Training: January 2012

January 2012
TRAINING
OPE201 – Sales fundamentals,
Students’ book
TRAINING OPE201 – Sales fundamentals, Students’ book– 2/54
COURSE MAP
CB 101
CB 101 Sage ERP X3 Fundamentals
Introduction
Introduction
(1
(1 day)
day)
CB 102
Functional Overview
(3 days)
FIN 201
Finance
(4 days)
OPE 201 CB 203

Distribution Common Tools
(3 days) (3 days)
You Are
Here
OPE 202 OPE 203
Inventory Manufacturing
(2 days) (3 days)
Pre-requisite for sales training - Fundamental training: OPE201
To take this training, you must have already completed the following training courses:
 SAGE ERP X3 Introduction (CB101 – 1 day)
 SAGE ERP X3 Introduction (CB102 – 3 days)
 SAGE ERP X3 Stocks (OPE202 – 3 days)
Sage 2010 - Internal & Confidential

Contents
COURSE OBJECTIVES...............................................................................................5
REQUIREMENTS........................................................................................................ 6
1. MAIN SALES FLOWS....................................................................................7
2. SITES AND COMPANIES FOR SALES.........................................................9
3. QUOTE MANAGEMENT..............................................................................10
3.1. Process for managing a prospect.................................................................11
3.1.1. Identify prospect.........................................................................................................11
3.1.2. Managing prospects...................................................................................................12
3.2. Process for creating a quote........................................................................14
3.3. Process for managing a sales price.............................................................18
4. ORDER MANAGEMENT..............................................................................19
4.1. Strategic “Product” attributes for sales.........................................................20
4.1.1. Mandatory attribute values for sales..........................................................................20
4.1.2. Optional sales attributes.............................................................................................21
4.1.3. Optional attributes if product is managed in stock......................................................21
4.1.4. Attributes linked to checks..........................................................................................22
4.2. Strategic “Customer” attributes for the order................................................23
4.2.1. Attributes linked to addresses....................................................................................23
4.2.2. Attributes linked to the delivery address.....................................................................23
4.2.3. Structural attributes....................................................................................................24
4.2.4. Behavioral attributes...................................................................................................24
4.2.5. Attributes linked with checks and rights.....................................................................24
4.3. Order creation process.................................................................................25
4.3.1. Order management....................................................................................................25
4.3.2. Entry transaction.........................................................................................................25
4.3.3. Order types.................................................................................................................26
4.3.4. Reminder of other important parameters...................................................................27
4.3.5. Manual order creation................................................................................................27
4.3.6. Other possible actions................................................................................................30
5. DELIVERY MANAGEMENT.........................................................................32
5.1. Allocation...................................................................................................... 32
5.1.1. Allocation type............................................................................................................32
5.1.2. Allocation functions.....................................................................................................33
5.1.3. Allocation parameters.................................................................................................34
5.2. Delivery creation process.............................................................................36
5.2.1. Delivery origins...........................................................................................................37
5.2.2. Delivery types.............................................................................................................37
5.2.3. Functions used for creating delivery...........................................................................37
5.2.4. Delivery transaction....................................................................................................38
5.2.5. Delivery steps.............................................................................................................39

5.2.6. Parameter reminders..................................................................................................39

5.2.7. Manual delivery creation............................................................................................40
6. INVOICING MANAGEMENT........................................................................44
6.1. Invoice creation process..............................................................................44
6.1.1. Invoice types & categories.........................................................................................44
6.1.2. Invoice origins.............................................................................................................45
6.1.3. Functions used for creating invoices..........................................................................46
6.1.4. Invoice transaction......................................................................................................46
6.1.5. Invoice status..............................................................................................................46
6.1.6. Other parameters/reminders......................................................................................47
6.1.7. Invoice/credit memos..................................................................................................48
7. REVERSE LOGISTIC..................................................................................51
7.1. Return management....................................................................................51
7.1.1. Return types...............................................................................................................51
7.1.2. Possibilities & Impacts................................................................................................52
7.1.3. Return parameters......................................................................................................52
7.1.4. Return transaction......................................................................................................52
7.1.5. Return creation...........................................................................................................53
7.2. Credit memos management.........................................................................54
8. INQUIRIES................................................................................................... 55
8.1. Utilities......................................................................................................... 55
8.2. Inquiries....................................................................................................... 55

COURSE OBJECTIVES
 The first objective is to get to know the sales concepts managed in Sage ERP X3 and to run various
flows from creating a prospect to printing customer invoices
 You will note the high integration of sales in SAGE ERP X3 as well as its interactions with the
“purchasing”, “accounting”, and “stock” modules.
 At the end of this training, you will know how to:

- Create basic data required for sales
- Initiate various sales flows and track them via various modules
- Draw up the reporting document.
- Set the parameters linked to sales behaviour in SAGE ERP X3

REQUIREMENTS
In this section we are going to look at how to enter a requirement into Sage ERP X3 and to discover the
basic data which flows into accounting in order to process these requirements
After this section, you will know how to.

 Search and create a prospect
 Identify the characteristics the product requires in order to sell it
 Create a quote, monitor it and print it
 Create a customer order from a quote
 Monitor and print an order
 Set the parameters which may influence the behavior of the entry of a requirement
 Enter a sales price whilst applying priority rules.

1. MAIN SALES FLOWS
Various flows are possible in Sage ERP X3:

 Normal order flow: This is the most complete flow. It concerns all the elements managed in Sage
ERP X3 from the quote right through to customer invoicing. It can be initiated from the quote, from
order or even from the delivery note. This is the flow we will be covering during this training.
 Order flow with direct invoicing: This flow does not require a delivery note. We can go straight from
the order to customer invoicing. And it’s the latter which will perform the stock issues if the products
sold are managed in stock.
 Loan order flow: This flow concerns the goods loans made for a customer. The various documents
are therefore “loan” documents. The only element which can initiate this flow is the loan order. An
advanced training covers this flow.
 Direct invoicing: It is possible to create an invoice directly. With this function you can create “branch
invoices” with stock movement or even complementary service invoices which are not subject to an
order or a delivery.

Overview
 All sales transactions are carried out for the sites. These sites must all be “sales” sites so that a flow is
possible.
 The Sage ERP X3 sales process includes quotes, orders, picking tickets, delivery notes, returns,
invoices and credit memos.
 The Sage ERP X3 sales concerns customers or prospects (quotes).
 Each sales document has at least one product which is (or isn’t) managed in stock.
Complete sales flow
 It is possible to initiate a sales flow from a quote, an order, a delivery note or an invoice.
Complete sales flow
Individual Individual Individual Individual Individual

order shipment shipment invoice invoice
allocation creation validation creation validation
Quote Order Stock Picking Delivery Delivery Invoice Invoice

allocation Ticket * note validation validation
Mass Mass Mass Mass Mass

allocation shipment shipment invoice invoice
generation validation creation validation

2. SITES AND COMPANIES FOR SALES
In SAGE ERP X3 the sub-division into companies corresponds to the structure of legal companies
managed in the folder.
Each company is sub-divided into various sites. A site corresponds to a geographic and/or management
entity. Each managing event in SAGE ERP X3 Standard Edition refers to a site. Each site has a role:
finance, sales, purchasing, production and/or warehouse.
Parameters > Organizational structure > Sites
Prerequisites are necessary to be able to initiate a sales flow in Sage ERP X3:
 Sales sites: Sites must be “sales” sites so that a document associated with this site can be created.
 Warehouse site: Sites where goods are stored must be labeled as “warehouse” sites so that stock
movement is possible on these sites.
 Financial site: The site present on the sales invoices must be labeled as a “financial” site as these
invoices will generate entries in the Sage ERP X3 accounting.
 A site may be a “warehouse”, “sales” and “financial” site at the same time.
 A site which is not labeled as a “financial” site must be associated with a financial site of the same
company.
Exercise


3. QUOTE MANAGEMENT
Process for creating a quote
Process for creating a quote
Sales > Quotes > Quotes
Product tax code

Delivery address Sales rep
Representative Address and deliver contact
Validity date Shipping site
Footer element Dimensions
Dimensions
…
Misc.
Site Quantity lines
selection Misc. data & unit data
Customer/ Product Price &

prospect selection expenses /
selection discount
Pre-requisite
Category Flow sold

External report Customer quote fixed folder (DEVICLIENT2)
Life start date Reached
External report Tax included footer cost quote (DECTTC)
Active Yes Request  Quote / Representative (VEN024)
Request  Valid offers / customer (VEN028)
Request  Quotes to follow up (VEN055)
Report  List of quotes / Site / customer (SQUOT2)
Report  List of sales quotes (SQUOTE)
Report  List of detail quotes (SQUOTL)
16
Quote management is used to manage the offers or price proposals that we wish to send to customers or
prospects. To this end, this option is used to create, modify, delete, copy, view and print quotes. It is
possible at any time to value a quote and generate a pro forma invoice.
In this chapter we are going to learn how to create a prospect then we will create a quote for this new
prospect.

TRAINING
Process for managing a prospect
OPE201 – Sales fundamentals, Students’ book– 11/54
3.1. Process for managing a prospect
Identify the prospect Create a prospect Modify a prospect

(FUNCRM9) (GESBPP) (GESBPP)
Customer relation > Identify Data > BP > Prospect
List of prospects (PROSPECT)
Activity code PPT Request  Prospect / Area of activity (VEN014)

Request  Prospect FR / Department (VEN015)
Request  Prospect s / Representative (VEN016)
3.1.1. Identify prospect

Customer relation > Identify
This function is used to search for a BP or a contact present in the Sage ERP X3 database using criteria
such as:
 Company name
 Post code
 Town
 Surname or first name of contact
 Contact telephone number
The objective is to avoid creating “duplicates” in the database.
This function is also available by right clicking from the “Customer” field within a quote via the “ Search”
function.

