Maintain Menu in OrderEntry

From the Maintain menu you can select the preferred menu to work in and you can view and edit the different groups and options in database tables.

Company
Customer
Customer Groups
Order
Typeset
Product
Product Groups
Chart of Accounts
Shipment
Freight
Payment/Delivery Terms
Discount
Quantity Discounts
Print Groups
Mount
Color
Tax
Payment
Currency
Complaints
Reclaims
Call type
Users
Regions
Category

Company

This option might be disabled. In that case you have to close an open company.
Do this by: File, Close company and next Maintain company. 

The option displays a list of all existing companies and enables you to add, edit or delete an new or existing company in the following dialog.

A company is a single organization, an accounting entity, that handles a set of accounts. 

To add a company you have to enter information concerning:

Check local production if this company will manufacture typeset-products themselves. Typesetting will be excluded when you run an order export. In a multi-company setup the order will not be shipped anymore; this has obviously been done by the local/branche company. This option will set the Done field in the settings of the order-item overview.
Check also host production if this company will NOT manufacture typeset-products themselves. Typesetting will be included when you run an order export.
In the cash-customer ID you fill out the customernumber of the customer you set up to post all cash-sales. When you choose the option New order, cash order SOSET will automatically use this customernumber.

Orders via the internet, using Soset-via-the-web, will automatically use the profile of the specified Web customer group for new registered customers via the internet.
This needs to be filled out when using SOSET-via-the-web with direct payment options.

With the Logo-option you specfiy the default header and footer to be printed on invoices and order documents. 

In the Multy-company section of this dialog you have to specify a few issues to let SOSET handle these correctly.
Check the Main-company if this company is the head of all connected companies in a multi-company setup.
Create synchronize tables will keep synchronize data updated for use in conjunction with the Maintain Synchronize option.
Shipment only at this company can be used if the branche companies don't do the shipment. This company will ship all imported orders.

After adding a new company-profile SOSET will ask you the following question 
"Do you want a local environment with its own order databases?"
 
Choose Yes in case you want to have a separate database for the new company. SOSET automatically creates a subdirectory, named on the basis of the entered CompanyID (in digits or characters) and the SOSET DataPath refers directly to this subdirectory. 
Choose No if you want to integrate the database of the new company into the one of the existing company (or companies).

Now you can select Open company from the File Menu to open this newly entered company.

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Customer

Switches you to the Customer screen. In the Menubar the Customer menu will appear enabling you to maintain the customers. You can also click the C-button, on the Toolbar to switch directly to the Customer screen.

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Customer Groups

Displays a list of all existing Customer groups and enables you to add, edit and delete customer groups from the database-table. You actually set up a customer-profile, which can be used for a new customer.

You enter the Customer group name, and contactperson. Concerning the shipping and invoicing frequency and terms, you enter the velocity of order circulation, the way of invoicing, freight and tax-conditions. Thereby you select the appropriate DiscountID, to enable automatic discounting.
Note that you can select the discount, but you cannot edit it, this is done in the Maintain, Disount option.

The Website filter field allows you to specify what products will be shown in SOSET-via-the-web.
The Company ID field has become obsolete.

Next to it, you check, if applicable:

In case of any changes, SOSET will ask you if you want to copy the new settings to all customers with the same customer group. You have also the option to enforce this with the button left below.

The First and Last order field, as well as the Sales info field show results analysed from the whole group.

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Order

Switches you to the Order screen, enabling you to maintain the orders. You can also click the O-button, to switch directly to the Order screen.

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Typeset

Opens SOSET Typeset, enabling you to maintain the typeset orders in SOSET Typeset. If you want to switch between SOSET OrderEntry and SOSET Typeset, you are advised to use the minimised Typeset application window in the Windows taskbar. You can also click the T-button, to switch directly to the Typeset screen. Now you can design the stamps as ordered by your customers. SOSET automatically links SOSET OrderEntry and SOSET Typeset.

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Product

Switches you to the Product menu, enabling you to maintain the products. You can also click the P-button, to switch directly to the Product screen.

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Product Groups

Displays a list of all existing Product groups and enables you to add, edit and delete product groups from the database-table. The product groupno. is given in successive order. You enter the product group name belonging to it. In case of any made changes, SOSET asks you if you want to copy the new settings to all products with the same product group.

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Chart of Accounts

Displays a list of all existing Chart of accounts and enables you to add, edit and delete records. You enter the accountID, the relevant description and you select the product group belonging to it.

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Shipment

Displays a list of all existing Shipment options and enables you to add, edit and delete shipment options in the database-table. You enter the expeditor number and name, contact person, pre barcode, barcode and the accountID. In case you check 'freight' you can enter when no freight should be charged.

