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CYMA Sales Order

The CYMA Sales Order module (SO) provides a robust sales order system fully integrated with General Ledger, Inventory Control and Accounts Receivable. The Sales Order system features a highly flexible pricing system - including an advanced variable definition price matrix. The variable definition price matrix allows customers to custom-define their own rows and columns in the price matrix.

CYMA Sales Order Benefits

  • Define specific requirements with custom rows and columns using the “variable pricing matrix“
  • Establish quotes and easily convert into sales orders
  • Copy existing sales orders for quick repeat sales
  • Easily establish promotional pricing by product line
  • Define organizational pricing methods based on cost markup, sales price discount, quantity ordered, promotional dates and alternate prices
  • Works as part of an advanced backorder processing system integrated across Inventory, Purchase Order and Sales Order modules
  • Integrated shipping solutions using StarShip software
  • Pricing alerts warn on profit percentage, profit loss or other defined conditions

CYMA Sales Order Features

The ”variable definition price matrix“ allows customers to custom-define their own rows and columns in the price matrix. The rows and columns in the Price Matrix may be defined as:

  • Customer Type
  • Customer Price Category
  • Product Type
  • Product Line
  • Product Price Category
  • Sales Rep
  • Customer Type
  • Terms Code
  • Complete Order Cycle
  • Only two steps in the cycle are required - Enter the Sales Order and Ship the Sales Order
  • Real-time inventory data consisting of On-Hand and Available Quantities
  • Batch Shipments
  • Email Pick Tickets
  • Scheduled Ship Date at the line level to help provide a scheduling solution for customers requesting delivery of their order quantities on more than one date
  • Calculate backorder quantity checkbox that works in conjunction with the backorder processing function. When this option is selected and insufficient stock conditions exist, the values will be used/tracked through Inventory Control, Purchase Order and Sales Order
  • Backorder Processing system will display the Backorder quantity when there is insufficient stock to fill an order
  • Promotional Pricing by Product Line
  • A Quote is easily changed to a Sales Order
  • Unlimited pricing methods based on cost markup, sales price discount, quantity ordered, promotional dates and alternate prices.
  • The Sales Order entry program will search all four possible sources for customer/product pricing and default the lowest price for a specific customer ordering a specific product.
  • Pricing Sources include: Sales Price on the product, Customer Special Pricing, Pricing Matrix (variable definition), and Promotional time-sensitive pricing and Quantity Discount Pricing
  • Three Price Alert options warn or prohibit a product from being sold at a loss or below a user-specified profit margin percentage.
  • Unlimited line items on a Sales Order\Quote.
  • Product Availability in the warehouse is displayed as a separate field in the Sales Order data grid.
  • Capability to fill an order from multiple warehouses.
  • An order quantity that is greater than the current Available quantity will display the order quantity in Red for greater visibility.
  • Option to include the Last Unit Cost in the Sales Order grid.
  • Similar Credit Hold and Credit Limit treatment as in CYMA AR.
  • System-assigned quote/sales order number up to ten-digits, with user specifying the starting number.
  • Same system-assigned number is used throughout the cycle. The number assigned to a quote does not change once it becomes a Sales Order.
  • Flexible order, shipping and line item notes, which can be overridden during the entry of a Sales Order/Quote.
  • Validation of product’s sales expiration date, if established, prevents sales after date.
  • Canceled Sales Orders are retained in the system to provide a complete audit trail of every system-assigned Sales Order number.
  • The Sales Order document can be printed from the entry screen for walk-in counter sales or printed in batch.
  • Sales Orders can be either printed or e-mailed
  • Pick Ticket Selection Screen
  • Pick Ticket can be printed based on scheduled ship date
  • Option to allow warehouse personnel to ship more than ordered from the shipping screen rather than changing on the Sales Order screen.
  • As in IC, an option to permit the product quantity on-hand to go negative based on shipped quantity.
  • ”Ship All“ button to streamline the shipping of all lines and all open quantities on a Sales Order, with an override capability for any exceptions
  • Ship weight is automatically calculated during shipping for assisting in determining freight charges.
  • Capability to print Packing List at the time of the shipment or in batch mode.
  • The ”Accept Partial Shipment“ flag is set at the customer level, but can be overridden when a Sales Order is entered.
  • Copy existing Sales Order/Quote to be copied to a new Sales Order/Quote. The new document is fully enabled for editing.
  • Pop-up window shows Alternate Product ID for products that have either passed their sale expiration date, or have a low stock condition.
  • Invoice and Sales Order activity tabs.
  • Alternate pricing capability for Sales Orders
  • Optional Maintain Alias Product table used to link the seller’s in-house product id with the product id nomenclature (Alias) a specific customer uses. When entering a Sales Order either the in-house product id or the Alias product id can be entered to find the product.
  • Options asking ”Use Alias Products“ and ”Include Alias Products“ on forms
  • Options for specifying which of several Unit Cost values to display in Enter Sales Orders. The option chosen then becomes the ”booking“ unit cost and will also be used for the Gross Margin calculations
  • Option to include a display-only ”Last Unit Price“ column to the sales order grid. There are four selection criteria options from which to choose.
  • Optional Maintain Sales Account Codes table for defining codes to specifically paired Sales and COGS GL accounts. This code can then be entered in Enter Sales Orders and all Accounts Receivable entry dialog boxes assuring the user-entered sales account will always be matched to the desired COGS account when creating journal entries. This table can be accessed in either the Sales Order or Accounts Receivable module.
  • List Price at the Product/Warehouse level. With this Maintain Configuration option users can select whether the program should default the Unit Price from either the Product or the Product/Warehouse if the lowest price routine determines that the ”List Price“ is the lowest price, or if there is an alternate price code on this line of the sales order
  • A ”Bill-To“ grouping in the Product Line Sales Analysis (current) and, the Product Line Sales Analysis (Historical) reports
  • Sales Order Audit Report
  • Profit Report based on the ”actual“ shipping cost as opposed to the ”booking“ cost displayed when the order is entered
  • Product Alias profile report with multiple filters and two grouping options
  • F6 ”Hotkey“ feature allows viewing previous sales of the highlighted product to the customer in the header
  • Calculate and display both a line and order level Gross Margin Amount and Percent
  • Unit Price can be based and defaulted into the grid from the product/warehouse Standard Cost value. This cost option can be selected in the Maintain Pricing Matrix; the program determines whether this is the lowest price available
  • A negative quantity on a regular order type will permits entry of the Unit Cost
  • The Print Packing List option applies to all three shipment methods
  • System allows users to edit the shipment weight when shipping a sales order
  • All shipment methods update the IC transaction description field with the Sales Order reference number (in the header of the sales order).
  • All three shipment methods post to the COGS GL account associated with the Sales Account Code if entered in the Sales Order grid

Other Applications

The following applications are designed to work hand-in-hand with Sales Order:

"Sales Order" is part of the CYMA IV Not-for-Profit Edition line of products, developed by CYMA Systems.

Related Products

The following software product lines are also offered by CYMA Systems: