Order Entry from within Sage CRM into Sage 100.

This option will only work if you have purchased the complete integration, where Sage CRM users can enter order into Sage 100 from the Order Entry screen and promote it on a real-time basis to Sage 100. The integration solution uses the existing Sage CRM order entry module to generate orders with all the information such as line items, ship to address and other information. Once the order has been created in Sage CRM, users can then promote the order to Sage 100 on clicking the “Promote” button from order entry screen in Sage CRM.

Before creating an order in Sage CRM synchronize the dropdown information from Sage 100 into Sage CRM (Refer the Installation & Configuration Guide). The integration utility makes use of the standard Sage CRM screen to enter orders, which will be listed in Sage 100 on real time basis.

To create an order select a company for which an order has to be created.

Go to the order tab under an opportunity and Click on New to create a new order.
The order entry screen will load and all the default values for the customer and orders will be selected. Please refer the below screenshot.
Note: You have to make sure that the * fields are filled as these are necessary fields. Also make sure that in the Pricing list MAS90 pricing should be selected since we load pricing on real time basis from Sage 100. Please note that here we are loading all types of pricing (i.e. Custom Pricing) while creating quotes/order in Sage CRM i.e. we are populating pricing for an item in Sage CRM sales order exactly the same way as it is populated while creating sales order in Sage 100 screen.
Below is the list of default values that gets populated

Field Name

Default Value

Order Date

Current System Date

Warehouse

Warehouse of Primary Ship To of the selected Customer. If Primary ship To is not set, it brings the Warehouse in the Sales Order Options under Sales Order->Setup

Ship Via

Ship Via of the Customer selected

Terms Code

Terms Code of the Customer selected

Tax Schedule

The tax schedule value is fetch from Main tab of Customer selected and if it is a prospect company then it will set the value from the default prospect customer set in the configuration screen.

Salesperson

Salesperson set in the Map MAS 90 Salesperson in Sage CRM under the Sage 100 Administration tab for the User. If not set, then it brings the Salesperson of Primary Ship To of the selected Customer. If the Primary Ship To is not present, it brings the Salesperson present in the Main Tab of Customer selected.

Print Order

Print Order set in the Sales Order Options under Sales Order->Setup

Contact

Primary Contact of the specified Customer in CRM

Print Pick Sheet

Print Order set in the Sales Order Options under Sales Order->Setup

Payment Type

Default Payment Type of the Customer Selected

Batch Fax

If the Customer selected has a Fax number then only this field will be enabled and set to the customer default value

Document Type

Use to create Order\Invoice based on Document type.

Order Type

Select the type of Order(Standard or Back order)

Also, the freight amount get loaded on the basis of ship via code on order screen and the drop downs that are listed in the order entry screen are the ones which are imported from Sage 100 during the sync dropdowns process.

Notes:

Modify Billing and Shipping Address:

Now you can modify the shipping and Billing address before promoting the order to Sage 100 just by clicking the caption of Billing or shipping address. This modified address will only be stored for that particular order. The order will get promoted into Sage 100 with updated Billing/Shipping address in Sage CRM Sales order.

Allow Credit Limit Exceed:

Now we have integrated customer’s credit limit field value with Sage 100 Customer’s Credit Limit an option to edit the customer’s credit limit options.

If the customer’s credit limit gets exceeded then during the Order promotion -users receive an message that “Order is still not promoted to Sage 100”

So in that case, if the user still wants to promote order into Sage 100 then he just needs to check box "Allow Credit Exceed" provided on Order header screen.

Once this checkbox gets checked, user will be able to promote an order with exceeded credit limit along with a Confirmation Alert box by clicking on OK button. Click on the Continue button to Save the Order Header

While adding line item below are the list of GUMU™ fields in the line item screen

Back Order Quantity

Enter the value of back order Quantity if order type is selected as back order

Quoted price

You can enter a new value in this field. By default the Quoted price gets loaded from Sage 100

Discount

Type the discount in percentage to apply to that particular line

Item Description

It displays the description of the item. User can edit the Description and promote it to Sage

Quantity on Hand

Displays the Quantities on Hand available for the selected Item for the selected warehouse

Ware House

Enter a warehouse code to use for this order,

Drop ship

Select this check box if the item will be drop-shipped. Clear this check box if the item will not be drop-shipped.

Commissionable

Select this check box to calculate commission on this item. Clear this check box if you do not want to calculate commission on this item.

Tax Class

Enter the tax class for that line item

The new line item screen lets users select the line items for which the order will be created. Here users will have to select the line item from the product list, enter the quantity, the quoted price.
The fields ‘Product’ and ‘Product Family’ are provided with a lookup screen when clicked will display a pop up window displaying the line items that have been imported from Sage 100 into Sage CRM. On clicking the product lookup or the product family look up option, users can see all the products that exist in the Sage 100 system and have been bought forward to the Sage CRM system during the option of Import products.
While entering line items select the Warehouses for that item, set its Quantity, Tax Class etc. as shown in the below screen shot.
In the Sage 100 Lookup you can view the details of Product and their Item number, Description, warehouse, Quantity in hand etc. Click on the product you need to select.
Notes:
Sage 100 Lookup Screen - It will display the list of Sage 100 Products that has been already imported. Further, you can search for the product based on product line, Item number, and warehouse. See the below screen shot.
Back Order functionality on Quote – Now user can create quote with type as Back Order. We have given an option Order Type wherein user can select Order Type as Standard Order or Back Order.
User can add multiple line items for Order in Sage CRM using Quick Line Entry functionality. We have added a button in the menu section on the Order Screen as shown below.
Once the user click on Quick Line Entry button a window pops up it will display information related to Product Family, Products, Code, Warehouse, and Available Quantity and different types of Product Pricings.
To add multiple Line Item just click on add button for that product, the product will get added to line item list. Refer Screenshot shown below.
Using this screen, user can view or find item by filtering the products as per product family. Available Quantity is the information which is displayed on real time basis from Sage 100 by using sync inventory button. Also Sage 100 real time pricing is displayed on the screen by using sync and update button.
Once you are done with adding Line items, click on Save & Close button and this will add line items on order line item grid.
On entering all information for the line item, users can click on Save to enter the line item in the order. Alternatively users can click on Save & New to save the existing line item information and then for proceeding to select a new line item which has been ordered.
Once the information for line items and the order details have been entered, users can review all the information from the above screen.
For editing information before promoting, users can click on ‘Change Summary’ to change the order summary information. To edit the line item information, users will have to simply click on the line item name listed (no need to click ‘Change Summary’ button) in the product name section and can update any changes that are made to the line item information.

Note: For Converting Quote to Order: User can also create orders from quote. Creating a Quote is similar to creating an Order. To convert the Quote into Order, click on Convert button. Refer the below screen shot.

Once all the information has been reviewed, users can click on the Promote button to bring the order to the Sage 100 system.

Before the order gets promoted the below prompt will display to ensure that the user is ready to promote the order in Sage 100 and that all the information that has been entered in the order is correc

Before final posting, it checks Customer’s credit status and warns if Customer credit limit is exceeded. User can continue by clicking on Continue button or click browser’s back button to go back