3.1.2. Managing prospects
Common Data > BPs > Prospects

Creating a prospect
Creating a prospect
BPs
Identity tab Address tab Contact tab

Company name Code Code
Language Town/City Last name
Country Postal code First name
Currency Address /default Contact/default
… … …
Generation of data when creating the prospect
Prospect
Identity tab Address tab Contact tab Management tab

Company name Code Activity
Code
Language Last name Origin
Town/City
Country First name Representative
Postal code
Statistical group
Currency Address/default Contact/default Active Yes
… … … …
Data systematically transferred After creating data specific to prospect 14
The prospect function is used to create a new prospect or update data related to the prospect.
A prospect is a BP which can only be used in the CRM module’s sales action functions and in the quote.
The prospect is identified by a code with a maximum of 15 characters. This code is entered by the user
who created the prospect. Four tabs are then used to define the information related to:
 Its identity ( Identity tab): Language, Country.
 its addresses ( Address tab): It is possible to define several addresses, one of it will be defined as
the “default address”
 Its contacts ( Contact tab): it is possible to create new contacts or associate this prospect with
contacts common with other BPs.
 Its characteristics ( Control tab): The statistical families and the commission category etc. are
entered here. This tab is also used to enter observation lines which will be displayed when any future
quotes are entered.
Creating a prospect leads to the creation of an associated BP. This operation is transparent for the user.
All data in the Identity , Address + Contact , tabs is then transferred into the generated BP.
The BP has the same code as the prospect.

Once the prospect has been created, the following data is specific to the prospect and is not transferred
to the BP:
 Currency
 Address/default
 Contact/by default
The prospect can also be created by the business partner screen using the button “Prospect”, where all
the common data is also pre-loaded
Action possible from a prospect record

Various actions are possible from a prospect record:
 Prospect currency inquiry screen
 Transform prospect into customer
 Assign market sectors (Advanced training)
 Inquiry of sales action history
 Create sales actions (Advanced training)
Pre-requisites for using a prospect in the quote

 The prospect must be active
 The sales site on which the quote is passed must be authorized for the prospect (Authorization defined
via the BP record’s tab).
Associated parameters
Activity code PPT set at YES is used to activate prospect management in Sage ERPX3

3.2.Process
Processfor
for creating
creating a quote
a quote Sales > Quotes > Quotes
Delivery address Customer quote (DEVICLIENT2)

Representative Customer quote inc. tax (DEVTTC2)
Validity date Automatic launch of …
Footer element price search
Site Misc. Quantity Quote

selection modifications & unit printing
Customer/ Product Price &

Prospect selection Expenses
selection / Discount
Pre-requisite
Category Flow sold Request  Quote / Representative (VEN024)

Life start date Reached Request  Valid offers / customer (VEN028)
Request  Quotes to follow up (VEN055)
Active Yes
 Sage ERP X3 is provided with two quote management functions. 17
 The Quote function is used to create, modify, print and copy sales offers intended for a customer or a
prospect. It is possible at any time to value a quote and to generate a pro forma invoice.
 The function called “Default Office Document” is used to associate a Microsoft Office® document with
a quote which can then be edited in Word® or Excel® with preset page formatting (Advanced training).
 The quotes created using this function can be transformed into orders. This transformation is made
under certain conditions using the order management option.
The Sage ERP X3 function is broken down into a header information section and 3 tabs to manage the
general conditions, the invoicing information and the various lines.
“Controls” tab
 Sales site: This field indicates the sales site on which the quote is passed. This site may be filled by
default according to the Function profile parameters associated with the user.
Parameters > Users > Functional profile
 Quote no: This field corresponds to the quote code number. According to the parameters of the
associated counter, this field may or may not be entered (Counter parameters).
Parameters > General parameters > Sequence number definition > Structures
Parameters > General parameters > Sequence number definition > Assignment

 Customer: This field is used to enter a customer or prospect code. Search functions are available by
right click in this field.
 Delivery address code: This field is initialized with the customer or prospect’s default delivery
address. It is possible to choose another address from those defined in the customer/prospect. Finally
it is then possible to modify the content of this address for the quote in progress. The reference
address defined in the customer/prospect record remains unchanged. According to the value of the
parameter below, the address code will/will not be re-entered on the quote line.
LINBPD parameter (VEN Module - DIV Group):
Customer delivered on the line - Values: Yes or No
 Shipping site: This field is initialized by the shipping site defined in the delivered customer’s address.
This field is mandatory which means, if there is no initialization it must be entered manually. It
specifies the warehouse the goods will be shipped to. This site will be re-entered on the quote lines.
The warehouse must belong to the same company as the sales site.
 Delivery lead-time: This field is initialized by the shipping site defined on the delivered customer’s
address. This field indicates the number of days we will allow to deliver the goods starting from the
order date. This lead time will be re-entered in the quote lines.
 Representative: This field is initialized by the customer/prospect. It may be modified when required
for the quote. According to the value of the parameter below, the representative will/will not be reused
in the quote line.
LINREP parameter (VEN Module - DIV Group): Representative on line - Values: Yes or No
 Tax rule: This field is initialized by the customer. It is mandatory. This field paired with the product’s
fiscal level will make it possible to define the quote line’s fiscal rate. The rule may be modified when
required for the quote.
WARNING:
THIS RULE MUST BE ASSOCIATED WITH THE SAME LEGISLATION AS THE SALES SITE
 Currency: This field is initialized by the customer/prospect. It indicates the currency in which the quote
amounts will be entered and displayed. According to the rights defined via the parameter below, the
operator will be able to modify this currency for the quote as and when required.
UPDCUR parameter (VEN Module - AUZ Group): Modify currency - Values: Yes or No
 Price type: This field is initialized according to the value of the two following sales parameters
NOTATI parameter (VEN Module - PRI Group): Management of prices inc. tax and excl. tax
PRITYP parameter (VEN Module - PRI Group): Inc.tax or excl.tax
It indicates whether the prices entered via the “Gross price” field present on the sales document lines
(quote, order, Delivery note, and invoice) includes or does not include tax.
 Validity date: This field entered by the operator indicates a validity limit date for the quote. Beyond
this date the quote cannot be transformed into an order.

 Quote status: This field is inaccessible. It indicates whether the quote has been fully ordered, partially
ordered or not ordered at all. It is updated dynamically.
“Invoicing” tab
 Payment condition: This field is initialized by the customer. It indicates the payment conditions
(check, bank transfer) as well as the due dates. This field is mandatory.
 Analytical sections: These sections are initialized according to rules defined through the default
sections.
 Dynamic information: No of last order with its date, and pro forma invoice no.
 Invoicing element: This date is retrieved from the customer. It is used to define the expenses and
discounts expressed as an amount or as a percentage which is applied on all the document’s lines.
Advanced training dedicated to this function is provided (Advanced training)
“Lines” tab
 Product: This field indicates the code of the sold product. This code is defined by 20 alphanumeric
characters. The operator may, by right click in this field:
 Choose the product from among those referenced to the customer.
 The last products ordered by the customer
 View the sales prices of a product
Essential product pre-requisite:

 The product must be “sellable”. This means that the category to which the product is associated
authorizes the “sold” flow.
 The product’s status must be different from “unusable”
 The product’s “life start date” if there is one must be reached.
 Name: This field is recovered from the product. It may be modified.

 Sales unit: This field is initialized by the product’s sales unit. It can be modified by:
 product stock unit
 the product’s packing units
 Unit specific to the product-customer pair defined in the product record.
 Quantity: This field is entered by the operator. It is mandatory and cannot be nil. The quantity entered
is relative to the unit.
 Gross price & discounts & charges: After entering the quantity, Sage ERP X3 will automatically
search the sales price. The result of this search enters the gross price and various expenses and
discounts, which make up a net unit price. According to the user rights defined by the parameter
below, the operator has/has not the right to modify the various amounts.
SPRIMOD parameter (VEN Module - AUZ Group): Modification of prices and discounts Values: Yes or No
If the operator has the right to modify an amount, it is possible to make the “reason” for this modification
mandatory using the parameters below:
SALREN parameter (VEN Module - PRI Group): Mandatory price reasons – Values: Yes or No
DACMANSAL parameter (VEN Module - PRI Group): Manual reason entry by default – Values: list of reasons

The operator may, by right click in this field:

 Explain the amounts calculated by price search
 Display the various sales prices
 Display the last sales prices of this product for the customer
 Cost price: This field is initialized by the “product valuation method”.

 Tax level: This field is initialized by the product. Associated with the BP’s tax rule, they define the rate
of VAT applied on the line.
 Tax level 1 and 2: These fields are initialized by the product. They define the additional and special
VAT rates.
 Representative - Commission tax - weighting coefficient: These fields come from various
parameters which are covered in the D015 X3 advanced training.
 Address – Lead time – Shipping site: These field are initialized by those defined in the quote
header. These elements may be modified as and when required for this quote line. They will be copied
identically into the customer order if this line is ordered.
 Analytical sections: These sections are initialized according to rules defined through the default
sections.
Action possible from a quote line

Using the right click of the mouse, you are able to:
 Price calculation - requests a recalculation of the price and discounts according to the price list which
is valid at that moment
 Stock by site – Launches the inquire to the available stock in the shipping site;
 Detail valuation – It opens a screen with the complete and detailed explanation about the prices &
discounts applied to the current quote
 Line text entry – It enables the possibility of entering a free and unlimited text in the line, it will be
printed in the associated report;
 Price explanation – It provides a trace with the price explanation
 Configurator – Runs the configuration (Advanced training)
 Latest products ordered – It opens an inquire screen where the latest orders are displayed.
 Sales journal traceability – It opens a window where all the events linked to this quote line are
displayed.
 Line status – It gives the detailed information concerning the associated orders to this quote line.
Action possible from a quote

Various actions are possible from a quote:
 Create a “pro forma” invoice using the Proforma Command button.
 Enter header and footer text.
 Modify the order and delivery addresses
 View the “quote situation” via a summary screen
 Modify customs information
 View the quote’s upstream traceability

Process for managing a sales price
3.3. Process for managing a sales price

Define:
Company
Price reason Validity date
(GESSPR) Price type
Criteria
Parameters > Sales > Price > Reasons Priority
Sales price parameters Sales price entry Sales price search

(GESSPC) (GESSPL) (FUNVENSPSI)
Parameters > Sales > Price > Sales > Price > Price entry Sales > Price > Search
Parameters
Price structure
(GESPRSS)
Parameters > Sales > Price > Structures
UPDPRISAL parameter - Price reason / default

GRPPRI parameter Management of grouped prices
This function is used to define the price rules which will be applied when creating or updating a sales
document (quote, order, delivery note, invoice). The sales prices are used to enter the gross price and the
charges/discounts defined in the sales documents line.
These rules may be conditioned by defining:

 application criteria
 validity
 the triggering event (on the line of the document or when creating/modifying it)
 application priority
The pre-requisites have to be defined:

 the price reasons
 the price structures
The definition of the sales prices is shown in detail in Advanced training.

