The sales order screen allows you to process sales quotes, invoices and credit notes to funeral directors, monumental masons and family customers.
Every sale begins as a quote and can be issued to customers in this format or immediately converted to a Tax Invoice. Once invoiced, the document can no longer be edited.
Pre-need sales are generated through the normal invoice process, with items that are sold pre-need flagged Yes. This creates an entry in the pre-need records against the reference person and any linked cemetery locations.
Credit adjustments are prepared in the sales order screen. If the source invoice number is available, byondpro will pre-populate all line items from the original document. All lines can be edited as needed.
Customer payment terms control the schedule of repayments and invoice due dates. Terms default to the setting on the customer (company or person) record but can be edited for individual sales transactions.
Cemetery Locations can only be added to orders if the sales status is Available for Sale. If added to an item entry screen the location sales status is immediately changed to quoted; this prevents the location from being sold twice in error.
Adding new Records
New Sales order records are created on the sales screen within the context of a Sales & Booking record. byondpro transfers known values from the Sales & Booking summary screen to the order header, including Site, Bill-To Company, Authorising Person and Reference
Related Informationavailable on the Sales & Booking record:
Repayment Plan: a list of scheduled repayments for the invoice, includes due dates and dollar values
Communications: a list of appointments and tasks associated with the sales order
Documents: a list of documents referencing the sales order
Tracking: a list of audit changes to the sales order
Button Functions
Button
Description
Save
Creates the order header record
Cancel
Cancels the data entry process and returns to list of sales orders
Change Attributes
Switches the screen to edit mode
Change Quote Status
Function to change the status of the quote
Generate Repayment Plan
Function to calculate payment installments per the selected terms code
Add Item
Opens item entry screen to add general services and products to the quote (credit note)
Add Location
Opens cemetery location selection screen to add Right of Interment products to the quote (credit note)
Promote Bill to Applicant
Function to apply customer (invoicing) attributes to the selected bill-to person record.
Visible if person record has not been assigned a reference number
Create Invoice
Function to change the document type/status and assign a Tax Invoice number.
When invoiced, all edit functions are removed from the screen, including Change Attributes, Change Quote Status, Generate Repayment Plan, Add Item, Add Location, Print Quote
Print Quote
Report link to print/email quote to customers
Print Invoice
Report link to print/email invoice to customers
Create Receipt
Function to capture customer payments / receipt of funds.
Order Header Fields
Field
Description
Associated Business Process
Bill To
Bill To Company
Look up to Company records
The sale will be invoiced to this company.
Pre-fills with company entered on sales summary screen. Can be edited.
Bill to Applicant
Look up to Person records
The sale will be invoiced to this person.
Restricted to current (living) persons.
If bill-to company is pre-filled, entry in this field will clear the company value.
Authorising Person
Look up to Person records
The sales order is being authorised by this person.
Pre-fills with authorising person entered on sales summary screen. Can be edited.
If this field is left blank when the sales order is created, and the authorising person is subsequently added to the sales summary screen, the system updates the order header with the corresponding person value.
If the invoice includes a cemetery location right of interment, this person becomes the holder of right of interment on the location record.
Reference
Look up to Person records
The sales order is prepared in reference to this person (pre-need or deceased)
Pre-fills with reference person entered on sales summary screen. Can be edited.
If this field is left blank when the sales order is created, and the reference person is subsequently added to the sales summary screen, the system updates the order header with the corresponding person value.
If the invoice includes pre-need items, this person record is checked on save and must include a reference number. This person is included on the pre-need record.
Owner
Look up to staff records (salesperson)
Pre-fills with the logged in user. Can be edited.
Sales & Booking ID
Hyperlink to the parent Sales & Booking record
Order Header
Document Type
Selection list.
Options include Quote and Credit Note.
Cannot be edited.
Order Date
Date order header is created
Status
Selection list indicates sales order progress
Document type Quote: open, on hold, reminder sent, cancelled.
Cancelled status will remove edit functions from the order header screen. Returns any associated locations to sales status Available for Sale. Writes an audit record of the change.
Document type Invoice: invoiced
Document type Credit Note: open, posted
Status Change Date
Date records when quote status changes
(only applies to document type Quote)
Description
Order header document number
System generated, with pattern:
ORD-TRN-SalesID-00#
Site
Cemetery site (read only)
Invoice/Credit Note Date
Date Tax Invoice/Adjustment number assigned
Field label shown depends on document type
Document Number
Tax Invoice / Adjustment (credit) number assigned
System generated next sequential number
Credit Note Invoice No.
Look up to Invoice documents associated with bill-to company or person
(only applies to document type credit note)
If selected, item grid will pre-fill with corresponding items, quantities and prices from originating invoice. Can be edited.
ERP Sync Status
Data transfer status update
ERP integrated systems only
Terms
Look up to Terms
Selections restricted by bill-to company or person in accordance with terms configuration.
Controls repayment schedule - number of entries, $ values and due dates
Pre-Need
Checkbox to indicate sale is pre-need
If checked in order header, line items default to pre-need Y. Can be edited.
Details
Free form text box
Prints as notes/comments onto quote, invoice and credit note forms issued to customers.
Totals
Total Tax Included
Tax calculation summary (read only)
Total $
Total invoice summary (read only)
Add Item / Add Location
Field
Location
only
Description
Associated Business Process
Pre-Need
Checkbox indicates item is being sold pre-need
When invoiced, item detail is written to pre-need table.
Order Header
Order Description (read only)
Location
Y
Look up to Cemetery Locations
Restricted to sales status: Available for Sale
When line entry is saved, sales status is changed on location record to quoted.
When invoiced, location record is changed:
Sales status is changed to sold.
Date of sale is set to equal invoice date.
Holder of right is set to equal authorising person
Tenure Period
Y
Selection list of tenure periods
Required to calculate applicable ROI price.
Required to calculate tenure expiry date.
When invoiced, location record is changed:
Tenure status is changed to either perpetuity or limited tenure
Tenure Expiry Date
Y
Date that tenure will expire
Calculated from corresponding Tenure Period selection.
PE/Perpetuity = fixed value of 31/12/9999
##/## years = today + ## years e.g. 25/25 year limited tenure
When invoiced, location record is changed:
Tenure expiry date is passed from item
Item Number
Look up to product codes
Searches based on item code or item description
Add Location: pre-fills with item code linked to location record
Description
Text description for product
(read only)
Pre-fills from corresponding item number
Unit Price
Numeric value
Pre-fills in accordance with item pricing rules. Dependent on site, location tenure and pricing validity date range.
Ability to edit unit price is controlled by item code.
Quantity
Numeric value
Pre-fills with quantity of 1.
Cannot be edited for pre-need sales.
Negative entries accepted to apply discounts, but total invoice value must be positive.
Extended Price
Calculated value
Unit Price * Quantity
Extended Total Tax
Calculated value
Dependent on category and item tax code settings
Tax Class
Text value
(read only)
Identifies if item/pricing is set to include tax % calculations
Action Buttons
Save & Close
Inserts the item entry to the sales order and closes the screen
Save & New
Inserts the item entry to the sales order screen and clears the screen for new entry