Shipper specifications:

SOSET order entry can very well control shipments and in particular find the best and most efficient way to ship goods to your customers.
Shipments are automatically combined per order and customer. The total value, volume* and weight are calculated by adding all product-item information together.

In the Shipper-dialog you can select and enter the criterions and shipper-specifications.
Click on Maintain, Shipper from the SOSET Order Entry main-menu and choose Add from the selection dialog. The Shipper-dialog appears.

The Shipper-ID number is automatically set and you are prompted to enter the Shipper name and Contact. To enable printing of the shippers-tracking number on the shipping-label you enter the next available bar code number as provided by your shipper.

Attention:
These bar codes are mostly a combination of text and a sequential number, enter the text-part in the Pre barcode field and the number part in the Barcode field.

In the AccountId field you select the GL-account for the shipping cost charges, in this way the charges will be posted to the correct account in the GL-accounting software.
If the Calculate freight checkbox SOSET Order Entry will automatically add an order item to the order with the shipping charges. If the shipment for this customers has more than one order, the shipping charges will appear on the last order.

Before we describe how the shipping charges are calculated, we will continue with the Shipper-dialog information.

Automatic shipment control:
If you check for Automatic shipping, you instruct SOSET to find the best and most efficient way to ship.
In the Priority-field you enter a number, where 0 (zero) is the default and highest priority. This means that SOSET will take this option, in case other ways to ship give same efficiency or cost-results.
If you check the Calculate minimum value checkbox, you will be prompted to enter a Minimum required value. SOSET will not use this shipment-way if the total value is below this criterion.
This is also done for the Minimum volume* and Minimum Weight fields.

The Change shipping address to main address checkbox is to avoid situations, where SOSET finds as best way e.g. a courier as shipper company and the P.O. box address is chosen as ship to address. The shipper can not handle P.O. boxes and requires street and city information instead.
SOSET will automatically change the chosen option into main address. (This is only done in case both P.O. box and Street information in the customer-data file are available; with a ship to address entered during order entry this can not be changed, as SOSET does not have more information about the ship to address.)

Calculation of shipping charges:
During a shipment run SOSET order entry will combine all order-items and orders per customer and calculate the total value, weight and volume*. However this is only done for products that have the charge freight flag. In the customer-data-screen you can also specify whether freight costs should be charged for or not.

In the Freight options table (Maintain, Freight) you enter the charge per From,to weight range. These freight charges are used for all shipment ways.
The weight field in the product table is in (European) grams. This can be easily converted to ounces, by using the Weight2US option in the NamoUtil, Tools program.

The ‘Save info’ option saves all shipping data to file, actually creating an interface option. This enables you to digitally direct such info to your carrier. Please contact us for options to customize this export.

Special situations in relation with SOSET-via-the-web orders:
SOSET-via-the-web charges shipping and packingcosts for customers with a status: Internet-Customer
Therefore it will not calculate the costs again during the shipping-procedure in SOSET order-entry!

Language: based on the chosen language during a SOSET-via-the-web session and thus the language-setting field in the customer-table, the shipping and other documents are printed in the chosen language.

* not yet implemented.

More information: 

-Shipment procedure

-Advanced Shipping Notice in SOSET Order Entry

-Shipping interface

-Pre Assigned Box-number

-How do we ship and print delivery notes?

-What does "Check shipment" on an order mean?

-In Order Entry, how do we put jobs in boxes?

-In Order Entry, how do we ship and print delivery notes?

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Freight

Displays a list of all existing Freight options and enables you to add, edit and delete freight options. You can enter the amount of freight that is charged within certain ranges.

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Payment/Delivery Terms

Displays a list of all existing Payment/Delivery terms and enables you add, edit and delete records in the Payment/Delivery terms database-table. The termID. is given in successive order. You enter the term, financial export code and check whether it is a delivery or a payment term.

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Discount

Displays a list of all existing Discount option and enables you to add, edit and delete discount records. You enter the discountID, description and select the relevant productgroups and the discounts.

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Quantity Discounts

Displays a list of all existing Quantity discounts and enables you to add, edit and delete Quantity discount records. You can enter what discount a customer receives in case they order from a certain amount to amount.

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Print Groups

Displays a list of all existing Print Groups and enables you to add, edit and delete printgroup options. The printgroup number is given in successive order. You can attach a printgroup to it.

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Mount

Displays a list of all existing Mounts and enables you to add, edit and delete mount records from the Mount-table. The mount number is given in successive order. You can attach the appropriate mount to it.

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Color

Displays a list of all existing Colors and enables you to add, edit and delete Color options as records from the Color-table. The color number is given in successive order. You can attach a color to it.

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Tax

Displays a list of all possible Tax options and enables you add, edit and delete Tax options. The tax number is given in successive order. You have to attach a name to it. Next to it you enter the appropriate rate and an accountID. 
In case you are not sure of the accountID, you select the Question mark to view all existing accountID's.

