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Solution

Unit:

Sales A/R

Topic: Sales Order to Cash


At the conclusion of this exercise, you will be able to:
Perform the steps of the sales process
Discuss sales documents effects on inventory and
accounting
Run the open items list
In this exercise, you create a sales order for a customer. Then
you change the sales order to accommodate customer requests.
You deliver the items to the customer then create an A/R
invoice for the delivery. When the customer pays your
company, you create the incoming payment document.
Later, you perform each step of the sales process again while
viewing the effects of each document on inventory and
accounting.

2-1

Follow the steps of the sales process.


2-1-1

Create a sales order for your customer C23900.


Parameter Technology has just called to place an order for a
motherboard and five network cards.
Choose Sales A/R

Sales Order.

Field Name or Data Type

Values

Customer

C23900

Delivery Date

<2 days from today>

Item No.

C00001

Quantity

Item No.

C00006

Quantity

Sales order number: ___________________________


Save the sales order. Choose Add to save the sales order.
2-2

Change a sales order.


2-2-1 The customer calls you to make some changes to the sales order that you
just entered.
Choose Sales A/R Sales Order
Open the sales order you just created.
Either choose the Last Data Record icon or use Find mode to search for the
document by number or customer name.
Increase the first quantity to 10.
The customer tells you that he had been promised a 1% discount on the
whole sales order. Enter a 1% discount for the order total.
Field Name or Data Type

Values

Discount

Choose Update to save your changes.


Choose OK.
2-3

Create a delivery for your sales order.


2-3-1 Open the sales order you just created to create a delivery with the Copy to
function.
Choose Sales A/R Sales Order.
Choose the Last Data Record icon.
2-3-2 Copy all the items from the sales order to a delivery.
Choose the button Copy to.
Choose Delivery.
Delivery number: ___________________________
Choose Add to save the delivery.
Confirm the system message by choosing Yes.

2-4

Create an A/R invoice for your delivery.


2-4-1 From the delivery, you will copy the items to an A/R invoice.
If you have closed the delivery, re-open the delivery. Choose
Sales A/R Delivery. Choose the Last Data Record icon.
In the delivery document, choose Copy to.
Choose A/R invoice.
Choose Add to save the invoice.
A/R invoice number: ___________________________
Confirm the system message by choosing Yes.

2-5

The customer sent a payment for the delivery using a bank transfer. Create an
incoming payment for the A/R invoice.
2-5-1 Open the incoming payments window.
Choose Banking

Incoming Payments

Incoming Payments.

Field Name or Data Type

Values

Code

C23900

Select the A/R invoice. Mark the selection box in the Selected column.
Choose the Payment Means icon.
Choose the tab Bank Transfer.
Enter the following information.
Field Name or Data Type

Values

G/L Account number

< Use 161022 for the


UK, if using another
localization then the
instructor will provide>

Transfer Date

< todays date>

Reference

79773528

Total

Press CTRL + B to copy


the total

Choose OK.
Choose Add to save the document.
Choose Add.

2-6 Track the effect of each step in the sales process beginning with the sales order.
2-6-1 Create a sales order for a customer and view the effect on inventory.
Choose Sales A/R

Sales Order.

Field Name or Data Type

Values

Customer

C40000

Delivery Date

< today>

Item No.

A00002

Quantity

10

Choose Add to save the order.


Sales order number: ___________________________
2-6-2 Open the sales order you just created.
Choose Last Data Record.
View the details for the row. Double-click on Row 1.
Which warehouse is assigned to the first row?
_______________________________________________________
Close the window to return to the sales order.
Open the item master record. Choose the link arrow to next to the Item
No. field.
Choose the Inventory Data tab.
How many printers are in stock? ____________________
How many printers are committed? ______________________
Choose Cancel to return to the sales order._________________
2-7

View the open items list.


2-7-1 Choose Sales A/R Sales Reports
Open Items List.
Choose Sales Orders in the dropdown list for open documents.
Look for your sales order and item.
Choose OK to close the Open Items list.

2-8

Create a delivery and view the effect of the delivery.


2-8-1 Open the sales order you just created.
Choose Last Data Record.
Choose Copy to.
Choose Add to save the delivery.

Delivery number: ___________________________


Confirm that you want to save the delivery by choosing Yes.
2-8-2 Retrieve the delivery you just created to view the effect of the delivery on
inventory.
Choose Last Data Record.
Open the item master record by choosing the link arrow next to the Item
No. field.
Choose the Inventory Data tab.
How many printers are in stock? ____________________
How many printers are committed? ______________________
Choose Cancel to return to the delivery.
2-8-3 View the effect of the delivery on accounting.
Choose the Accounting tab.
Open the journal entry. Choose the link arrow next to the Journal
Remarks field.
What are the two postings made by the delivery document?
_______________________________________________
_______________________________________________
Choose Cancel to return to the delivery.
2-9

Create the A/R invoice and view the accounting effects.


2-9-1 From the delivery document, choose Copy to.
Choose A/R Invoice.
Choose Add to save the invoice.
Confirm the system message to save the invoice.
A/R Invoice number: ___________________________
Re-open the invoice you created with the Last Data Record icon.
Choose the Accounting tab.
Open the journal entry. Choose the link arrow next to the Journal
Remark field.
What type of postings is made to indicate the customer owes us money:
debit or credit?
________________________________________________________
A debit posting is made to the customer account.
What type of posting is made to record sales revenues: debit or credit?
A credit posting is made for sales revenue.
_________________________________________________________
Close all open windows.

2-9-2 As you saw in the journal entry, no changes to inventory were recorded
when you created the A/R invoice. When would an A/R invoice record
changes to inventory?
________________________________________________________
________________________________________________________
If there is no preceding delivery document, the A/R invoice records the
changes to inventory quantity. Additionally, if you are running perpetual
inventory, the A/R invoice records the changes to inventory value in the
resulting journal entry.