Here is where you enter and edit the lLine Items which are a part of each sales order. Remember that a sales order must include at least one line item in order to be saved.
After you are done entering the line, press [OK] to return the Sales Order. window. Simple Accounting then calculates the extension at the far right of the screen, shows the total at the bottom right of the screen, and waits for you to press [Insert] to begin a new item entry. If you press <Esc> at any point while entering a new Line Item, the new line will be cancelled and you will be returned to the Sales Order Editing window.
Fields
| PRODUCT ID | Enter a valid record from the Products & Services main data file. You can access the products browse by the field lookup button.
You can also add and edit existing Product IDs, or add a new product on-the-fly from this lookup window using the same keystrokes as in the Products & Services browse. After you select a Product ID, the default Package Quantity And Package U/M appears at the right of the screen. |
 [Product Warning Notes] |
This button, positioned to the right of the Product ID, is usually hidden. However, when there are Warning Notes in the Product Master, it flashes. Click the button to display these notes. Use those notes to alert the operator to anything that requires attention every time the line item is opened.
If there are any WARNING NOTES entered for the selected product, you will see a blinking Lookup button to the right of the Product ID. Click that button to display these notes a Note Taker window. |
 [Specs] |
Press this button to create and edit Line Item Specific Specs. As the name implies, these Specs are linked to this particular Line Item and this particular Sales Order.
Line Item Specific Specs are copied from the Product Master Specs. Any editing you do to these Line Item Specs stay with the Line Item and have no affect the Product Master Specs or future Sales Orders, which always get a ‘fresh’ set of Specs drawn from the Product Master.
UNLESS YOU CLONE!However, if your Line Item was created by Cloning a previous Sales Order, Simple Accounting can also clone the Line Item Specs as well (that is one of the options you have when cloning a Sales Order.) If you select the Clone Specs option, you get the Line Item Specs from the previous order. If you do not, you get the default behavior: Specs pulled from the Product Master. Use this feature when you need to make a one-time change to a form order without having to remember to change the specs backto their original version for the next order. Also, you can use this feature to maintain version control,i.e. to be able to always go back and see spec changes between each order for the product. Line Item Specific Specs will only print on (and therefore are really only useful when) your Forms are designed to accommodate them. Although the current standard forms do this, older customers may still have forms which do not. Please contact us if you are unsure if your forms support Line Item Specific Specs. |
| DESCRIPTION | A short description of the item to be sold, independent of the customer notes. By default, this field is taken from the selected Product, however you may override the description for a particular order without changing the Product Master. |
| Cost U/M | Enter the Unit of Measure for this Item, selected from FILES|Units of Measure. Some examples are shown below. Please note that this field does not affect the calculation for this Item. Use abbreviation(s) most suitable for your bookkeeping, for example:
CT Carton EA Each M Thousand |
| UNIT COST | Enter the cost for this item. The default is taken from the Form you have selected, but you can change this field if necessary. You may not enter a negative amount in this field. |
| COST PACKAGE QUANTITY | How many items are in a carton or other unit of measure. If you select Package as the Cost Type or Price Type, then the cost and/or price is considered to be based on this Package Quantity.
When you invoice an order, the cost of the job based on Package Quantity is converted to the Products default Unit of Measure. This permits you to change the unit of measure or Package Quantity for an item as needed while correctly updating inventoried cost or customer value.
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| EXTENDED COST | The default is taken from the Form you have selected, but you can change this field if necessary. You may not enter a negative amount in this field. Please see the topic Working With Units Of Measure On Sales Orders for more information. |
| Sell U/M | Enter the Unit of Measure for this Item, selected from FILES|Units of Measure. Some examples are shown below. Please note that this field does not affect the calculation for this Item. Use abbreviation(s) most suitable for your bookkeeping, for example:
CT Carton EA Each M Thousand |
| UNIT PRICE | Enter the price for this item. The default is taken from the Form you have selected, but you can change this field if necessary. You may not enter a negative amount in this field. |
[Price Break]  |
Each product supports an unlimited number of alternate price breaks. The default PRICE field for new items is drawn from the products list price, but you can choose an alternate price here using the field lookup button.
