Sales Order - WebTMA 7

Path: Material > Sales > Sales Order / Identity Tab

A Sales Order is used to sell (charge) materials to various departments within your organization.

The Sales Order function creates an On-hand Adjustment. In other words, quantities are deducted from inventory, and the adjustments are made as soon as you save a Sales Order.

Sales Orders are used to track details on:

  • types of materials "sold"
  • buyers of the materials
  • dollar amount owed per transaction
  • billing information to charge back to departments

Sales Order Details

If you use Sales Order Rate Schedules, the Rate Schedule field automatically displays the schedule for the selected Department if applicable. You can select a different schedule. Move the cursor over the field label for a descriptive tool tip. Marked up charges display in the Charge column. Posted sales charges reflect the Charge amounts rather than the Cost amounts.

WebTMA checks the quantities when adding a line item and only allows you to order an amount less than or equal to the quantity on hand for that location. When your order is greater than the amount on hand, the following message displays, "There is inadequate stock to cover this order. The remaining items will be marked as back ordered." At a later date, click the Pending Items link on the Action Menu to review back orders of any items that are once again in inventory. Line items only display when inventory is available. Use the Pending Items flyout to convert items to a new Sales Order.

Warehouse access restrictions apply to Sales Order Parts associated with a Warehouse. If the logged-in user does not have access to the Warehouse, he or she can see the Part on a Sales Order record, but the Part cannot be edited or deleted. If the user does not have access to a Warehouse, he or she cannot return Parts to those Warehouses. In addition, Parts do not show up in the Pending Items flyout when the logged-in user does not have access to the Warehouse associated with the pending item.

An additional grid column, Backorder, shows the number of items from the original Sales Order that are pending.

If you use the Invoicing module, Parts on the virtual dock for the Warehouse are also available for issue. These are Parts that have arrived but have not been matched to an invoice from the Vendor. A red icon in the first column indicates uninvoiced Parts have been issued to the Sales Order.


Signatures can only be made in Add mode. Click the link and use the mouse to make a signature on the flyout.

In View mode, click the Signature link on the Action Menu to view an existing signature. If no signature is available, the signature block has a gray background.

Once you save a record with a signature:

  • the signature cannot be edited or altered
  • a different signature cannot be added

How to Create a Sales Order

Use the following steps to add a Sales Order:

  1. Choose Add on the WebTMA toolbar.
  2. Select the required fields.
  3. Include any other elective information that applies.
  4. Choose the Add Sales Line link on the Sales Order Line Details section.
  5. Complete the applicable fields on the Sales Order Entry flyout. WebTMA completes the cost when you select a Part.
  6. Choose the Save button on the flyout.
  7. Select Save on the WebTMA toolbar.

When you save the record, the items ordered are considered to be shipped. Saved orders cannot be edited. If you have saved a record and want to make changes, the items can be returned. These are identified on the On-hand Adjustments window by Adjustment Code 10.

After an order is saved, a few actions are allowed, such as:

  • return Parts
  • change Tax Rate
  • change Reference #
  • change Ship-to Address

UDF Section

The UDF Section is available to record information or data that is not included in the predefined fields of a record. The Section is found on many windows. These are added by your WebTMA System Administrator.

You can also create corresponding UDF fields for two windows: Work Order and Request Log. If you create UDFs in the System Form Attributes window for each window and these share the same label and the same data type (i.e., Name and Type), the contents of the UDF field on your Request is carried to the corresponding UDF field on the Work Order when accepted.

These UDF fields can also be included on the Service Request Form / Layout Tab when System Administrators create new Service Request Forms.


Want to Learn More?

Visit the WebTMA Help Page


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