select the "Send Electronic Quote" option. The following screen will appear:

Selecting a Quote to Review EDI Before Sending

This window shows either a list or search window for Quotes for Customers and Prospects configured to receive EDI. You are presented with the following options:

Search for

Optionally enter a Quote number here to find it in the list.

Quotes

List of Quotes that can be sent by EDI.

Note

Customers and Prospects are set up to receive electronic deliveries of information using the "Transmission" tab on the Customer or Prospects master.

To the far right of the screen, the following buttons are available:

CANCEL

Closes the screen without scheduling a Quote for delivery, returning you to the application desktop.

SELECT

Select the Quote for delivery. This closes the window and proceeds to sending the EDI.

You may be presented with one of two screens, depending on whether the document will be sent by email or by FTP. If you do not see either screen, the EDI Profile has been set to disable review before sending and will automatically be sent to the Batch Manager.

If the document will be sent by email, you will see the following screen:

Review EDI Before Sending a document by email

The fields at the top of the window show basic information about the EDI that will be sent:

A/R Open Item, Credit Memo, Customer #, Invoice, Order #, Quote

This shows the document number of the document you want to schedule for delivery. Which label appears depends on the document being sent. The "Customer #" is shown when sending A/R Statements.

EDI Type

This shows whether the EDI will be sent by email or FTP.

The information in the following fields will be populated from the EDI Profile. If you have the "EditEDIBeforeSending" privilege, you will be allowed to edit the contents of these fields. You are presented with the following email-specific options:

From

This is the email address of the person sending the email. It can be set to the address of the user running the application or a generic address (e.g. "[email protected]"). If it is left blank on this screen, the Batch Manager will fill in the email address of the user running the application at the time the EDI was prepared.

Reply To

This is the reply-to address that will be set on the outgoing email message. This controls the email address used when someone replies to the email sent by xTuple ERP.

To

This is the email address of the primary intended recipient of the email.

Cc

This is the carbon copy (i.e., Cc:) email address—a copy of the email will be sent to this address.

Bcc

This is the blind carbon copy (i.e., Bcc:) email address—a copy of the email will be sent to this address but none of the recipients will see this address.

Subject

This is the subject line that will be used for this email.

Message Body

This is the body of the email message that will be sent. This is a scrolling text field with word-wrapping.

Send Email as HTML

Select if you want the body of the Email to be sent as HTML. If not selected, the Email will be sent as plain text.

Attachment Options

Use the Attachment Options to control the contents and format of the file attached to this email. The following options are available, depending on the settings in the EDI Profile:

No Attachment

No file will be attached to the email.

Report

The named report will be run by the Batch Manager and attached to the email as a .PDF file.

Form

If the document is a Sales Order or an Invoice, the Customer Form Assignment will be used. That report will be run by the Batch manager and attached to the email as a .PDF file.

Text Delimited By

The queries defined in the EDI Form Details for the EDI Profile will be run. The results will be used to build a file with the fields delimited by the given character. Pre-defined characters include the comma (",") and tab. If you need to change the delimiter, select "[ not delimited ]" from the drop-down menu, then replace that text with your own single character. Normally, however, this should be left to the value specified in the EDI Profile.

Output File

This is the name that will be given to the email attachment. For Forms and Reports it should end with a ".pdf" suffix. For comma-delimited files the output file should end with ".csv". Tab-delimited files should have a ".tsv" suffix.

PREVIEW

This brings up a preview window to show what the attachment will look like when generated by the Batch Manager. It can show either reports or delimited text files.

To the far right of the screen, the following buttons are available:

CANCEL

Closes the screen without scheduling a document for email delivery, returning you to the application desktop.

ACCEPT

Select to submit the requested action to the Batch Manager for processing. If the EDI will be sent by email, there must be at least one email address in either the To, Cc, or Bcc fields.

If the document will be sent by FTP, you will see the following screen.

Review EDI Before Sending a document by FTP

The Attachment Options will be the same as for sending email but the transmission options will be different. Get the values for these from the EDI recipient (either your Vendor or Customer, depending on the document type). See the xTuple Batch Manager Product Guide for one suggestion on how to store these data. You are presented with the following FTP-specific options:

Server

This is the host name or Internet address of the FTP server to send the document to.

Login Name

This is the user name required to log in to the FTP server.

Password

This is the password required to log in to the FTP server.

Directory

This is the directory in which the recipient wants you to put the EDI message on the FTP server.

If both the "Login Name" and "Password" fields are empty, the Batch Manager will attempt an anonymous FTP, using the name "anonymous" for the "Login Name" and the email address of the user submitting the EDI for the "Password".