Streamline your sales order procedure for Management

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foreign [Music] so in today's video we are going to discuss about the hold functionality that are available within the sales order document in Microsoft dynamic 365. so we can hold a sales order transaction either at one specific line level or we can even block the entire sales order or we can specifically hold a specific customer account due to the credit limit Etc within a sales order so you will see the various methods with which we can hold a specific sales order transactions in the sales and marketing or in the accounts receivable module in Microsoft Dynamic 365 in today's video so with that note let's get into the video Welcome Back guys so as discussed during the introduction we are going to see multiple scenarios related with blocking a specific transactions within a sales order so let's explore and start with the most basic scenario so let me go to the product information management module and let's go to the release products let me pick let's pick this product that we have created in the last video right so let me pick this product so um against every product there is an option that is available under the plan tab which is called as a default order setup so default order setup is going to be a very long separate topic of discussion later in the series but for now we are only focusing on putting the transaction on hold or blocking within a sales order so let's only cover that so let me get into the default order setting so in the default order setting against the since we are talking about the sales order side of things in the sales order tab there is an option that is available for you to stop right so just edit this and click on stop similarly you can even do it for your inventory transaction and also purchase side of things so for now we are focusing on sales order blocking and sales order uh hold Etc so I'm going to make Market against the sales order so this is it says rank 0 it's applicable it's a default value it's applicable for all site and warehouses right so I'm going to stop it for all site and warehouses for that particular item let me copy the item save it let's go back to the sales order and let's quickly create a sales order and see the impact of course we can use any item so let me put the item number so as soon as I put the item number even I did not key in any quantity or units so as soon as even I put an item number the system will display this above message warning message that you can see that this particular product is on hold okay so that is the power of this particular parameter which will not even let you proceed any further you cannot even save your record or do anything to it okay so this also works good in a case of an advanced warehouse management scenario it works in a similar fashion so let me just remove this line uh let us now uh maybe also say that let's override it for a specific site let's say for example so it can even be overridden for that particular site and in that case override and stop but for other sites which is for the default value I don't stop it okay I only stop it for that particular side so if I do that setup save it go back let me use this customer create a sales order sales order will be created for another site and Warehouse so since this is not for dc1 if I pick that particular item the system will still let me proceed further because this particular sales order let me add the dimension to show you the site and the warehouse if you see it is created for Cs and one so it won't block you but if I try to change the site and the warehouse for the sales order then it will block you it will not let you to add any line because in this case the default order setup is overrated based on the site level and I stopped only for that particular side for that particular item okay so let me just delete the site specific setup for now so in this method of using the default order setup it is going to block the item cast all 40 underscore oil against all the customer against all the sales order because I am globally blocking that particular item against any sales order because that particular item is totally stopped from performing business for various reasons so in such a scenario I go and stop that particular item at the global level inside the default order setting but let's say I don't want to always make it at the default order setting level let's say I want to maybe uh block that particular item only for that customer only for this particular sales order line or maybe I already created the sales order even before I mark this setup so this setup will work only fine for all the sales order that I will be creating in the future what about the sales order which already has this item line added in the past and the sales order is still open right in such sales orders the stoppage will not applica will not be applied right so or even in some cases where you want to only stop the item only one particular line in a sales order for that particular time right so in such cases you don't need to go and globally stop it here in such cases I think we have also seen this in one of our earlier episode in such cases once you add the item so I removed the stopped checkbox so it won't let you stop anymore so I have one quantity save it and it will still let me to do the picking and packing now but if at all I want to stop it only this Hills or a line let's say for example let's say I will add more lines to the sales order but I only want to stop this line right in such cases I can go here and I have a stopped switch so just check this checkbox save the sales order once you stop it here for a specific line then in such cases if I go to the pickpack tab and try to generate a picking list even though I have selected all here the system will not show you any picking list line meaning the system will not let you to proceed any further on the stop the lines similarly even if I'm trying to directly post the packing slip right so if I directly post the packing slip even though I change it to all the system will not show you any line here because uh that particular line is stopped right so that is how you can actually use the line level stop button to stop any one particular line from a sales order let's say I'm adding one more item that one so in this case if I go and try to do a picking list the picking list will definitely have the second item see it