EPO – Sales order
User manual
Table of content
Introduction
Glossary
Web application
Dashboard
Filling out the header fields
Filling out the detail line(s)
File attachments
Filling in the delivery and address information
Delivery information
Messages
Submitting a sales order
Submitted sales orders
Pending
Rejected
History
Viewing the sales order documents & generated reports
Processing the sales order invoice
Generate the PDF report
Emailing the sales order report
Introduction
This user manual explains the sales order module inside the Asamco platform.
Glossary
Abbreviation |
Explanation |
EPO |
E-Procurement Online |
SOQ |
Sales order quotation |
SO |
Sales order |
The status symbols are as follows:
= EPO module (This button takes you directly into the E-Procurement Online app)
= Sales order module (This button takes you in the SO creation)
= Unprocessed SO (This icon represents that the SO has been submitted but still needs to be processed)
= PDF report (This button generates the PDF document report)
= Email report (This button allows you to email the PDF document report)
= Submit the SO (This button allows you to submit the SO)
= Save the SO as a draft (This button allows you save the SO as a draft, which you can submit at a later stage)
= Submit SOQ (This button allows you to submit the SOQ)
= Process invoice (This button allows you to process the invoice without submitting a seperate SO first)
= Load from template (This button allows the user to load a SO template)
= Save to template (This button allows the user to save the current SO to a template)
Web application
Sign into the Asamco portal using this link: https://asamco-portal.azurewebsites.net/#!/auth/login
You should see the login page displayed as shown below:
Fill in your username and password and you will now be logged into the portal. Note that as the portal is developed the appearance might change slightly.
After logging in please select the relevant organisation you want to work in. For this user manual we will be selecting the Asamco (demo) organisation.
Click on the Asamco (demo) organisation and you will be presented with the companies and the connected applications that are linked to each company.
After clicking on the Asamco B.V. company, you will be presented with an overview of all the connected applications linked to that company. The connected applications you can see here are managed by permissions that are assigned by the organisation's administrator.
To submit a new sales order please open the EPO application.
Dashboard
The first screen you will see after logging in is the "Dashboard". You can click on the "sales order" button on the dashboard or the "sales order" node on the left tree menu (see below). Note that depending on permissions you might have more or less icons available on your dashboard.
After you have clicked the "sales order" button you will see the following screen displayed:
Filling out the header fields
The steps mentioned below will take you through the creation of a new SO:
-
- Customer: Select the customer that is (potentially) buying the items.
- Project: Select the relevant project to the SO (if applicable).
- Warehouse: Select the default warehouse in which the goods to be sold are stored.
- Select the workflow: Select the workflow, applicable to the SO. The workflow will determine the approval steps required before the SO will be fully approved.
- Select the sales representative: Select the sales representative (if applicable).
- Delivery note: Type your delivery note number.
- Order/Delivery date: Select the dates of making the order and of the expected delivery (optional).
- Invoice date: Select the date of when the invoice will be booked, this will also be the transaction date used in the database.
- External order number: This can be used to store the order number that is issued to the customer (if applicable).
Example workflow:
Filling out the detail line(s)
Click on the "+" sign to create a new detail line.
The following new screen will pop up. A choice can be made between a "general ledger" (GL) account or a "stock item".
Click on the "GL" drop down menu. You will see the following menu displayed from which you can select your "GL" account.
You can also use the search bar on top to search for either the account number or the account name (as shown below).
After you have selected your "GL" or "stock item" account you will see the GL account number or the stock code in the item lookup.
The following fields need to be filled in per detail line within an "SO".
GL account: Select a general ledger account. |
Item: Select the stock item. |
Quantity: Select the quantity to be ordered. |
Quantity: Select the quantity to be ordered. |
Price: Select the unit price per item. |
Price: Select the unit price per item. |
Tax type: Select the correct tax type. |
Tax type: Select the correct tax type. |
Line description: The line description will be defaulted based on the GL account. You can overwrite the description. |
Line description: The line description will be defaulted based on the stock item. You can overwrite the description. |
Project: Select the project for which the item is required (if applicable). |
Project: Select the project for which the item is required (if applicable). |
Create: Click "create" to add this line to the SO. |
Warehouse: Select the warehouse in which the goods to be sold are stored. |
|
Unit of measure: Select the correct unit of measure (if applicable). |
|
Create: Click "create" to add this line to the SO. |
File attachments
It is possible to add attachments to an SO. The added files will be linked to the SO and will be stored with a link to this SO.