4. ORDER MANAGEMENT
Description of the possible flows
 Order management is used to enter the need expressed by a customer in terms of the product,
quantity, and delivery it is looking for. With this function it is also possible to modify, copy, close, delete
and print orders.
 Through this function, it is possible to manage goods reservation via the allocation mechanism.
 It is also possible at any time to value an order and generate a pro forma invoice.
 Finally, the user is able to create an order from a quote.
 In this chapter we are going to look at the conditions which the customer and the product must fill in
order to be integrated into an order.
 We are also going to look at the elements which may block a flow and those which allow a flow to
continue.

4.1. Strategic “Product” attributes for sales

Strategic “Product” attributes for sales
4.1.1. Mandatory attribute values for sales
Some product attributes must be filled in with a correct value so that the product can be used in a sales
document:
 Category: The category is a notion used to define management rules common to a product group.
Therefore the category to which the product is associated must authorize the sales flow.
 Status: The status of the product is a flag placed manually in the product record. There are 5 statuses
which are blocking or non-blocking:
 Active...................No block, the product is available in all the processes.
 In development.....No block, but it will not be displayed in the selections function.
 Not stocked..........No block, but it will not be displayed in the selections function
 Not renewed.........No block, but it will not be displayed in the selections function
 Obsolete...............No block, but it will not be displayed in the selections function
 Not usable............Displays a blocking message in line entry.
 Life start: If filled in, this attribute prohibits the product from being sold before this date.
 Sales unit (SAL): This unit is mandatory if it is initialized by stock unit (STK). The unit present in the
sales document lines is initialized by this field.
 Tax level: This field is mandatory. Associated with the customer’s tax rule, these fields will define the
VAT rate. (Advanced training)
 Accounting code: This field is mandatory. It is used to define the account used in the accounting
module. (Advanced training)

4.1.2. Optional sales attributes

Other attributes are optional. If they are filled in, they open new possibilities in line creation of a sales
document:
 Packing unit (PKU): This is a multiple stock unit. It is used to enter quantities in a unit different from
the sales or stock unit. In this case it is possible to define special sales prices for this packing unit
(Advanced training).
 Product-customer: This is a tab intended for cross-referencing a product code at the customer. With
this reference it is possible to enter in the document line the customer’s product code. Sage ERP X3
will automatically retrieve the matching code.
This tab is also used to determine the special values for certain attributes which will only be applied for
the considered customer. Here is the list:
 Sales unit
 Packing unit 1 and 2
 Substitution product: This field associated with a substitution date is used to automatically substitute
an old product code with the new product code. This mechanism is practical during the transitory
period when the product code is not yet known by all the operators.
 Replacement product: With this field the operator is able to manually replace the current product
being entered with this replacement product (if there is a stock shortage for example). This
replacement is performed by right click in the quantity field of the document’s line.
 Weight & volume: These fields are used to automatically calculate a weight and a volume in the
delivery notes. Associated with transport expenses calculation parameters, SAGE ERP X3 will
calculate the carriage amounts in the delivery note’s footer (Advanced training).
4.1.3. Optional attributes if product is managed in stock

As soon as a product is managed in stock, it becomes mandatory to specify the site(s) on which this
product is managed in stock. This is done by creating a product-site record.
Only a site with the warehouse option set at YES can be a storage site
Once the product-site record has been created, it is then possible to activate stock management
elements. The principle for managing these elements will be described in the stock training. Nevertheless,
here are the impacts when setting up these elements in the sales flow:
 Lot management:
 It will be possible to allocate an order line on a single lot number
 In order picking the system will suggest the lots to be issued
 Activate upstream or downstream traceability
 Serial number management:

 In order picking, the warehouseman must specify the serial numbers to be issued
 In customer return to check the returned serial numbers
 Expiration management
 It is possible to prohibit stock from being issued if a product has expired

 Quality control management

 It will be possible to specify that only good quality products shall be available for sale
 In customer return to request a quality control on the returned product
 Location management
 It will be possible to define picking locations for order picking
 It will be possible to loan goods to customers
 In order picking, the system will suggest to the warehouseman where to pick the goods to be issued
 In customer return the warehouseman will be able to specify the return location
4.1.4. Attributes linked to checks

Some of the product’s attributes enable checks to be carried out in real time when entering a document
line.
 Minimum price or minimum margin: With these two attributes it is possible to display or not to
display a blocking message if an order line’s net amount does not reach these thresholds. In settings,
it is possible to assign or not to assign this check to a SAGE ERP X3 user.
SDACLOK parameter (VEN Module - AUZ Group): Non-blocking check of price, margin, etc. – Values:
Yes/No
 Min quantity - max quantity: With these two attributes it is possible to display or not to display a
blocking message if the quantity (in stock units) entered on the line is below or above these values.
SDACLOK parameter (VEN Module - AUZ Group): Non-blocking check of price, margin, etc. – Values: Yes/No
4.2. Strategic “Customer” attributes for the order

Strategic “Customer” attributes for the sales

Exercise

4.2.1. Attributes linked to addresses

In a customer record, three different types of mandatory addresses are defined:
 The order address: This address defines the location of the customer placing the order. On the
record you must specify the default address. Usually, the order confirmation is sent to this address.
This address may be modified when required for an order.
 The invoice address: This address defines the location where the invoice will be sent to but also the
customer concerned by the accounting entry. On the customer record, it is possible to enter another
invoiced customer (For example: the invoice is sent to head office). This address may be modified
when required for an order.
 The delivery address: This address defines the location to where the order will be delivered. On the
customer record, it is possible to enter N delivery addresses. You must then define the one which will
be used by default in an order. This address may be modified when required for an order.
4.2.2. Attributes linked to the delivery address

Choosing a delivery address leads to the application of various parameters:
 Shipping site: This attribute indicates the site from which the goods will be shipped. The allocations
and the stock issue movements will be made from this site.
 Delivery lead-time: With this lead time we can calculate, based on a shipping date, an estimated
customer delivery date. The calculation rule will be covered a little later in the training.
 Work days: These fields indicate the days when the customer is able to receive the goods. These
work days flow into the calculation of the estimated delivery date.
4.2.3. Structural attributes

On the customer record, the structural management rules are defined for the customer placing the order.
The attributes below initialize those of the order and may be modified for an order as when required:
 Currency: This field is mandatory. The currency used by the customer placing the order. If the
currency is different from the one defined for the SAGE ERP X3 folder. The system will apply the
currency rate according to the rate type defined for the customer. A parameter described below is
used to indicate the default rate type when creating a new customer.
CHGTYP parameter (Module TC - Group CUR): Rate type – Values: local menu
 Price inc/excl tax: This attribute defines whether the entered prices in the order line include or
exclude tax. (See currency section for the parameters associated).
 Tax rule: This field is mandatory. Associated with the product’s tax level, these fields will define the
VAT rate (Advanced training)
 Accounting code: This field is mandatory. It is used to define the account in the accounting module.
(Advanced training)
 Payment condition: This field is mandatory. It is used to define the payment method(s) and the
associated due dates. (Advanced training)

4.2.4. Behavioral attributes

A miscellaneous customer type is a customer whose address is not defined. It is used for customers
who are not part of the core business activity of the company who use SAGE ERP X3 or even for
“counter” customers.
When creating a sales document based on this type of customer, the system will ask the operator to enter
an address.
Possible accounting reminders will be made on this address.
4.2.5. Attributes linked with checks and rights

Some customer attributes are used to carry out checks when registering the order.
 Minimum order amount: This attribute displays a blocking message if the amount excl. tax of the
order lines does not reach this point. With settings, it is possible to assign or not to assign this check to
a SAGE ERP X3 user.
SDACLOK parameter (VEN Module - AUZ Group): Non-blocking check of price, margin, etc. – Values: Yes/No
 Credit control check: This flag indicates whether the customer credit control is being tracked. The
possible values are as follows:
 Free: In this case the credit control is never exceeded; however the customer credit control amount
remains up to date.
 Check: In this case credit control is exceeded if the authorized credit control amount is exceeded.
 Blocked: The customer is blocked. It is impossible to create a new order for this customer.
4.3. Order creation process

 The sales order function is used to enter the orders by customers while taking into account the
attributes mentioned above.
 This function makes it possible to record firm, planned or suggested customer requirements, whose
firm orders are to be delivered and invoiced. It includes the customer information, the delivery
conditions and sales conditions. In accordance with the customized entry transaction, most of this
information can be modified.
4.3.1. Order management


Order management
Quote
(GESSQH)
Inter-site PO
(GESPOH)
Orders Allocation
(GESSOH)
Import if stock issue is applicable
(GIMPOBJ)
Direct
(GESSOH)
4.3.2. Entry transaction

Parameters > Sales > Entry transactions
The order transaction is used to customize order screens. Each transaction includes:
 The parameters and the links such as company group, the access code, the document associated, the
net price display, etc.
 The customizing of the header, which is used to manage or not to manage certain information related
to the order in general.
 Customizing the lines, which determines the choice to enter, display or hide a field.
It is possible to configure several different transactions for the orders. The active transactions appear in a
selection window when calling the function.
4.3.3. Order types

Parameters > Sales > Sales order types
There are two notions for order types:

 Order category which determines the management method
 Order type used to classify the orders in relation to the categories above
Order categories:
This indication is part of the fields to be ticked when setting the entry transaction. Four categories are
possible: Normal, loan orders, orders with direct invoicing and open orders (contracts).
 The normal order is to be delivered and invoiced. This type concerns orders of products managed in
stock for which a logistical step (order picking, delivery) is necessary. A normal order may be applied
on an open quote and validates the above.

