M5-SO - Sage 500 Inter-Company Sales Orders

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Contents

Synopsis

This customization allows for inter-company sales order and invoice processing for multiple companies within a Sage 500 environment.

Scenario:
  • A sales order can be created in Sage 500 Company A for dropship items from Sage 500 Company B
  • Sage 500 Company B will have a sales order automatically created for the drop ship items (per the dropship purchase order created from above transaction).
  • Sage 500 Company B can then invoice Sage 500 Company A for the drop shipped inventory items.


This enhancement may be used in conjunction with M5-AR-Inter-Company Cash Receipts.


Installation, Setup & Usage

Installation Requirements:

Prior to running this application, you will need to have the appropriate version of Sage Sage 500 installed. (Various versions of Sage 500 are, or can be, made compatible. For more information please contact BlytheDev). It is recommended to have a complete and tested backup prior to installing any application on your Sage 500 platform.

Reinstalling or Installing an Update:

You must first uninstall any custom (non-Sage) client/server installs via “Add and Remove Programs”. This will not uninstall any database objects, but will permit the update install to run its SQL package to update the necessary database objects. Once the previous install has been removed, you may then run the new client and server installs.

Components to the Installation:

1. Server Installation – This adds the database stored procedures and tables required to run the integration. Run the Install Shield on the MAS 500 database server.
2. Client Installation – This is used to install the client components of Sage 500. Run the Install Shield Application on each appropriate workstation that the enhancement will run.


Company Setup:

This guide will use examples of two Sage 500 companies for illustration of setup requirements; Company “SOA” (the source company), and Company “COA” (the target company).

In the target Company “COA”, Maintain Customers, create a Customer ID of “SOA”. The intercompany customers must have the source Company ID as a Customer ID in the target company.

SO Options Setup:

For both companies (SOA and COA), in Set Up SO Options, Custom Fields, for “Sales Order Lines” entity create User Field 1 as “PO_Import_Proc” and set to be numeric. See Figure 1.

ICSO Set Up SO Options
Figure 1


This field will store the PO number temporarily that is used to create the sales order in the target company.

Vendor Setup:

In Company “SOA”, Maintain Vendors, using Customizer, add a field to the main form in or under the “Custom Fields” panel. Label the field, e.g. “Target Company” as shown in Figure 2.

ICSO Maintain Vendors
Figure 2


Still using Customizer, bind that field (e.g. “Target Company”) to tapVendorCompany_BLY with Company ID as the column with the relationship on the VendKey. See Figure 3

ICSO Maintain Vendors - Binding
Figure 3


After making the customizer changes above, select a vendor that will be used in the target company for intercompany orders. Enter the target Company ID in the newly created Target Company field (as shown in the Figure 2 example).

Inventory Management Setup:

In Inventory Maintenance, IM Set Up, set up a Purchase Product Line (for intercompany orders). In the Figure 4 example, “Test” was created with the minimum fields of Description and an Item Type default.

This creates a relationship in MAS at the inventory Maintenance level so that the system will know which Vendor to use for the Drop Ship PO.

ICSO Set Up Purchase Product Lines
Figure 4


Set up an intercompany warehouse in both the source and target companies. (The same Warehouse ID in both companies). The warehouse in the source company will not have any inventory so it will be automatically drop shipped from the target company warehouse.

Set up matching intercompany items in the above warehouses. (These are items that will be ordered in the source company/warehouse and drop shipped from the target company/warehouse).

For the source company only (SOA), in Inventory Maintenance, set the item (s) Purchase Product Line to the one set up in the earlier step.

For the source company only (SOA), set the Primary Vendor to the Vendor that was set up for the intercompany orders; (see steps for Figure 2).

In the source company (SOA), in Maintain Vendor Items, set up the Vendor Item mapping with the intercompany item(s). This will be used to translate the source company item to the target company item. (Note: Data Porter may be used to update the Vendor Items to the source company if needed).

Using This Enhancement

Intercompany Orders

In Enter Sales Orders and Quotes, create a sales order using an item(s) set up for intercompany sales. (See the Inventory Management Set Up portion of this document).

In the example in Figure 5, the inventory item “1.44 Floppy” and non-inventory item “Fuel Charge” were set up for intercompany sales, along with warehouse “FL”. Notice that because the “Default SO Delivery Method to Drop Ship (ICCR)” check box was “checked” for company SOA, the sales order has defaulted to a delivery method of Drop Ship. (See Set Up SO Options portion of this document).

Note: Items to be drop shipped must be set up as “Allow Drop Ships” in Maintain Items.

For this customization (ICSO), “Inventory” items entered on a sales order line are defaulted with a “Create PO Bly” check box flagged. “Non-Inventory” items are not flagged as a default (i.e. the flag has no bearing for non-inventory items). See the example in Figure 5.

In the Line “Delivery” tab of the sales order, make sure your warehouse is set to your “intercompany” warehouse. See Figure 5. There is a new check box at the bottom of this screen called “Bly Create PO”. This is defaulted to “checked” for intercompany orders that have SO line items flagged.

Saving the sales order activates a new button on the sales order header called “Create PO Bly”. (See Figure 5 again).

Intercompany SO
Figure 5


After the sales order entry is complete, the user may click on the “Create PO Bly” button to activate the drop ship PO process.

The following messages will appear:

ICCR PO Creation Msg


This message is confirming that a drop ship PO was created in the source company; (SOA in this example).

The next message:

ICSO_Intercompany_Drop_Ship_SO_created_msg


This message is confirming that a drop ship sales order was automatically created in the target company; (COA in this example).

The Drop Ship PO in the source company (SOA) was created and issued automatically, and may be viewed by navigating to the last PO created. See Figure 6. That, in turn, automatically created a sales order in the target company (COA) for the intercompany order. See Figure 7.

ICSO - DS Purchase Order
Figure 6


The sales order that was automatically created in the target company (COA), may show the source company (SOA) as the Customer, but the Ship To address will be to the source company’s Customer/Address (as shown in Figure 7).

ICSO - Target Company SO
Figure 7


Notice that the non-inventory item (Fuel Charge) is not on the target company sales order because it is going to be drop shipped. It will, however, be invoiced from the source company.

The target company’s intercompany orders are processed using standard functionality (from picking to committing the shipment).

The following examples, Figures 8 and 9, reflect the Lines and Header tabs of Shipment “0000000037” which was generated from the sales order, “0000000090”, in Figure 7.

ISCO - Shipment - Lines
Figure 8


ISCO - Shipment - Header
Figure 9


Intercompany Invoices

Examples of the invoice Header and Detail tabs produced from selecting the target company (COA) drop shipment “0000000037” are shown in Figures 10 and 11.

Note: The invoices do not include the non-inventory item (Fuel Charge).

ICSO - Invoice Shipment 37 - Header
Figure 10


ICSO - Invoice Shipment 37 - Detail
Figure 11


An example of the invoice Detail tab produced from selecting the source company (SOA) sales order “417” is shown in Figure 12.

Note: The invoice to the customer does include the non-inventory item (Fuel Charge).

ICSO - Invoice SO 417 - Detail
Figure 12


An example of the printed invoice (top portion) to the customer is shown in Figure 13.

ICSO - SOA Invoice - Customer PO "WS120"
Figure 13


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