is having the second item but it's not showing the first item because in this particular case I only block the first line okay so this is how you can actually block one particular line in a sales order but let's say in one particular case I have 15 lines of item in a sales order and I want to block all the 15 items in a particular sales order so in such cases I may need to log into every single item and go and stop it individually because it's a line level setup right it's a line detail setup so I need to go and do it 15 times so what if there are 50 lines and you want to block the whole whole thing you cannot do it uh at the global level against every single item or you cannot even do it at the line level because it's too much of work right so you can even block a specific sales order or put a specific sales order on hold from the header level okay this is going to be the third scenario so how do we do it so in this particular case I am going to unstop it okay since I have unstopped it if I go to the packing slip uh picking list posting I will see now the picking list is displaying this particular item which means this item is unblocked right so if I have more items let's say for example and I want to block the whole sales order itself then go to the sales order header when you go to the sales order header you will find that do not process check boxes available so if I'm trying to click on this button how many hour time I click on it the button will not work because I cannot turn this on from here in order for this option to be enabled you might need to go to the uh order holds function okay so go to the order hold function it will take you to this particular form so in this form click on the new button and then you will be able to quickly choose a hold code I have already created one code in the system but if you want to create more codes you might need to go to the sales and marketing module go to the sales I mean in the setup section go to the sales order and come to the order hold codes so here you can add code um [Music] let's say pay um payment let's say payment issue bi sorry payment issue um actually you can you know make this code not default and you can even make this call as a default code so which means that this code will be automatically selected as default and you can even make sure that um this is uh actually removing the uh reservations from the sales order line okay in this case I'm not going to explore this you can probably explore this by doing a reservation of against all the item in a sales order and trying to block the sales order and see if the system is removing the reservations I'll let you to test but for now let's make it as a hold you can even make it as a role specific so only a specific role will have an access to check in and check out there are Concepts we will review it shortly so let's say that I'm going to now only turn on this as a default code against the sales order and then go back let's just delete it and add a new so you see now the default code is selected as Pi because I have marked the PA as a default code so I did a hold code just save it go back so now you see that the Do Not process checkbox is automatically checked so which means that this particular sales order is now on hold okay so it is it cannot be processed any further and if you also see in the sales and marketing module sales and marketing module against the sales order section there is a area called as order holds right if you see you will also see your order and you will also see your hold code and you will also be seeing your hold date and all your hold related data here okay so now going back to your sales order line level so now if I am trying to perform a confirmation I will not be able to do a confirmation because unlike the last time when I am stopped From The Bottom the confirmation was still enabled but only that when I get into the picking list the system was giving me an error or maybe the system was not you know showing me the line but in this case even the picking list or packing slip itself is grayed out okay in some cases you will find a particular sales order which is everything is filled and the quantity is filled and everything is all good you saved it but you feel that the confirm button is disabled and you see that everything is disabled and you're wondering what is wrong and you are even getting into your sales order header and seeing if the order type is uh you know not a journal it's a sales order but still you are not able to figure out the reason of why the confirmation button is not enabled right so the reason is very simple that could be because it is particularly on hold and you might need to come here and check whether the Do Not process checkbox is checked or not likewise even in the sales order section right in the sales and marketing module against all sales order table if you're going down even towards your left you have a column named do not process you will also have the check box here which displays that this particular sales order is on hold okay so there are multiple areas that you can see about the sales order so once it is on hold and if there is some discrepancy and until the discrepancy is resolved you can keep them on hold and all the lines will not be in a process we cannot be able to process it any further once all those discrepancies are resolved uh you want to quickly go and check in into it and see whether it is uh you know to see whether we can investigate the case right in such cases you can go and check out right so when you're checking out then that means that it is something like you are investigating on right if a particular person is checked out on that particular code that means that he's right now investigating on that particular matter so once you check out you will see all those statistics also appearing in in this particular section um let me duplicate let me show you so when you go to the order hold whenever you're checking out or investigating you will be able to see the checkout who checked out and what is the time it is checked out and all that will be appearing here as a statistics okay so if you want to clear it then go here and just clear the hold and the hold is now cleared and once the hold is cleared that means that if I go back the the header the Do Not process checkbox is now removed and also you will see that under the sales section you will be able to now confirm you will be now able to do the pick list