Note, for a standard invoice, products that are not managed in stock also go through a delivery step.
 The loan order will be delivered but it is not intended for invoicing until a specific non-return lead-time
defined in the order. If this lead-time has been exceeded, the delivered line becomes inviolable. The
loan delivery generates two types of movements. One is the issue of original stock and the other is
stock entry into a BP location, declared at delivered customer level.
 The order with direct invoicing, the direct invoicing orders are those to be invoiced without going via
a delivery step. This type concerns orders for products not managed in stock, or orders for products
managed in stock for which a logistical step is not necessary.
 The open order is created by the contract function, which will then be followed by delivery requests,
delivery and invoicing.
Order type (parameters/sales): An order type must be associated with an order category; this makes it
possible to classify and if necessary diversify the counters by type.
Order origins
A sales order may have several origins:
 Quote: via a manual creation, by using the information entered in a quote by the picking; it remains
modifiable and confirms the customer requirement and defines the delivery conditions.
 Direct: via manual creation, an order can be entered directly.
 Inter-site: an inter-site purchase order automatically generates the sales order on the inter-site
supplier side.
 Import: a sales order may be imported
The delivery requests from a contract, also lead to the creation of recordings in the order tables.
4.3.4. Reminder of other important parameters

Counter allocation: possibility of allocating a counter which can be configured via
Parameters > General parameters > Sequence number definition > Allocation
Default sections: possibility of configuring default analytical sections via
Parameters > Financials > Accounting interface / Default dimensions
General parameters:
 SPRIMOD parameter (VEN Module - AUZ Group)...........Modification of prices / discounts (yes/ no)
 UPDCUR parameter (VEN Module - AUZ Group)............Modification of currency (yes/no)
 LINBPD parameter (VEN Module - MIS Group)...............Customer delivered on the line (yes/no)
 DIRORDCTL parameter (VEN Module - ORD Group).......Purchase order if WIP is exceeded (yes/no)
 LOKORD parameter (VEN Module - ORD Group)...........order blocked if pre-payment has not been
received (yes/no)
 PRITYP parameter (VEN Module - PRI Group)...............price type (Excl / incl tax)
 GRPPRI parameter (VEN Module - PRI Group)...............Management of grouped price (yes/no)

 SALRND parameter (VEN Module - PRI Group)..............Price rounding (yes/no)
4.3.5. Manual order creation
This procedure only concerns direct orders (manually)
The list is not exhaustive. It only contains fields that are mandatory and important in most situations.
The various order creation steps are as follows:

 Step 0: Choose the desired transaction (if several entry transactions have been created)
 Step 1: Initialize registration of the order to be created (new)
In the order header, entry of the general order elements

 Enter the order type (mandatory)
 Enter the sales site (mandatory)
 Enter the order date (mandatory, current date by default)
 Enter the customer order reference (optional).
 Enter the customer (mandatory); the system automatically enters the following fields by default, some of
them are mandatory:
 Invoiced customer, paying BP, currency, delivery and invoice address, sales representative, group
customer
 Payment conditions, tax rule, currency
 Step 2: Reuse of quote lines if available

 In the left list of the screen the quote selection left list can be accessed once step 2 is complete.
 A list of recordings appears in the left list and corresponds to the valid quotes that have not been fully
ordered. This list is filtered by criteria entered in the order header: sales site, customer.
 For partially ordered lines, the system proposes the non-ordered lines
Control
 Step 3:In the first tab, , entry of order management elements
The elements in this tab are reused by default from the quote or the customer record.
 Check/Modify this data, especially the delivery address
 It is possible to associate a project corresponding to the customer to the order if it has not already been
recorded from the quote.
 In the case of a loan order, entering the return date is mandatory.
 In the case of an inter-site order, the customer is essential so that the inter-site flag and possibly the
inter-company flag are automatically ticked.
Delivery
 Step 4:In the second tab , entry of delivery management elements
The elements in this tab are reused by default from the quote or the customer.
 Modify or enter the shipping site if it has not already been entered:
 From the quote
 From the ship-to customer
 From the default site in the “Stock” module (User function profile)

 Enter the requested delivery date that determines the shipping date by deducting the delivery lead-time
and taking it into account. The default delivery lead-time is to be entered in the quote or the customer
record.
 The date and site entered in this tab will be proposed by default on the lines when entering them and
may be modified by the user.
Invoicin
 Step 5:In the third tab , entry of order invoicing elements
The elements in this tab are reused by default from the quote or the customer record.
 Enter the invoicing elements
 Check the payment conditions (modification possible)
lines
 Step 6:In the fourth tab , direct entry of the order lines
 Enter the code of the ordered product: each order line must be filled with an existing product from the
database. If a customer reference base exists, it is possible to select the product related to the customer
by right click in the field. It is possible to view the product record, its price list and its situation in stock
before you start entering
 The description comes from the product record, it is possible to modify it, mainly for products with a
generic category
 Enter the ordered quantity
 Enter the price insofar as it is not managed by any price list. The price modification right is configurable
 Modify if necessary the requested delivery date
The absence of values and/or the blocking entry on some fields such as the tax code or the analytical
dimension, is due to the configuration
It is possible to access, by right click in any line:

 Text entry
 Manual allocation
 Related inquiries (situation and traceability, stock by site, price explanation, etc.)
Action possible from an order line

Using the right click of the mouse, you are able to:
 Closing an order line – To put this order line in a closed status so it will not be possible to ship this line
 Price calculation – It allows to recalculate the line concerning prices and discounts
 Line status – It gives the detailed information concerning the associated orders to this order line
 Allocation detail – It enables to inquire the product reservation for the line
 Stock by site – Launches the inquire to the available stock in the shipping site
 Line text entry – It enables the possibility of entering a free and unlimited text in the line and it will be
printed in the associated report
 Price explanation – It provides a trace with the price explanation
 Configurator – Runs the configuration (Advanced training)
 Manual allocation – it allows to change and create a detailed allocation
 Detail valuation – It opens a screen with the complete and detailed explanation about the prices &
discounts applied to the current order
 Latest products ordered – It opens an inquire screen where the last orders are displayed.

 Sales journal traceability – It opens a window where all the events linked to this order line are
displayed.
 Assignment(s) – It allows to inquire the project stock for the product line as well as to verify the pending
assignments (orders)
 Step 7: Using the menu bar buttons, it is possible to access:

 customs information that can be modified as long as the order is not closed
 The “prepayment management” function, which is used to register a prepayment during creation. Please
note that the prepayment will only be posted if a payment has been created for it.
 The parameters of the entry transaction
 Various inquiries on the order situation and the journal’s graphical traceability
 The footer or header texts
 The order, delivery and invoice addresses
 Step 8: Creation of the order journal by clicking on the button
 Step 9: Printing of the Order confirmation

 Automatic launch: if the automatic launch is set up in the entry transaction, this step will be automatically
proposed.
 Manual launch: In the menu bar File/Print/Record
 Click Print to start printing
The creation of a firm sales order results in a firm requirement that impacts the available stock and
the requirement calculation for the products concerned. However, no stock line is moved and the
stock is only reserved after an assignment step.
A planned or suggested sales order (indication on the order line) can be used as forecast; it can be
taken into account in the requirement calculations (see calculation parameters)
Delivery methods
Depending on the product parameters, a sales order line can have one of the following four delivery
methods:
 Stock: The order line will be loaded with the available stock.
 Direct purchase order: A purchase order will be generated for the product and the quantity of the
sales order line for the supplier defined in the product record. The purchase order is used when the
supplier directly delivers the customer. It will be possible to deliver the order once the purchase order
has been generated. The delivery will not result in a stock movement.
 Receipt purchase order: A purchase order will be generated for the product and the quantity of the
sales order line for the supplier defined in the product record. The receipt purchase order is used when
the delivery is preceded by an order of a receipt. It will be possible to deliver the order once the receipt
has been completed. The received quantity will be assigned on the order.
 Work order: A work order will be generated for the product and the quantity of the sales order line.
The work order method is used when the ordered product is manufactured before delivery. It will be
possible to deliver the order once the work order is generated and the production declaration is
completed. The declared quantity will be assigned on the order.

