External sales order

Article09/19/20244 min read

An external sales order is a type of order used to manage sales transactions that occur outside the standard direct customer interactions. This order is ideal for handling sales from external sources or indirect sales channels. It allows you to track and process orders with specific requirements, such as rebates, commissions, and other trade-related details.

External sales orders facilitate the import and management of sales data, ensuring accurate financial records and trade calculations. This functionality is particularly useful for integrating with trade management systems and generating comprehensive trade statements and accruals.

To create and post external sales order, follow these steps:

  1. Select the Search icon , enter External Sales Orders, and then choose the related link.
    The External Sales Orders list page opens.

  2. On the action bar, select New to create a new external sales order or select the required No. to open the existing external sales order.
    The External Sales Order page opens.

  3. On the General FastTab, in the No. field, the number is assigned automatically based on the number series configured on the External Sales Setup page.

  4. In the Sell-To Customer No. field, select the customer number to whom the product is sold. The Sell-To Customer Name and other relevant fields related to the customer are automatically filled with the standard information based on the selected customer.

  5. Fill in the required fields. Hover over a field to read a short description.

  6. On the Lines FastTab, fill in the fields as follows:

    FieldDescription
    Item No.Select the required item number.
    Item Reference No.Select the required reference number for the item.
    DescriptionSpecifies the description of the selected item.
    Unit of Measure CodeSpecifies the unit of measure code for the selected item. This field is automatically updated with the base unit of measure of the selected item but can be modified as required.
    QuantityEnter the quantity for the item.
    Unit PriceEnter the unit price of the item. This field is not automatically updated upon selecting the item and requires manual input.
    Line AmountSpecifies the amount for this line. This value is calculated based on the unit price, unit discount, and quantity.
    Line Amount (GBP)Specifies the amount for this line in the local currency code that is configured in the LCY Code field on the General Ledger Setup page. Also, this field name is displayed based on the currency code.
    Trade Product Group fieldsSpecifies the trade product group codes for the selected item. For more information, see Trade Group Sets.

  7. In the Total Amount field, you can view the total sum of the values in the Line Amount field on the lines.

  8. In the Total Amount (GBP) field, you can view the total sum of the values in the Line Amount (GBP) field on the lines. This field name reflects the currency code that is configured in the LCY Code field on the General Ledger Setup page.

  9. On the Lines FastTab, select Line > Related Information and select the following actions as required.

    ActionDescription
    DimensionsView the dimensions for the selected line.
    Document Trade LinesView the document trade lines for the selected line. For more information, see Document trade lines.

  10. On the Trade Management FastTab, the Trade Business Group, Trade Business Group 2, and Trade Business Group 3 fields display the trade business groups configured for the selected customer. If these fields are blank on the Customer Card page, the system considers these values from the relevant ship-to code. These fields are non-editable. For more information, see Trade Group Sets.

    Note

    The Trade Business Group 2, and Trade Business Group 3 fields are visible only when the Enable Trade Group Set 2 and Enable Trade Group Set 3 toggles on the Trade Management Setup page are turned on.

  11. On the Indirect Sales FastTab, fill in the fields as follows:

    FieldDescription
    Sold By Customer No.Select the customer number who sold the product. This value should be different from the value selected in the Sell-To Customer No. field.
    Sold By Customer NameSpecifies the name of the selected customer.
    Credit Sold By CustomerTurn on this toggle to post sales journal lines for the external sales lines based on the customer selected in the Sold By Customer No. field. The system will create the relevant sales journal lines upon posting the external sales order. If turned off, sales journal lines will not be posted.
    Make sure that the fields on the Indirect Sales FastTab of the External Sales Setup page have values to post the sales journals.

  12. On the action bar, select Related > Document Trade Partner Allocations to view the associated trade partner allocations. This list is filtered from the trade partner allocations of the customer based on the option selected in the Ship-to Code field (including the blank ship-to code entries) on the Shipping FastTab on the Customer Card page. For more information, see Document Trade Partner Allocations.

  13. On the action bar, select Home > Post to post the external sales order.
    The external sales order is posted. For more information, see Posted external sales order.