Adding Product Lines

After you have completed the header details for the Sales Order (or Quote, Sales Enquiry, Sales Contract, or Credit Note) and clicked [Tab] your cursor will be focused on the Product Code field of the first Product line (Line 100), ready for you to enter the products required by the customer.

At this point:

• The Sales Order (or alternative sales document type) is assigned a number. The tab will now read, for example, Sales Order 001/1076977 (or similar), rather than New Sales Order.

• Header details are 'collapsed' to save screen real estate. To review/edit header details, click the 'arrow' icon.

• The Customer name in the header is hyperlinked - click to open/view the Customer record.

Entering Product Line Details

To add a product, on the first available Product line:

1. Enter the Product Code

If you know the Product Code:

• Type it into the Product Code field; then

• Click [Tab] to move your cursor to the Quantity field.

If you don't know the Product Code, either:

• Use the Finder to locate and select it. To do this:

  1.      Make Products active in the Finder.

   

  The quickest method is to click [F3] (the context-sensitive Finder shortcut button) while the cursor is in the Product Code field. For further details see Using The Context Sensitive Finder.

   

  TIP: You can focus the Finder further by typing characters into the field before clicking [F3]. See example:

   

  In this example Sales Order the cursor is placed in the Product Code field ready for us to enter/select a product.

   

  If we type 'jt02' into the Product Code field then click [F3], the Finder will list products in sequence from the Product Code 'jt02':

   

  

   

  Note: This example assumes that the default Sequence option for Products (in Advanced Finder options) - Product Code - is selected. Alternative Sequence option for Products are Section/Order, EAN and IAC. If any of these options are selected you would type in all or part of the Product's Section/Order, EAN or IAC code. See Changing The Search Sequence.

   

  Alternatively you may activate Products in the Finder by selecting Products from the

  • Search button on the Finder toolbar; or from the

  • 'Search For...' section in the Home tab.

  See Activating A Selected Document/Record Type In The Finder.

   

  2.      Browse to find the Product in the Finder. For details see Browsing Records In The Finder.

   

  You may browse to find the correct Product using your keyboard. See example:

   

  In the previous step we activated the Finder for the relevant document/record type. The keyboard 'focus' is now placed on the first record in the Finder. We now need to search for, and select, the relevant item from the Finder.

   

  For example, if we activated Products in the Finder, the keyboard 'focus' will now be on the first Product in the Sequence.

   

  Note: This will be subject to (a) whether or not we entered any search text in the previous step, and (b) whatever the selected Sequence option is (in Advanced options). See Changing The Search Sequence.

   

  We may now browse to find the required Product in the Finder and then select it.

   

  Finder Browsing Using Your Keyboard

  When the keyboard focus is within the Finder (for example, after you have clicked [F3] to activate the Context-Sensitive Finder), click your Down and Up arrow keys to move the cursor down - or up - the list of records on the current Finder page.

   

  Use the following keys to change the current Finder page:

  • Home: Go to first page in the Finder.

  • End: Go to last page in the Finder.

  • Page Down: Go to next page in the Finder.

  • Page Up: Go to previous page in the Finder.

   

  3.      When the required Product is visible in the Finder, select it by:

  • double-clicking your mouse on the appropriate line in the Finder search results. Or:

  • right-clicking your mouse on the line to display a menu, then selecting Add ... to Sales Order.

  See Adding Finder Items To Documents.

   

  Alternatively, when the keyboard focus is on the Finder record you wish to select, click Return to select it (i.e. add it to the currently-open document). See example:

   

  Continuing our previous example, we have navigated to the Product 'jt02' so that it is highlighted in the Finder, and then selected it (i.e. added it to the Product Code field in our Sales Order) by clicking Return:

   

  

• Or: Use one of the alternative methods of adding a product. Then:

  Alternative methods of adding a Product which may be available, depending on your system settings, are:

   

  (1) Entering a Bar Code OR scanning in a Bar Code using a hand held bar code scanner.

   

  Note: To do this, the Product must have a Bar Code record set up. See Bar Code Maintenance.

   

  (2) Entering a Customer Part Number (i.e. the reference code/name the Customer uses for the Product).

   

  Note: To do this, the Product must have a Customer Part Number record set up. See Customer Part Number Maintenance.

   

  (3) Entering a key word associated with the Product via the Super Index (e.g. a description or Manufacturer's Reference).

   

  Note: To do this, the System Administrator must run the Build Super Index Extract Process. This extracts the 'search' words from your Product records - taken from the Description 1 / 2, Manufacturer's Reference and Super Index Alt Words fields (see Viewing A Product Record) - and makes them accessible in the Finder, enabling users to locate Product records using the Finder's Advanced Search facility. (This also applies to Customer and Supplier records.) For details see Build Super Index Extract Process. To use this method the System Administrator must also change the setting in the Initial Access Method field - in the Miscellaneous tab of the Price Book Flags control record - from the default Product option to Super Index.

   

  (4) Entering the Initial Access Code for the Product.

   

  Note: To do this, the Product record must have an entry in the IAC field in the Main tab of the Product Record. The System Administrator must also change the setting in the Initial Access Method field - in the Miscellaneous tab of the Price Book Flags control record - from the default Product option to IAC.

• Click [Tab] to move your cursor to the Quantity field.

What If A Window Pops Up When You Add The Product?

Note: You also have the option of using Product Enquiry to add previously-ordered products. See Entering Product Lines With Product Enquiry.

2. Enter The Product's Quantity

Once you have entered a Product Code and clicked [Tab], as described above, the cursor will by default (see note) be focused on the Quantity field ready for you to enter a quantity.

Note: The Stock Unit Calculator will display at this point if the entered Product is associated with a Stock Unit record. If so, select the required Quantity and Unit using the method described in Selecting Stock Units At Sales Document Entry.

For example:

Enter the Quantity (e.g. 5) then click [Return].

A new Product line is created, ready for you to add more products:

At this point:

• The Product Code becomes hyperlinked. Click it to view the Product record in a separate tab.

• The product's Description is entered - you may edit this if necessary.

• You may click the icon on the line to view price and stock data for the product.

For further details see Understanding Product Lines.

Note: If the Select Product Process window displays after entering the Quantity, see Entering Product Process Options.

Further Product Line Procedures

Repeat the procedure above until you have added all required Product lines.

For a list of additional useful procedures at the line-adding stage see Additional Procedures When Adding Product Lines.

Additional Product-related details display in the Properties: Product Panel.

When You Have Finished Adding Lines

Once you have finished adding lines you will need to Complete the Sales Order.

You may also wish to review/enter details within the other Sales Order tabs. See Additional Sales Document Tabs.

You may also wish to review details and specify options in the Properties area. See Understanding The Properties Area.

NEXT: Entering Product Lines With Product Enquiry