Purchase orders may be launched order by order via a button in the menu bar Option/Purchase order or
be launched en masse via the purchase order function in the purchasing module.
Work orders may be launched order by order via a button in the menu bar Option/Work order or be
launched in mass via the purchase order function in the production module.
4.3.6. Other possible actions

Prepayment management:
 A prepayment can be requested from the customer related to an order. This prepayment may either be
automatically generated by a payment condition comprising a prepayment settlement type, or directly
entered in the order via a button in the menu bar Option > Prepayment.
 The prepayment creation generates an open item in A/P-A/R accounting. A prepayment that is not
settled can prohibit the delivery or invoicing of the order.
 A non-received prepayment is not taken into account in the invoice.
Revision management: It is possible to implement revision management on sales orders. In this case,
any sales order line modification can be archived and tracked with a revision number (revision). The
inquiry of these evolutions for each order line can be accessed from each order line by a right click.
Carrier price list: It is possible to implement carrier price list management and calculate order carriage
costs based on the criteria defined via this management.
Allocation
Allocation: is used to generate a stock reservation for ordered products. An
assignment by order line is possible by right click in the concerned line.
Picking
Picking: is used to pick the delivery internally.
Delivery
Delivery: is used to create a record in the delivery function for ordered products,
especially those managed in stock, for which the available stock is insufficient.
Pro Forma
Pro forma: is used to generate a pro forma invoice based on the information
contained in the order.
Invoice: is activated for orders with direct invoicing.
Invoice
Balance: Close is used to close all order lines. The remaining lines of a closed order
cannot be modified, assigned or invoiced. A closure by order line is possible by right click in
the concerned line.
Status
From the menu bar: The order progress tracking can be performed from the
tab. This tab shows the status of the order, assignment, delivery, invoice and customer credit. A
detailed tracking by order line is available via the menu bar Option/Status.
Exercise


5. DELIVERY MANAGEMENT
Delivery management is used to trace the full or partial completion of the customer order:
 either by shipping or stock issue of stored products
 or as a validation step concerning the non-stored products.
It can also be used for inter-site movements (Advanced training) or the delivery of components to the sub-
contractor (Advanced training).
A delivery would be direct or proceeded by an order.
The order which precedes the delivery is:

 either normal,
 a loan order (Advanced training)
 or delivery request(s) linked to an open order (Advanced training).
A direct delivery must be manual. A delivery preceded by an order or delivery request would be created
manually or be processed by automatic delivery.
A delivery always includes one or several existing and active products.
In this training you will learn the steps of a standard delivery and a full procedure preceded by an order
relative to the stored order.
5.1. Allocation
 In terms of Sage ERP X3, allocation is synonymous to reservation.
 The stock allocation is one step before delivery for stored products.
 Allocation takes into account the remainders of unclosed orders in firm status.
5.1.1. Allocation type

An allocation can be global or detailed:
Global: is a quantity reservation for a product-site pair. This type of allocation has an impact on the
available stock but does not take into account the stock lines or details.
Detailed: is a reservation for a stock line, i.e. an association of product, site, location, lot, sub-lot, series,
status and packing unit.

5.1.2. Allocation functions

The allocation can be carried out by different functions:
Customer reservations
Sales > Allocations > Customer reservations
This function concerns the reservation of a product on a site, for a customer, up to the defined reservation
end date. This reservation is independent from customer orders. In this case, the allocation cannot be
global. However, it has an impact on stock availability. It may be consumed according to the choice of
parameters, by the orders that follow it.
USERERBOC parameter (VEN Module - SAL Group): Customer reservation consumption
Customer order
Sales > Orders > Orders
The default type of order allocation is initialized according to the parameters (see parameters at the end
of the chapter). The corresponding flag may be modified on the header and on the line.
In the customer order header, there are two possibilities for the direct allocation of products:
 On the order line by indicating the quantity to be allocated or by right clicking/ manual allocation on the
line created.
 By using the Allocation button in the main bar or at the bottom of the screen.
ALLTYP parameter (VEN Module - SAL Group): Allocation type
INIALLORD parameter (VEN Module - SAL Group): Init.quantity to be allocated in order
De-allocation is also possible by using the same button.
Automatic allocations
Sales > Allocations > Automatic Allocations
This function is used to automatically reserve, order by order, products managed in stock for which firm
orders have previously been entered. Each order will be allocated according to its own allocation (global
or detailed).
With this function it is also possible to make the selection on customer code and/or order number and/or
delivery priority. It is also used to filter the orders according to the formula in the header and/or on the
order line.
Choosing yes/no on each of the following fields is also possible:
Partial allocation: used to partially allocate in the event of insufficient available stock.
Consumption of customer reservations: see explanations of the function concerned in the same chapter.
Generation of shortages: do you have to generate shortages if there is not enough stock? The shortages
if generated enable priority allocation during a future processing.
Priority for shortage quantities: see generation of shortages.

Consideration of manufacturing/reorder lead-time: This flag is used to take into consideration the reorder
lead time or production lead time, in terms of priority, in allocation processing.
Consideration of picking lead-time: This flag is used to take into consideration the picking lead time or
production lead time, in terms of priority, in allocation processing.
See also the possibility of automatic de-allocations via the function:

Sales > Allocations > Deallocations
Allocation by product
Sales > Allocations > Allocations by product
 This function is used to revise and reserve, by product, the firm and unclosed order lines.
 The function starts with a selection which enables filters on delivered customers and/or product codes
and/or order numbers.
 It is specially used to take into account the products which have already been allocated (flag to be
entered).
 This function processes the remainders of firm orders (whether allocated or not). By right click on the
line, it is possible to de-allocate and re-allocate, manually or automatically, the products that have
already been allocated. It is also used to change the allocation type from global to detail.
 Allocation is carried out product by product. If the user does not wish to process the proposed product,
he can move to the next product or go back to the previous one by using the key provided in the main
bar or at the bottom of the screen.
 For each product, all the firm order lines are proposed in this screen, displayed in a table, and
corresponding to the selection made and sorted by shipping date.
The processing grants access to stock inquiry as well as to the detailed allocation screen, with the
adaptable picking criteria.
5.1.3. Allocation parameters

 As highlighted above, you must access accurate stock information for detailed allocation purposes, as
a stock allocation generally precedes a physical movement.
 The detailed allocation, when it is not manually forced, must obtain an optimal choice when several
stock lines are available for a given product.
 We are going to look at the functions and the parameters which lead by default to this choice,
especially concerning automatic processing:
Allocation rules
Parameters > Inventory > Allocn and Issue rules
In this function, several allocation rules may be created, with a 6 character code, for attribution purposes
according to Sage ERP X3 modules and according to product categories.

Each allocation rule contains the following information:

 Lot order: to choose between lot (alphanumerical order), FIFO, LIFO and FEFO.
 Single lot constraint: If ticked, the allocation of several lots for the same order line is prohibited in
automatic mode. A warning message appears if the user selects stock lines with different lots.
 PKY (Packing unit constraint): If ticked, allocation is made on the packing unit only. The remaining
quantity will be allocated in shortage on stock unit.
 Rule table: This is a table in which there are one or more rule lines, each one containing the following
parameters:
 Quality filter: Assignable status(es)
 Location filter: Optional location choice by default. You can choose from “no filter” or “product location
1, 2 or 3”. Location 1, 2 and 3 may be set at product category level, taking into account the product-site
parameters.
 Document unit: Yes/No. This choice is to find out if the document unit stock (order for example) is part
of the assignable stock.
 STK (stock unit): Yes/No. This choice is to find out if the document unit stock is part of the assignable
stock.
 PKY (Packing unit): Yes/No. This choice is to find out if the document unit stock is part of the
assignable stock.
 Coeff filter (Coefficient): This field is used to filter the stock according to the PKY/STK coefficient
values for the stock line in relation to the coefficient requested on the document line.
The possible values are as follows: No filter, the identical coefficients, the coefficient of the document line
doesn´t have to be lower; the coefficient of the document line has to be lower.
 Filter by coefficient: Yes/No. For each authorized unit it is possible to schedule the stock lines
according to the PKY/STK coefficient value.
The possible values are as follows: no filter, increasing, decreasing.
 If there are several lines on the table, it means that we wish to manage the priorities.
For example: Line 1 for location 1 and line 2 for location 2. The processing firstly processes line 1 and
if there is enough stock, it processes line 2 and so on.
 The allocation rules are created so that product categories can be allocated (see following chapter)
Product category
Common data > Products > Product Categories
The allocation parameters are specified for Product Category. See the Issue flow tab. We can work on
the detailed allocation rules. In this screen, we can also configure the global allocations.
 Global allocation: The “Authorized statuses” flags are used to choose between the statuses
authorized for the global allocation.
For example, ticking A and Q produces an “accepted” and an “under quality control” stock allocation.
The allocation remains valid when changing status.
 Detailed allocation: On the parameters screen, there are several fields for assigning allocation rules
according to module and use. Regarding the sales module, the following fields are crucial:
 Order: This field contains the orders’ detailed allocation rule.

 Shipment: This field contains the detailed allocation rule for the picking and the deliveries. This is
because the system performs detailed allocation automatically, as soon as delivery is created.
 Storage rule table: Each table line represents the parameters specific to each movement type. E.g.:
sales deliveries
In this table and for the concerned movements, the configuration of locations 1, 2 and 3 is important when
they are used by the selected allocation rules. The possible values for each of these fields (locations 1, 2,
3) are those used by product-site. The locations filled in for product-site then become the allocation
locations for this product category.
It is possible to fill in a default location for each storage category (picking, shipping, receipt,
storage, etc.) for a product-site.
5.2. Delivery creation process

A delivery would be direct or proceeded by order(s) or delivery request(s).
A delivery preceded by an order may be created manually or automatically.
The order preceding the delivery is:

 either normal
 a loan order (Advanced training)
 or delivery request(s) linked to an open order (contract management - Advanced training).