HOW DOES SOSET HANDLE TAX-OPTIONS FOR VARIOUS SITUATIONS, LIKE SHIPPING ABROAD?
In order to handle tax-options within various countries, but also to use correct tax-charge for shipment to various countries, states and provinces, SOSET has a few special procedures.
These procedures are mainly driven by just specifying tax-options for a specific area or customer or customergroup.
From there SOSET internally understands and controls the whole tax-handling in the appropriate way.

SETTING UP TAX SPECIFICATIONS
From the main menu in SOSET Order entry choose Maintain, Chart of Accounts.
Here you should specify one or more accounts for the various tax-specifications you need for your accounting.
It is (obviously) advised to use the same numbers as you are using in your accounting system.
(You have to specify the fields account ID and description, the other fields are only for special situations and not necessary for a basic set-up)

From the main menu inSOSET Order entry choose Maintain, Tax options.
If there are no tax-options specified you can add a new option by clicking on Add.
As there are always situations that you may not or don't have to charge tax, we recommend to start specifying an option with description No tax. In this case you specify a rate of 0%.
Now you can add as many tax-option as you want.
Note that an ID-number is generated automatically by SOSET.
Make sure to select the correct accountid for the newly created or edited tax-option.

In some situations where there are more than one tax applicable, government requires that you calculate tax over tax. In that case you check the Calculate tax over tax box.

TAX SPECIFICATION FOR CUSTOMERS
In the customer-group table and also in the customer-table you can specify up to 3 different tax-options.
These will be automatically applied for each order you enter for this customer.

Change the tax-options for a customer group with the option Maintain, Customer group.
Make sure that you copy these settings to all customers within that customer group.
In the same way you can change the tax-options for a customer with the option Maintain, Customer.

TAX DEPENDING ON LOCATION IN CASE OF DIFFERENT INVOICE-TO ADDRESS
In order to make the option for batch-invoicing in combination with the option for invoice to different address (like batch-invoice for multiple branches to head-office) handle tax-options correctly, you need to consider the following.

It is recommended to not combine all branches/customers with different tax regimes together, instead you should create multiple customer-groups for each of the various tax-regimes.

The reason for this is that in case you specify invoice to another customer, SOSET will take the tax-specs of that other customer. That could be incorrect if that customer has different tax-specs then the ones applicable for the address where the goods are shipped.

For this situation a special option, in the Invoice address dialog: Post invoice to CustomerID:, has been added to let SOSET overwrite the customerID in the posting to accounting with a different customernumber.

This will make that the final posting in your accounting for all these customer-groups will be on the same customerID (the one of the head-office)

TAX ON ORDERS
There are 2 way orders can be entered into the SOSET order entry.

  1. Order directly entered in house
    In this case the customer and its location and tax-specs are known.
    SOSET simply takes the tax-options as specified in the customer-settings.
    Only if you specify that the invoice for this order should be send to another customer (e.g. head-office), SOSET takes the tax-options as specified in that other customer.

    Note that for each order-item you have the option to unddo the charge for tax by unchecking the Tax-option in the Settings-menu in the order-item. This should only be done in very specific situations in accordance to the tax-regulations.

  2. Order via web-site
    In this case the customer and its location and tax-specs are NOT known! SOSET needs to determine what tax(es) need to be charged for that order.Therefore the customer is forced to specify country, region, province, state etc.

    SOSET will search for the best-fit address-combination in the customer-group table to find the customer-group with the applicable tax-charges.

    Note that you might need to set-up various customer-groups if you expect orders on the web-site from regions with different tax-regimes! You should enter address-specifications in the new address-dialog in the customer-group.
    If the customer-group specs are appliccable for a whole country, you only need to fill out the country in the dialog. 
    If you have several tax-regimes for various states or provinces you need to enter both country and province or state-fields.

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Payment

 

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Currency

Note: the values of the various currencies can be automatically uploaded with a special procedure in NamoUtil.exe. 
Click here for more information.

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Complaints

Reclaims

Call type

Users

Regions

Category

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Tables

Displays the NamoSoft FoxPro database-engine which enables you to view and edit the SOSET Database Tables. After clicking this menu-item, you enter the 'Open' dialog. In this dialog you can open any existing database-file by clicking on its file name here. In that file you can view the data, clearly structured, divided in fields, over columns and rows. You can seek for a specific item by clicking the Seek-button. Make sure you select an index first, before you can start seeking the data fields. You can append information too (if you are not in read-only mode). The indexorder of the different fields can be changed. The scroll-down bar next to the file name in the Browse dialog shows the various tags, or index fields.

In case you want to browse other tables, you click on the Browse button. That gives you the opportunity to view other database-tables at request. The 'Open' dialog appears again. Pressing the Close-button returns you to the active working screen.

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