You can use this to pre-define quantity price breaks, or other tiered pricing structures, perhaps assigning a particular price break for special customers. |
| SELL PACKAGE QUANTITY | How many items are in a carton or other unit of measure. If you select Package as the Cost Type or Price Type, then the cost and/or price is considered to be based on this Package Quantity. |
| EXTENDED PRICE | Enter the price for this item. The default is taken from the Form you have selected, but you can change this field if necessary. You may not enter a negative amount in this field. Please see the topic Working With Units Of Measure On Sales Orders for more information. |
| CALCULATE TAX? | This box enables (or disables) the automatic calculation of Sales Tax based on the Sales Tax ID. When unchecked it also enables you to manually key in a Sales Tax dollar amount for a line item.
In other words, if you uncheck the Calculate Sales Tax box you are telling SAFE to not bother to re-calculate Sales Tax if you change Sales Tax ID. This box always defaults to checked. This field may be disabled in Security Extensions under Custom Settings|Order Entry if you have no need to override Sales Tax. |
OVERRIDING SALES TAX
Simple Accounting calculates sales tax based on the Sales Tax ID you have selected. There are times when you need to be able to override the Sales Tax and enter your own tax amount directly. To do this:
1. Disable the CALCULATE TAX check box. The sales tax does not change; it stays at the current calculation.
2. Double click on the Sales Tax Amount column for the first Site in the Quantities/Sites browse at lower left. This allows you to edit in place the Sales Tax for the Site you are shipping to; entering whatever dollar amount it required.
3. Press [Enter] to cancel Edit-In-Place.
4. Repeat steps #2 and #3 for any remaining Sites you are shipping to on the order.
You have a line item for a Customer Owned Product. The customer will be billed for the entire amount, including adequate sales tax to cover several future releases. However, the ultimate destinations are not known. Therefore you uncheck this box in order to Edit In Place the correct total sales tax to be billed when the order is invoiced.
| BLIND? | Hide this line from printing on customer invoices. This will only work if there is nothing entered into the PRICE field for this line item.
Blind Line Items are used to enter costs which are part of the job but which you do not wish your customer to see, such as in jobs where one line item is used to bill the finished item and Blind Line Items are used to enter the costs of creating the item (imaging, binding, etc…) |
| LINE ITEM TYPE | This field is similar to the ORDER TYPE field in the header, however the LINE ITEM TYPE refers to the order from the vendors point of view. (For example, the sales order may be an exact repeat as far as the customer is concerned, but new for the vendor.) The LINE ITEM TYPE has the following effects on the order entry process:
If the LINE ITEM TYPE is set to (R)elease, the sales price for the order is automatically set to zero and you are prevented from entering a cost or vendor invoice. If the ORDER TYPE is (E)xact Repeat, purchase orders generated will print in bold ‘EXACT REPEAT’ in place of detailed specifications in the body of the P.O. If the ORDER TYPE is (C)hanged Copy Same Spec, then purchase orders generated will print in bold ‘CHANGED COPY, SAME SPECIFICATION’ in place of detailed specifications in the body of the P.O. |
| OWNED BY | Defaults to the same field in the Product Master. This tells Simple Accounting that for this order, the ownership of the item has changed. This lets you do things such as sell a product from your stock (Distributor Owned) for one order, but for most orders to order the product to be billed from a vendor drop ship. |
ARTWORK/NUMBERING/CUSTOMER NOTES TAB
| ART COST | Enter the amount you were charged by the ART VENDOR for composition.
If you have Security Extensions, you can also create a custom formula which is automatically marks up art for the Art Price field. If you have Security Extensions, you can disable the data entry persons ability to override your mark up formulas. |
| ART VENDOR | Enter a valid Vendor ID or leave blank if the ART TYPE is (N)one. Use the field lookup button to select a vendor. |
| ART P.O. | Enter the art vendor’s purchase order here. |
| ART VENDOR INVOICE | Enter the vendors invoice number for art work. Simple Accounting will automatically post the cost to the A/P Bills Browse, if you have checked the POST ART? Box checked in SETUP|Accounts Payable.