A direct delivery must be generated manually.
A delivery may also be created after picking (Advanced training)
5.2.1. Delivery origins

A delivery may have four origins:
 Customer order: The delivery takes all the information from the sales order.
 Delivery request: For open orders, delivery requests are created. The delivery function reuses the
information from delivery requests
 Sub-contracting: Shortages observed on the supplier location within the framework of a subcontract
operation
 Direct: A delivery can be created without any earlier phases. In this case, all the information is entered
into the function.
 Import: It is also possible to import deliveries
5.2.2. Delivery types

There may be three types of delivery:
 Standard: The normal deliveries are those intended for a customer so they can then be invoiced.
 Loan: Loan deliveries are for shipping to a customer and then returned without having to go via an
invoicing step. In this case, the stock is transferred from the internal location to a loan location.
 Subcontract: Subcontract deliveries are to be shipped to a sub-contracting supplier who also is a
ship-to customer. Theses deliveries are not preceded by an order and do not result in an invoicing
step. In this case, the stock is transferred from the internal location to a sub-contractor location.
5.2.3. Functions used for creating delivery

A delivery can be carried out in four ways:
 “Direct” creation: The delivery is entered directly into the “Delivery” function
 “Pushed” creation: The delivery is created with the Delivery in:
 “Order” function: In this case, the delivery reuses all the order quantities if they are available in stock or
already assigned.
 Picking “function”: In this case, the delivery reuses all quantities from the picked order (Advanced
training).
 “Pulled” creation: The delivery is created from the “delivery function” by reusing (picking) the sales
order lines. In this case, if the customer parameters allows it, all orders for the same customer or for
the same address can be grouped into one single delivery.
 Automatic delivery: An automatic delivery function is used to generate deliveries en masse from the
assigned sales order lines. Deliveries can be validated via the “Automatic delivery” function or via the
“Delivery” function.
A delivery may be created by the following functions:
Manual

 Delivery: This function is used to create deliveries:

 Directly without any precedence
 By “picking” the orders or delivery requests
 By “picking” the missing items or reorder suggestions from sub-contracting management
Automatic
 Order delivery: This function is used to create deliveries automatically.
Automatic
 Picking delivery(Advanced training): This function is used to create deliveries automatically and from
the picking which is carried out.
Automatic Manual
Delivery
 Order: This function is used to create deliveries using . The delivery will be
created automatically.
Automatic Manual
Delivery
 Picking ticket(Advanced training): This function is used to create deliveries using
.The delivery will be created automatically.
5.2.4. Delivery transaction

Parameters > Sales > Entry Transactions
The delivery transaction is used to customize delivery screens. Each transaction includes:
 The parameters and the links such as company group, the access code, the associated document, the
net price display, the automatic stock movements document, etc.
to the delivery in general.
 Customizing the lines, which determines the choice of entry or display or invisibility of each field and
each stock and/or analytical addition, in table and/or record mode.
It is possible to configure several transactions for the deliveries. The active transactions appear in a

TRSLIV parameter (VEN Module - TRS Group): Automatic delivery transaction

TRSLND parameter (VEN Module - TRS Group): Automatic loan delivery transaction
5.2.5. Delivery steps

A delivery has two main steps:
 Awaiting validation
 Validated
A delivery awaiting validation remains modifiable. In terms of stock, it manages no issue movement.
A detailed allocation will be made by default after this step, it takes into account the detailed order
allocation. Otherwise the product’s allocation rules will be applied. These allocations remain modifiable
while the delivery is invalid.
A validated delivery can no longer be modified. The stock movements are generated after this step. A
delivery can only be invoiced if validated.
SDHENDNBR parameter (VEN Module - SSD Group): Definitive supplier counter. This counter, if configured, gives
rise to a new document numbering system when the delivery is validated.
5.2.6. Parameter reminders

Reminder of important links to customer
 Delivery addresses
 1 order per delivery (yes/no)
 Authorization of partial delivery
 The information related to the delivery addresses
Reminder of important links to product/product-site

Product category: It is possible to configure:
 Default location
 Authorized statuses and sub-statuses
Product record
Article category (see control and issue flow tabs)
Product-site record
Counter allocation: Possibility of allocating a counter which can be configured via
Default sections: Possibility of configuring default analytical sections via

Parameters > Financial > Accounting Interface > Default dimensions
General parameters
SHINBRDAY parameter (VEN Module - SSD Group): Number of days in relation to remaining shipping time for
order picking/delivery requests.
5.2.7. Manual delivery creation

Delivery management
Delivery transaction
An order may be delivered manually without prior allocation. A detailed default allocation is then
made upon creation of the delivery.
 Step 0: Initialization of the delivery registration to be created

 Click (new) in the button bar. The system reinitializes all the screen’s fields for a new entry
 Delivery no.: This field corresponds to the delivery’s code number. According to the parameters of the
associated counter this field can or cannot be entered (Counter parameters); if automatic numbering, a
code will be assigned upon delivery as soon as it is created.

 Step 1:In the header, entry of the general delivery elements

 Enter the shipping site (mandatory)
 Enter the ship-to customer (mandatory for a direct delivery, recommended for the pulled flow)
 Enter the delivery address (mandatory, reused by default from the customer record)
Lines
 Step 2:In the first tab, , enter the delivery dates and lines
 Enter the shipping date corresponding to the delivery validation date (mandatory, the current date is
loaded by default)
 Enter the delivery lead-time from the shipping date (entered by default from the customer record
configuration)
 The delivery date (mandatory) is loaded by default from the shipping date + the delivery lead-time taking
into account the unavailability of the ship-to customer. It is possible to modify this date.
 In case of a direct delivery, enter the delivery lines (product, quantity, etc.)
Note: Right clicking on the product field lets you access the selection and/or the usual issues concerning
the product.
 Step 3: Direct entry or reuse of order lines or delivery request

In this step, you must enter the information relating to each delivery line (product, quantity, price), or
reuse it based on certain original documents via the left lists accessible in the screen’s left list:
 Open order selection to reuse delivery requests
 Order selection, to reuse orders
 Selection of sub-contractor shortages, to reuse shortages following shortage generation on a
subcontracting operation.
 Selection of sub-contractor reorder, to reuse shortages after shortage generation on the sub-contractor
stock requirements calculation.
Click on the section corresponding to the selected function

 A record list appears in the left list corresponding to the orders not fully delivered and filtered on the
criteria already entered in the header: stock site, sales site, customer, delivery address
 On partially delivered lines, the system proposes the non-delivered remainder
 This list is organized on two levels
 Header level (orders or delivery requests depending on the left list used)
 Line level (orders or delivery requests depending on the left list used)
 To view the header line, click on the cross corresponding to the order to make the lines appear in the left
list.
 The delivery lines are loaded by selecting the recordings in the left list either by header or by line
 The selected elements are represented by green spheres and the record selection in the left list loads the
table in the function’s first tab. Records can be de-selected by clicking again on the spheres.
 It is possible to group several orders or delivery requests on the same delivery or lines from various
orders or delivery requests, insofar as it has not been prohibited by a parameter at customer record or
order level.
Note: Once the line entry is completed, it is possible to access via a right click additional possibilities
linked to each line (picking and/or delivery texts, price explanation, miscellaneous inquiries)

Action possible from a delivery line

Using the right click of the mouse, you are able to select:
 Stock issues – It allows to modify the shipped quantity if an invoice is not already created for the delivery.
Even if the shipping is validated, we are able to modify the shipped quantity. In this case a 2nd stock
movement will be created by this function.
discounts applied to the current delivery.
 Picking ticket text – If the delivery is not validated we are able to add text that will be managed in the
ticket reports.
 Shipment text – It enables the possibility of entering a free and unlimited text in the line and it will be
printed in the associated report.
 Price explanation – It provides a trace with the price explanation.
 Stock by Site – Launches the inquire to the available stock in the shipping site.
 Sales Journal traceability – It opens a window where all the events linked to this delivery line are
displayed.
 Line status – It gives the detailed information concerning the associated orders, returns and invoices to
this delivery line.
Controls
 Step 4:In the second tab , enter the delivery management elements
The elements in this tab are reused by default from the customer record.
 Enter the route number: used to associate a delivery to a “route” code (optional)
 Enter the delivery method (optional)
 Enter the carrier (optional). This enables automatic calculation of carriage costs.
 Enter net weight. The net weight and the gross weight are calculated by the system from the weight
entered in the product record. The net weight is used to specify the weight with packaging (optional)
 Enter the invoicing elements in the case of a direct entry (optional).
 Step 5: Other possible actions:

 The delivery address is inherited from the order or the customer record (direct delivery). It is possible to
modify it in the menu bar “Address” on the menu bar.
 The menu bar “Text” is used to enter summary texts for the header and/or footer of the picking ticket
and delivery note
 The Packaging button is used to access the “Packaging” function. The delivery information
is loaded systematically. This function is used to define the different packaging used in a shipment and to
print the labels associated with this packaging.
 The Pro Forma button is used to generate a Pro forma invoice based on the information
contained in the delivery.
Create
 Step 6: Creation of the delivery journal by clicking the button (top left)
 Step 7: Printing of picking ticket.

proposed.
 Manual launch: File > Print > list or record

 Step 8: Printing of delivery note

proposed.
Validati
 Step 9: Validation of the delivery journal by clicking on the button
 Step 10: once the entered or loaded information has been checked, click on the Validati button as
soon as the physical stock has been issued. The delivery validation in Sage ERP X3 deducts the
stock. Note that once the delivery has been validated, it can neither be modified nor deleted.
Invoice
Note: the delivery validation activates the button used to create by tunnel the sales invoice
corresponding to the delivery.
Exercise


6. INVOICING MANAGEMENT
 Sales invoicing management is used to create invoices and/or credit memos for customers.
 The sales invoice function is used to generate customer open items and sales accounting journals.
6.1. Invoice creation process

The various functions used to create the invoice are based on the flows initiated in the sales module in
the form of order (direct invoicing mode), validated delivery, return with credit memo pending, credit
memo on invoice or direct credit memo and direct invoice.
6.1.1. Invoice types & categories

In general, the following categories are recognized in Sage ERP X3:
 Invoice: This category refers to direct invoices or invoices from an order or a delivery. This type has to
be validated in accounting.
 Credit memo: This type is used to respond to any possible disputes. A credit memo can be linked to
an invoice (which makes it possible to partially or completely close an open item in this invoice) or to
create a credit memo on a sales return, or pass it through directly for a given BP (in this case, a
negative open item will be generated and can be used to enter a payment). This type has to be
validated in accounting.

