Sales Order to Invoice Process

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I am desperate for some help please.

I am struggling to work out if the company I work for is full of recalcitrant obnoxious people or people that only know their little bit. I seem to be constantly asking what the next step is and getting "Dunno, not my job" in response.

So before I go an bash my head into a pulp on a brick wall is there anyone on here that can walk me through the process step by step from a Sales Order arriving in the office, being put on GP13 and progressing through the warehouse and to invoice?

I also need the same walk through for returns and credit notes and how it all links together.

I am slowly going mad and really really need an idiots guide.

Thanks In Advance for any assistance.

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MattPaulen 6,912 on at

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That's a fairly loaded question and would require a pretty lengthy response and will also depend on how your business is run. One thing I'd suggest is consider buying the Understanding Sales Order Processing book from Accolade Publications (www.accoladepublications.com/gp-category1). It's very thorough and really dives into the SOP module. All of their books are great and go way beyond a user manual.

I can try and give a high level overview of the process. When you create a Sales Order, there's a couple of options through the SOP Setup of the document type on how inventory will allocate. You can either have the system allocate the items automatically (based on valuation method) as the order is created, or have user intervention for the allocation. Once the order is created, you can print the Picking Ticket and the Packing Slip from the order entry screen. You can also print these by batch and other restrictions through the Print Sales Documents window. Once the order has been picked, packed, and shipped, the order should be transferred to an invoice. Once the invoice is posted, the inventory quantities will leave the system.

I've seen a lot of companies set up multiple Batch ID's to assist with the workflow of these steps that way it's easy for users to see the status of the order and what still needs to happen with it. Every company is different, though, so it's hard to say exactly how things should go. For example, you can set up different types of holds to prevent the order from being transferred when it shouldn't be.

For returns, you'll enter them through the same window as the order/invoice but once you post the Return, you need to apply it to the invoice through the Apply Sales Documents window. This is the same place you should be applying the credit memos to as well.

Hopefully I've answered some of your questions and again, I'd recommend the accolade book since there are alot of different options for how things work for the Order to Invoice process.

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Community Member on at

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I agree with Matt! the accolade books are awesome!

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Rosemary 10 on at

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Good morning,

As Matt said every company's operations are different, we are Retail and Distribution. We use from the Order Type to the Sales Invoice, what is great about GP is that you are able to see the progress of the various documents via Smartlist or SQL. If your company wants they can start from a quote.

The Sales module is not difficult, it may just seem as a lot of steps, Matt gave a pretty good picture of what happens when a sale is initiated.

I have the SOP as well Maintaining GP from Accolade and yes they are quite good. If you have a Test system available to you I would suggest you create documents, post, do returns, voids, pay bills, where you will see what happens.

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Community Member on at

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Hi

Thanks so much!! That's really helpful.

This is going to sound incredibly stupid but doing a return doesn't create a credit note? Am I understanding that correctly? These are a separate document?

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Community Member on at

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Thank you for responding. I do have the test company but keep running out of time with everything else I need to do :( You know what it's like!

The biggest problem I've had is so many different people doing little steps and no-one seems to know (or want to impart) the full process from start to finish and I want and need to know the full process.

I think I will definitely be looking for these books.

I have downloaded user manuals but find them so generic I just sit and scratch my head over them.

Thanks so much for your help :)

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Community Member on at

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Hi Thank you , I am going to look them up :)

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Rosemary 10 on at

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You can do a return via SOP or Receivables if no Inventory is involved, but yes they are the same.

And there is nothing like a 'stupid' question.

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L Vail 65,271 on at

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Hi

If you create a Return, it will create a credit to the customers account, but that return needs to be applied to an invoice or it will just float around as a credit note. If the customer has already paid the invoice, and then they return something, you have a whole new situation. You will have a credit note that you can apply to future purchases. Another thing you want to make sure you do is to create the SOP Return using the Additional Menu and NOT just selecting the Return document type on the SOP Entry window. By using the 'Create Return' menu, you will link the return to the SOP Invoice and the cost will go back into inventory at the same amount it came out. All you need to do is open the SOP Entry Window and click on the 'Additional' menu item and then select 'Create Return:

Once you select this option, you will be presented with a few windows where you can select the customer and then lookup the invoice where the item was originally purchased. Mark the items the customer is returning and click the Post button. It won't actually "Post" it, it merely copies the items you selected to return into the new Return document.

Kind regards,

Leslie

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Thomas Newcomb 1,810 on at

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Hi GillieM,

While, I am not adding anything new to this subject as I believe everything that I can add has been already been said. I can verify as well as everyone else it seems to be a daunting task when trying to figure out the module as it does touch in multiple different places. All the information that I have reviewed in the thread is correct and valid.

If you have any additional questions don't hesitate to ask!

~Thomas Newcomb

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Microsoft Dynamics GP Support

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This posting is provided "AS IS" with no warranties, and confers no rights

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Community Member on at

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Hi Leslie

Sorry been off all weekend. You are showing me things there that I know nothing about. You might just have made my life easier and my world a whole lot clearer!! Currently everything is a bit of a mess as far as I can see. Documents only tie up if they are an invoice from a Sales order. Returns and credit notes aren't linked to the invoices or stock dispatches they originate from at all and the accounts people do manual credit notes and invoices pretty much as the fancy takes them from what I can see. I will have a play in the demo company and see if I can link things like you have above.

Thank you very much!

Gillie

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