Repeating Orders and Blanket Sales Orders for Dynamics GP

By Tracey BrinkmanMicrosoft Dynamics GP, Sales, , , , , With 0 comments

Repeating Orders vs. Blanket Orders 

Entering a repeating order in Sales Order Processing

You can create repeating orders if the order ID is set up to allow repeating documents. Repeating orders are useful if you want to create a template document for a customer that requests the same information multiple times. Repeating orders must be set up per customer; you can’t set up one document and use it as a template for other customers.

You can’t have repeating multicurrency documents. Only documents whose currency ID is the functional currency can be marked as repeating.

To enter a repeating order:

  1. In the navigation pane, choose the Sales button, and then choose the Sales Order Transactions list.
  1. In the New group or its overflow menu, choose Order to open the Sales Transaction Entry window.
  1. Enter or select the type ID.  You will need to verify that the Order ID Type is marked to Allow Repeating Orders. You may want to create an ID specifically to use for Repeating Orders. This is done in Sales>Setup>Sales Order Processing> Then click the button for Sales Document Setup.

Sales

Sales Transaction Entry

  1. Enter or select a document number and a batch ID.
  1. Enter or select a customer ID and enter or accept the currency ID. You may also enter a Customer PO Number. (Optional)
  1. Choose the document expansion button to open the Sales Document Detail Entry window.

Sales Document Entry

GL Reference

Enter a reference description that will be posted to General Ledger with each document. If you don’t enter a reference in this field, Sales Transaction Entry will appear as the reference in the General Ledger Transaction Entry window and on General Ledger posting reports.

  1. Mark Repeating. Enter how many times to repeat the order and the frequency. Leave the Frequency field blank to use the order an unlimited number of times.
  1. Choose OK to close the Sales Document Detail Entry window.

 

To enter a Blanket Sales Order, use Sales Transaction Entry.

GP Sales Order does not have a specific Order type for Blanket Order for a Sales order. However below are instructions on how to use Sales Transaction Entry to create a Blanket Order.

Choose Type Order, select Customer, Ship to Address, Date of Order, Choose Site, Enter Customer PO, Specify currency. Enter the Item with the quantity of the first release amount. Verify U of M, qty., Unit price and Extended Price. Select the line expansion.

BO_Sales Transaction Entry

This will give you a screen where you can specify specific information for this line item.

You can specify Required Ship date, Site Id, Shipping method for this specific line item

BO_Sales Transaction Lines

You can enter the same item on several lines and each line can have a different

Req. Ship Date and Shipping information.

CO_Line Ship Qty

The Qty. to Invoice will be the amount to invoice once the Qty. has been fulfilled and transferred to an invoice.

Leave the Qty. Fulfilled as 0 until you are ready to transfer additional lines and take the quantity out of Inventory.

BO_MultLines

Each of these lines has a different individual required ship date. When you are ready to transfer a line to an Invoice for shipment, change the Qty. Fulfilled, then from the Actions Drop down choose Transfer.

BO_Qty Fulfilled

Once you have transferred the line fulfilled to an invoice you can change the date to the Ship Date, change the Batch to a new Invoice batch, and change the Customer PO number to a new Release PO. You can also modify the qty. of the item if the new Customer PO has a modified quantity. Then if needed you can add additional items for the new PO.

BO_Invoice

Notice on the Invoice that it shows the updated Customer Purchase Order No. Also I modified the Req Ship date to the date this shipped. I also have highlighted that the item added is a serial item, so this shows the serial number and qty. for that serial number. (Note: This Invoice form is a default template, your invoice can be modified to meet your company requirements.)

BO_InvoiceForm

When you are ready, mark the batch as approved and post the Invoice batch.

BO_Approve

Print and file the Posting Reports as needed.

After the Invoice Batch has been posted, review the Order. Select the first line that was just shipped. Click the expansion button. Notice the Qty. to Invoice is now 0.