 Pro forma: With this category it is possible to “simulate” an invoice creation but it does not enable
validation in accounting terms.
The invoice type is a free notion to be codified for the following purposes:
 To have at least one type per category (mandatory)
 To classify the invoices, from the transaction and/or by entering the invoice/credit memo header
 To have different counters for the numbering
 To use various translation rules in accounting, using automatic documents
SIVTYP parameter (VEN Module - INV Group): This parameter defines the invoice type that will be submitted by
default in the automatic invoice generation process or when creating an invoice automatically (from an order or a
delivery).
6.1.2. Invoice origins

A customer invoice may have the following origins:
 Order: in the case of an order with direct invoicing, the invoice information comes from the order. If the
order contains stored products, the invoice validation generates the stock issue.
 Delivery: for sales flows with a delivery step, it is the validated delivery and not the order that will be at
the origin of the invoice. This is particularly used to only invoice delivered quantities in the case of a
partial delivery.
 Service contract(Advanced training): a service contract can be invoiced if it is not overdue or cancelled
and if the notice date for the next invoicing due date has been reached.
 Service request(Advanced training): a service request can be invoiced if it is closed and if
consumptions can be invoiced.
 Direct: an invoice can be created without a previous step. In this case, all the information is entered in
this function.
A credit note may have the following origins:

 Credit memo on return: the return step is used to record the quantities returned by the customer
following a delivery. Entry into stock is performed upon return. The credit memo on return uses the
information from the return, which is itself based on the delivery information.
 Credit note on invoice: a credit memo on invoice uses the information entered in an invoice. It is
used in the following two cases:
 Financial credit memo: used for products that are not stored or following an over-invoicing on stored
products.
 Return credit memo: used for stored products for which a return step is not necessary. This credit
memo generates a stock movement.
 Direct credit memo: a credit memo may be created without prior phase. In this case, all the
information is entered in this function

6.1.3. Functions used for creating invoices

Customer invoices may be created in the following ways:
 Using the “invoice” function - manual: This function is used to generate the invoice directly or by using
the ready-to-invoice elements (validated deliveries, orders with direct invoicing, service contracts,
completed service requests).
 Using the “order” function - “invoice” button: This function is used to generate the invoice from a
validated “direct invoicing” order.
 Using the “delivery” function - “delivery” button: This function is used to generate the invoice from a
validated delivery.
 Using the “automatic order invoicing” function: This function is used to automatically generate
invoices en masse from orders with direct invoicing.
 Using the “automatic delivery invoicing” function: This function is used to automatically generate
invoices en masse, from the recorded and validated deliveries when invoicing method is not Manual
invoicing (see customer record).
 Using the “automatic contract invoicing”(Advanced training) function: This function is used to
generate invoices en masse, from service contracts and their invoice open items.
 Using the “automatic request invoicing”(Advanced training) function: This function is used to
automatically generate invoices en masse from service requests.
 Using the “automatic transfer invoicing”(Advanced training) function: This function is used to
automatically generate invoices en masse from the inter-company stock transfers created using the
inter-site transfers function.
It is also possible to create a direct invoice using the invoicing function for BP accounting customers.
6.1.4. Invoice transaction

Parameters > Sales > Entry Transactions
The invoice transaction is used to customize invoice, credit memo and pro forma entry screens.
Each transaction includes:

 The selections in relation to the transaction, such as the authorized invoice type(s), the access code,
the document to be printed (e.g.: customer or pro forma invoice).
 The selections related to the header, used to customize header fields and summary fields. In general,
customizing is carried out by selection of display, enter or hide.
It is possible to configure several transactions for the invoices. The active and accessible transactions
appear in a selection window when calling a function.
TRSFAC parameter (VEN Module - TRS Group): Automatic invoice transaction
6.1.5. Invoice status

In general, an invoice has the following three statuses:
 Not printed: the invoice can still be modified.
 Printed: the invoice can still be printed in this status, but each modification updates the status to “not
printed”,

 Validated: the invoice has been posted and can no longer be modified. For direct invoicing with stock
movement, the stock is not updated before this step.
Open items are generated after validating the invoice. A validated invoice can no longer be modified or
deleted.
SIVCFM Parameter (VEN Module - INV Group): Invoice printing mandatory. If yes, it is not possible to validate
before printing.
6.1.6. Other parameters/reminders

Reminder of important links to a customer:
 Invoicing method: 1 delivery note invoice/a closed order invoice/1 order invoice/…/ manual invoice.
 Automatic invoicing periodicity: Day/week/…/month, in order to filter the group when launching
automatic invoicing.
 Tax rule
 Carriage charge to be invoiced: in relation to the carrier charge calculation (Advanced training)
 Due date origin: invoice date/delivery date
 Invoice customer and paying customer
 Accounting code and payment condition
 Company BP links (see BP file)
Reminder of important links to a product:

 Account code
 Tax level
Reminder of important links to a product-site:

For invoices with stock movement, the product code entered in the invoice line must be available as
product-site for the shipping site. The product-site contains the default locations.
Stock issue movements

When the invoiced product is managed in stock, the creation of a direct order, causes a stock movement.
This also applies when creating the invoice on a “direct invoicing” order. The determination of the stock
lines to be issued is conditioned by the customer delivery rules defined at product category level.
Creating the invoice generates the allocation of stock to be issued. Validating generates the stock
movement.
This comment does not concern invoices on delivery, as in this case, any allocation and all movements
are generated by delivery.
Stock entry movements

Creation of a direct credit memo or a credit memo on invoice may cause a stock entry movement.
Validation generates the entry movement. Determination of the stock lines to be entered is conditioned by
the customer return rules defined for the category.

Parameters > Financials > Accounting Interface > Default dimensions
6.1.7.Invoice/credit memos
Invoice/credit memos Sales > Invoices> Invoices
Invoice transaction
Invoice transaction
•Currency •Payment terms •Tax rule
•Dimensions •Discounts •Sales rep
•Accounting •Footer elements •Dimensions
•Physical flow
Site
(sales & Invoice Quant & Other
shipping) Customer tab Unit info.
Invoice Controls tab Product Price &

type discounts
Defaulted by
the price list
•Invoice •Defaulted by the
•Credit memo customer (sold-to,
•Debit note paying BP, group
•Credit note customer, ship-to
address, sales rep, tax External report  Customer invoice (SBONFAC*)
•Pro forma
External report  Customer draft (TRTCLIENT)
rule) Report  List of sales invoices (SINVOICEE*)
•Project Request  Branch invoices / customer (VEN042)
•Stock transaction Request  Financial invoices / customer (VEN043)
Request  credit memos/product/date(VEN045)
Request  Credit memos / reasons(VEN046)
Request  credit memos/product/date(VEN047)
Request  Financ. Credit memos/cust./date(VEN048)
Request  Invoices / rep / date (VEN049)
All these fields are line data and they are defaulted if the line is not direct Request  credit memos/rep (VEN050)
Request  Inv. & credit memo to declare (VEN051)
Request  Invoice not paid(VEN054)
Invoice entry can be customized by the entry transaction
 Step 0: Initialization of the record for the invoice to be created

 Click (new) in the button bar
 The system initializes all the fields of the screen for a new entry
 Step 1: In the invoice header, entry of the general invoice elements

 Enter the invoice type (mandatory)
 Enter the customer reference (optional)
 Enter the invoice date (mandatory)
 Enter the invoiced customer (mandatory)
 Enter the currency (mandatory, taken from the invoiced customer)

 Step 2: In the first tab , entry of certain header elements such as codes and
Controls
addresses of the invoiced and paying customers, as well as other information from the original
document or from the invoiced customer in the case of direct creation.
 Define if the direct invoice or the credit memo on the invoice is subject to a stock movement
Invoicing
 Step 3: In the second tab , entry of invoicing elements
These elements are taken from the source document or from the invoiced customer in the case of direct
creation.
 Enter the invoicing elements in the case of a direct invoice.
Lines
 Step 4:In the third tab , entry of invoice lines
 Enter the invoice lines (product, quantity, unit, price, line,) in the case of direct invoicing or modification of
lines from the original document (see 4a).
 Step 4b: The order, delivery, return or invoice information is used again
 In the screen’s left list six sections (four for invoices and two for credit memos) can be accessed in order
to reuse source documents. These sections are different if an invoice or a credit memo is concerned
 Order selection, to reuse orders with direct invoicing
 Delivery selection, to reuse deliveries
 Service contract selection, to reuse lines of a service contract to be invoiced (Advanced training)
 Service request selection, to reuse service requests to be invoiced (Advanced training)
 Return selection, to reuse returns waiting for a credit memo
 Invoice selection, to reuse invoices (this is the case for a credit memo)
Click on the section corresponding to the selected function

 A list of records appears in the left list corresponding to the non-invoiced documents and filtered on the
criteria already entered in the header: sales site, customer.
 When a return has been established on a validated non-invoiced delivery, this return will be taken into
account as soon as the delivery is invoiced and will be deducted from the quantity delivered.
 If a return with a credit memo request as been created for an invoiced delivery, it may be reused via the
return left list when creating the credit memo.
 Returns that have already been subject to a partial or total credit memo cannot be subject to a credit
memo again.
 When generating a credit memo on an invoice that has already been subject to partial or total credit
memo, a warning message is displayed and the user will be asked for confirmation to create a new credit
memo.
 Select the document(s) to be invoiced; de-selection is possible by clicking on the sphere selected.
 It is possible to modify certain information authorized by the processing and by the entry transaction.
 It is possible to group several source documents (belonging to the same category) on the same function
or on the same credit memo. To do so, attention must be paid to the accounting of crucial elements (rule,
payment conditions, etc.) in so far as this has not been prohibited at customer record or source
document level.
Actions possible from an invoice line

 Price Calculation - requests to Sage ERP X3 a recalculation of the price and discounts according to the
current price list

 Price explanation – It provides a trace with the price explanation

printed in the invoice report
discounts applied to the current delivery
 Sales Journal traceability – It opens a window where all the events linked to this line invoice are displayed.
 Line status – It gives the detailed information concerning the associated orders, shipments and other
documents to this invoice line
Create
 Step 5: Creation of the invoice or credit note document via the button
 Step 6: Printing of invoice,
 In the menu bar File > Print > Record
 A screen proposing the print parameters and the destination selection (printer) will open
 Click Print to start printing
 Step 7: Invoice validation

 The Post button triggers the generation of the accounting journal.
 Reminder: The posting rules are managed via the configuration of automatic journals assigned to each
invoice type. Open items are generated after validating the invoice. A validated invoice can no longer be
modified or deleted.
Other possible actions:

 Enter open items if any: the Open items button is used to access inquiry and modification of
open items.
 Via the Payment button, entry of payment: This step is used when customer payment
happens when generating the invoice, which is the case for store sales. It cannot be carried out for a
credit memo.
 Enter the payment mode (mandatory, loaded by default by the payment condition)
 Enter the cash or bank code (mandatory)
 Enter the amount (mandatory, loaded by default by the remainder to be paid)
 Enter the check number, the card type and card number (optional)
 This step can be carried out several times as long as the open item is not closed.
Note: the “payment” button is activated when the invoice or the credit memo has been validated.
 Via the menu bar:

 Add the text in the invoice header and/or footer
 Modify the invoice, delivery and/or paying customer addresses
 View or modify customs information
 View the entry transaction parameters
 View the journal’s graphical traceability
 After validating the invoice or the credit memo, it is possible to view the associated journals
Exercise


7. REVERSE LOGISTIC
7.1. Return management
The return function is used to register returns of deliveries that were intended for customers or sub-
contractors.
Management of sales return

Management of sales return
Description
Description of theflows
of the possible possible flows
Supplier return (inter-site) Manual
Shipments Manual
Return Credit memo

(GESSRH) (GESSIH)
Import Manual
Direct Manual
(GESSRH)
There are different

transactions for loan returns
and sub-contracted
materials returns.
7.1.1. Return types

There are three types of return:
Customer return: The customer return function is used to register customer returns directly or after a
validated delivery.
In inter-company or inter-site flows, the origin of the customer return is not a customer delivery.
You must therefore search among the “supplier returns” carried out by customer site to a service
provider (Advanced training).
Loan return: The loan return function is used to register returns following a validated loan delivery.
A loan is to be returned, otherwise it is to be invoiced at the due date defined on the loan order.
Sub-contractor material return: This concerns returns of non-consumed materials which were delivered
to sub-contractors (Advanced training).

In inter-company or inter-site flows, the origin of the sub-contractor return is not a delivery. You
must therefore search among the inter-site service provider returns ( Advanced training).
7.1.2. Possibilities & Impacts

In general, returns are synonymous to a counter delivery record, either to note customer complaints or to
recover goods for other reasons. In Sage ERP X3, the following possibilities are covered by the same
function:
 The recording of a direct return without being preceded by a delivery in order history.
 Return on delivery with impacts on stock, on orders and on invoices to be created/ already created:
 Acknowledgement of return when creating the next invoice
 Optional creation of ‘waiting’ for a credit memo to be created via the invoicing function.
 Optional updating of stock, with configurable switching and monitoring in terms of movement value,
status, lot, quality control, serial number and storage location.
 Optional updating of order if it has not been invoiced. The return thus reopens the order (if closed) and
regenerates a remainder.
7.1.3. Return parameters

Product category: it is possible to set the following data for each return type (customer, loan, sub-
contracting):
 Default location
 Authorized statuses and sub-statuses
 Default status
 Quality control via analysis file
Parameters > Financials > Accounting Interface > Default dimensions
General parameters:
SAUZRET parameter (VEN Module - AUZ Group): Modification of returns (yes/no)
7.1.4. Return transaction

The delivery transaction is used to customize delivery screens. Each transaction includes:
 The parameters and the links such as company group, the access code, the associated documents,
the net price display, the automatic stock movements document, etc.
to the return in general.
 Customizing the lines, which determines the choice of enter, display or hide of each field and each
stock addition in table and/or record mode.

It is possible to configure several transactions for the returns. The active transactions appear in a
7.1.5. Return creation

 Step 0: Initialization of the return registration to be created
 Click (new) in the button bar. The system reinitializes all the screen’s fields for a new entry.
 Return no.: This field corresponds to the return number. According to the parameters of the associated
counter this field can or cannot be entered (Counter parameters); if automatic numbering is used, a code
will be assigned upon return as soon as it is created.
 Step 1: In the header, enter the general elements

 Enter the reception site (mandatory)
 Enter the return date (mandatory)
 Enter the delivered customer (mandatory)
 Enter the delivery address (mandatory, reused by default from the customer record)
 Step 2:In the first tab

 Enter the invoiced customer (entry optional, reused by default from the customer record)
 Enter the scheduled return date (entry optional)
 Dock location, if different in relation to the default location set for product and product-site category.
For inter-sites/inter-companies, the corresponding flags will be filled in automatically.
 Step 3: Direct entry or reuse of delivery lines or inter-site supplier return

In this step, you must enter the information related to each return line (product, quantity, options), or
reuse it based on certain original documents via the left lists accessible in the screen’s left list:
 Delivery selection, to reuse the deliveries corresponding to the selection in the header
 Supplier return selection, to reuse inter-site/inter-company returns
Selection of sub-contractor material returns (Advanced training)

 A list of recordings appears in the left list corresponding to the selection carried out.
 On the lines, the system indicates the initial quantity and the quantity already returned.
 This list is organized on two levels
 Header level (documents depending on the left list used)
 Line level (lines of each document)
 To view the header lines, click on the cross corresponding to the header to make its lines appear in the
left list.
 The lines are loaded by selecting the recordings in the left list either by header or by line
 The selected elements are represented by green spheres and the record selection in the left list loads the
table in the function’s table. Records can be de-selected by clicking again on the spheres.
 It is possible to group together several deliveries on the same return as long as all information matches
up.
Note: Once a line entry is completed, it is possible to access via a right click additional possibilities linked
to each line (text entry, display of corresponding delivery, etc.)

 Step 4:On each line, enter or modify the management elements of each line, if authorized by
transaction and/or by delivery status
 Returned quantity
 Return reason
 Return date for each line (reused by default from the header)
 Stock update (yes/no)
 Stock status given for the quantity returned
 Location type
 Location
 Awaiting credit memo (yes/no)
Actions possible from a return line

printed in the associated report
 Change receipts – It allows to modify the receipt
 Stock by site – Launches the inquire to the available stock in the receipt site;
 Sales journal traceability – It opens a window where all the events linked to this return line are displayed.
 Line status – It gives the detailed information concerning the associated shipments and credits to this
return line
 Step 5: Other possible actions:

 The delivery address is inherited from the delivery. It is possible to modify it in the menu bar
“Address”on the menu bar.
 The menu bar “Text”is used to enter the summary texts for the header and/or footer of the return note
Create
 Step 6: Creation of the return journal by clicking on the button
 Step 7: Printing of a return note

 Automatic launch: If the automatic launch is set up in the entry transaction, this step will be automatically
proposed.
7.2. Credit memos management

The credits created once a return is pending or even a miscellaneous credit document created for the
customer follow the same rules as explained before for invoices.
A special dedicated type of document as well as different entry transactions must be created to manage
this flow.
Exercise


8. INQUIRIES
8.1. Utilities
Customer balances resynchronization
Used to perform the mass resynchronization of the financial WIP of the various transactions of the sales
module that can be viewed using the “Site transactions” and “Folder transactions” buttons in the customer
record
Paid commissions
This function enables to store in a table the invoiced amounts versus paid amounts if the activity code KIT
is active.
8.2. Inquiries
 Quotes
 Quote list  Invoices
 Quote lines  List of invoices
 Quote by period  Invoice lines
 Quote by sales rep  Invoices by period
 Estimate hitlist  Invoices by sales rep
 Invoice hitlist
 Orders
 List of orders  Returns
 Order lines  List of returns
 Order per period  Return lines
 Order hitlist  Return reason hitlist
 Shipments  Preparations
 Delivery list  Packaging
 Delivery lines
 Sales journal traceability
 Shipments by period

Training: January 2012

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January 2012

OPE 201 CB 203

Pre-requisite for sales training - Fundamental training: OPE201

Sage 2010 - Internal & Confidential

1. MAIN SALES FLOWS....................................................................................7

2. SITES AND COMPANIES FOR SALES.........................................................9

Sage 2010 - Internal & Confidential

5.2.6. Parameter reminders..................................................................................................39

Sage 2010 - Internal & Confidential

 At the end of this training, you will know how to:

Sage 2010 - Internal & Confidential

After this section, you will know how to.

Sage 2010 - Internal & Confidential

1. MAIN SALES FLOWS

Various flows are possible in Sage ERP X3:

Sage 2010 - Internal & Confidential

Complete sales flow

Individual Individual Individual Individual Individual

Quote Order Stock Picking Delivery Delivery Invoice Invoice

Mass Mass Mass Mass Mass

Sage 2010 - Internal & Confidential

2. SITES AND COMPANIES FOR SALES

Parameters > Organizational structure > Sites

Sage 2010 - Internal & Confidential

Product tax code

Customer/ Product Price &

Category Flow sold

Sage 2010 - Internal & Confidential

3.1. Process for managing a prospect

Identify the prospect Create a prospect Modify a prospect

Customer relation > Identify Data > BP > Prospect

List of prospects (PROSPECT)

Activity code PPT Request  Prospect / Area of activity (VEN014)

3.1.1. Identify prospect

The objective is to avoid creating “duplicates” in the database.

Sage 2010 - Internal & Confidential

3.1.2. Managing prospects

Common Data > BPs > Prospects

Identity tab Address tab Contact tab

Generation of data when creating the prospect

Identity tab Address tab Contact tab Management tab

Data systematically transferred After creating data specific to prospect 14

Sage 2010 - Internal & Confidential

Action possible from a prospect record

Pre-requisites for using a prospect in the quote

Sage 2010 - Internal & Confidential

Delivery address Customer quote (DEVICLIENT2)

Site Misc. Quantity Quote

Customer/ Product Price &

Category Flow sold Request  Quote / Representative (VEN024)

 Sage ERP X3 is provided with two quote management functions. 17

Parameters > Users > Functional profile

Sage 2010 - Internal & Confidential

Sage 2010 - Internal & Confidential

Essential product pre-requisite:

 Name: This field is recovered from the product. It may be modified.

Sage 2010 - Internal & Confidential

The operator may, by right click in this field:

 Cost price: This field is initialized by the “product valuation method”.

Action possible from a quote line

Action possible from a quote

Sage 2010 - Internal & Confidential

3.3. Process for managing a sales price