_There are two ways to upload a file:_
- Select the documents and drag and drop it in the red bordered field, as shown in the image on the right. Next, the system will upload the file to this SO. A new screen will pop up at the top of your screen (see the image below). Here, you need to select the file category for this document. Click save to finish the upload.
- Click on "select files" (see the image on the right) which will open the file explorer with your documents. From there you can select the document you want to upload to the SO. Again, the category needs to be selected before the file can be attached to the SO (see image below). Click save to finish the upload.
The following list shows the default categories, these categories are editable upon request. Your EPO administrator can help with that.
Filling in the delivery and address information
Below the detail lines you will see multiple tabs where you can fill in your delivery and address information as well as a message tab on the right where you can type out your "external messages", the external messages can be printed on documents issued to your customer. You can also view the workflow steps (if applicable).
Delivery information
- Priority: Select the priority of the delivery from low to critical in your SO (if applicable).
- Delivery method: Select the delivery method for the SO (if applicable).
- Settlement term: Select the settlement term in which the goods will be paid (if applicable).
- Select opportunity: Select the sales opportunity for the SO (if applicable).
Messages
In the SO messages, you can post any internal messages from here and it will be saved to the SO.
Submitting a sales order
Once all the detail lines and all mandatory information have been added to the SO, you can submit the SO.
- To submit the SO, click on the light blue "till" button (see the image below). Note that when a workflow is enabled the SO will be submitted through the selected workflow, otherwise the SO will be booked directly.
- To directly process the invoice, click on the orange button.
- By clicking on the green "save" button, you can save the SO to a draft.
- To submit a SOQ, click on the dark blue "paper plane" button.
Submitted sales orders
Once your SO has been submitted the system will automatically generate an SO number (provided the settings in Sage 200 Evolution have been enabled) as you will see in this success notification message below:
Click "Ok" and the pending tab will be displayed or click on "New" to create a new SO.
Pending
The following overview screen ("Overviews" >> "Pending") shows all your submitted SO's that are not fully approved yet by the according parties. This is where an SO is first listed after you have submitted it provided a workflow is configured.
After scrolling to the right of the screen (as shown above) you will see the following buttons on the right of each document that provide various courses of action:
- Email report directly from EPO.
- Preview the PDF.
- See an overview of the detail lines.
- Preview and download attachments.
- View and edit document within EPO.
Rejected
This overview screen ("Overviews" >> "Rejected") shows all rejected documents. Note that like the other overview pages, this screen (by default) will only show the documents which are either rejected by you or are rejected documents you have submitted (see the image below).
By clicking on "view" (red bordered in the image above), you can open the document and see all its details. This will also show the reason for rejecting the document, this will be shown in the message box (see messages). Note that if a document has been rejected by you or one of the approvers, it will be available for editing again.
By clicking on "reactivate" (red bordered in the image above), you can – after editing it - resubmit the document. This will re-submit the document through the approval workflow, where the approvers need to submit it again.
History
This overview screen ("Overviews" >> "History") shows all fully approved/processed documents. By checking the box in the first column of the overview and clicking on the "Archive selected items", you can archive the according item. By archiving the SO, you indicate that they are completely handled and that no further process remains.
Viewing the sales order documents & generated reports
To view the SO's documents or the generated PDF reports, scroll to the far right of the screen in the history page.
The document attachments can also be viewed and downloaded directly from within the history folder by clicking the green folder button to view the attachments or the download button to download the file.
Processing the sales order invoice
To process the invoice in the SO's documents, scroll to the far right of the screen in the history tab and click on the blue eye button. The following screen will be displayed. Click on the orange button as shown below and the invoice will be processed once you confirmed your external reference number.
Once you invoice has been processed the system will automatically generate a SO number (provided the settings in Sage 200 Evolution have been enabled) as you will see in this success notification message below:
Click "New" and a new SO screen will be displayed or click on "Download report" to download the SO report.
Generate the PDF report
Generate the PDF document by clicking the PDF button, the report will be generated with the report layout that is configured.
Emailing the sales order report
To email the PDF report(s) click on the orange email button as shown below:
You will then see the window pop up (as shown below). Here you can easily fill out the desired email addresses, CC participants, and/or BCC participants. You can then define your subject title, and lastly include your message for the reason the SO is being shared.