If the vendor is the same as that for the Product, then you may leave the ART VENDOR field blank; Simple Accounting will assume they are the same. |
| ART PRICE | Enter the amount charged to the customer for art work. This will appear on the customer invoice. |
| STARTING NUMBER | If this is a numbered product (such as an a/p check), enter the correct Starting Number here. The system stores the previous starting number in the products main data file under LAST STARTING NUMBER. |
| NEXT STARTING NUMBER | The starting number for the next order of this product. On the next order, this will become the suggested STARTING number. After the next order is invoiced, the field is updated in FILES|Products with the new NEXT STARTING NUMBER. The speeds reordering for your customer. |
| CUSTOMER NOTES | This field lets you enter an unlimited amount of free text about this item on the invoice. Text is automatically word-wrapped. Use the text-editing keys described in Keyboard Shortcuts. The default for these notes are the CUSTOMER NOTES you entered for the product ID |
VENDOR INFORMATION TAB
| VENDOR | Vendor of the form. The default is assigned by your default selection for this form in FILES|Products. You can change this, but it must be a ID found in your Vendors Main Data File. A browse box is available to help you select. |
 [Warning Notes] |
This button, positioned to the right of the Vendor ID, is usually hidden. However, when there are Warning Notes in the Vendor Master, it flashes. Click the button to display these notes. Use those notes to alert the operator to anything regarding this Vendor that requires attention every time the line item is opened. |
| VENDOR QUOTE | If a custom purchase order has been generated for this sales order, the vendors quote number will appear here. |
| VENDOR JOB ID | The vendors job #. This number is saved as the Last Job ID field for the product in Products & Services. |
| VENDOR P.O. (non-editing) | If a custom purchase order has been generated for this sales order, the Vendor P.O. will appear here.
Clicking on the Vendor PO allows you to void the P.O. or unlink it from the sales order if need be. |
| VENDOR INVOICE | Enter the vendor invoice for this item here. This automatically updates the A/P bill. |
| VENDOR INVOICE DATE | Enter the vendor invoice date here. This automatically updates the A/P bill. |
| RUN WITH | Enter the Record ID of another Sales Order Line Item that you wish to be combined together with on the same Purchase Order. This does not have to be on the same Sales Order, bt it should be from the Same Vendor ID.
This will only combine line items if all lines have not had Purchase Orders generated. You do not need to enter anything into this field for line items on the same Sales Order. Line Items from the same Sales Order are automatically combined on the same Purchase Order so long as they are from the same Vendor ID and are generated at the same time. |
| SHIP WITH | Indicate on the Purchase Order that this job should be shipped with another job. Enter any value to identify the other job, such as the Sales Order ID or Vendo Purchase Order of the other job. |
| VENDOR NOTES | This field lets you enter an unlimited amount of free text about this item on the purchase order. Text is automatically word-wrapped. Use the text-editing keys described in Keyboard Shortcuts. The default for these notes are the VENDOR NOTES you entered for the product ID
Since you can enter many lines of text in this type of field, you must exit by pressing <Alt>+ another accelerator key or by using the mouse to select another window control. |
INSUFFICIENT QUANTITIES
Simple Accounting will warn you if you are attempting to ship more than the avaliable ON HAND QUANTITY for a product, so long as the order is not a Production Order (meaning that there is a Purchase Order—when there is a purchase order, there is no warning.) In order to activate this warning the Product Master must have a MINIMUM ON HAND QUANTITY set. Setting the MINIMUM ON HAND QUANTITY to zero, effectively disable the warning. Note: The warning is based upon the total available quantity for the product. It is not based on the ON HAND QUANTITY at a single Site.
SITES & QUANTITIES BROWSE BOX
This browse box at lower left is where you enter the Ordered Quantity, Shipped Quantity, Ship To Address, Ship From Address and Sales Tax for each destination of this line item.
Every line item must ship to at least one Site so Simple Accounting automatically enters the first site for you, using the customers Default Ship To and the selected Vendors Default Ship From addresses.
You may enter as many Sites as you like, each with their own separate Order and Ship Quantities.
If you have a product which normally ships from a Site different from the Vendors Default Ship From (in the case of an item which is produced by one vendor but stored at another) you can specify a Default Ship From for that Product in the Linked Sites Browse under the Products Browse.
Simple Accounting remembers the Ship To Address of your order from Line Items to Line Item. So the Ship To Address from the first line item becomes the first Ship To Address on any remaining line items! (You can disable this feature, if you wish, in Security Extensions.)
You may not delete the first Site on a Sales Order Line Item.
This button activates a [tooltip slug="browse-box"]browse box[/tooltip]. It is always placed directly to the right of an entry field and allows you to select a value for the entry field from the browse box. The browse box usually has all the same functions as if you had selected it from the main menu, so you can add, edit or delete records in the browse without leaving your original task.
Pressing <F6> on your keyboard when you are in a field with a lookup button works the same as pressing the Field Lookup button itself!