picking list and also post the packing slip as well okay so this is uh another way where in this particular method you are not going into every single line of the sales order you are just going and blocking the whole sales order from the header level so guys as we discussed we are looking into all those blocking scenarios how we can hold a sales order in different ways so the first way is we used the default order setup and the second way is we try to block at the line level by clicking on the stop checkbox in the sales order line level and in the third method we went into the sales order header and then we use this do not process checkbox to check the whole sales order and to hold the whole sales order these are some of the common way that are used in order for you to hold a specific sales order and transactions within a sales order but apart from this there are obviously some of the obvious ways we already used during the procurement process where if you remember we've also covered a episode where we discussed about a vendor hold scenarios right so you have a vendor Master which is let's say in the accounts payable module in the vendor Master you have an ability to hold a vendor here like there are multiple options so we we tried this scenario and we explored the scenario in detail and some of our past videos which is a vendor holder right so we can similarly also use a customer hold as a method to put a specific sales order on hold for a specific customer as well but the the customer hold option is not available similar to the vendor hold it's available in a different area let me just show you it show you the area so if you go into the customer record unlike the vendor hold we don't see the customer hold in the customer tab you know you don't see it on the top in the in the ribbon pane so let me just uh go to the customer tab so we don't see any hold here right so instead for the customer the hold is available in the credit section in the credit and collection section just edit it and here we can have either no hold or hold for invoice and packing slip or hold all the transaction against this particular customer just be mindful that the other options are specific to the procurement module this is the enum value which is common for both the account receivable and account payable module that's weird but that's how it works okay for the sales side of things you only have the first three option okay if you see here even here you will have the similar options right so we used uh all payment purchase requisition and other options right so likewise here we will only be using first three options so now let's say that I'm putting it as invoice so which means that system will not let me to do the packing slip or invoice posting for that particular sales order now created right so if I now go and quickly create a sales order okay so let's confirm it and let's do the acting slip and you see that they are all blocked you will not be able to do it and also the invoices everything is blocked but because of the the block that we have just created in the customer record okay so that is a another way that you can block a particular sales order indirectly for a specific customer where the data is coming from the customer Master okay let me turn it to the no okay so these are some of the basic way how you will be blocking a sales order for various transactions but the concept of block is also linked very often with the credit limits right so there are also concept of block that is blocking a sales order can also be triggered from credit and collections module okay so let's not go deeper into credits and collections module let's just uh that's a topic to discuss later but we will definitely deep dive into all that module later but for the sake of sales order hold let's explore you know the areas which is within the credit and collections module so if you go to the credit and collections module there is under the credit management setup right there is a section called as blocking rule you go in there you can actually you know block a specific sales order for a specific customer if there is a payment due for 90 days you know based on the payment method payment due uh you will be able to block a sales order but the most common sales order block is here and the sales order tap go here put the customer blocking put the credit limit for your sales order to block in this case I'm not going to put any credit limit just for all sales order I'm going to block it so this is the only the blocking rule but you need to also specify when you want this blocking rule to be triggered right so for that to happen just go back and go to the credit and collections parameter go to the credits tab and here you just say that it gets triggered when I'm posting an invoice or maybe posting a confirmation a packing slip or if your Advanced virus management release to Warehouse you know so you can pick your choice when you want this validation to happen so once you do that then you have your purchase order and you also picked your customer right so let's make sure you create the sales order for that customer I think this one okay let's go inform it this case the blocking rule will be triggered only while invoicing right so the packing slip will also be smooth there's no blockage here okay I give a print as well and while invoicing I expect the the warning to show up here I don't want to print anything see that so as expected you will see that the credit uh the order sent from credit management so it is locked because of the credit management module so that is another way that you will be able to use this parameter and then you will be also able to block it through the blocking rule that you have here that you have created in the sales order tab I'm going to remove the blocking call for now so this is the last way that I you can commonly use to block the sales order so guys uh before we wind up today's session I would like to give you one last scenario it's not directly related with a sales order hold scenario but it's a very useful feature so you have the serial numbers of the sales order here 93 94 and let's say I'm creating another sales order and it will take us serial number 95 as we expect so let's say that I'm using that customer and that's the site and warehouse and I'm creating it so it is actually creating 95 right so that is the next serial number so um I can now go and delete it as well so the system will let me delete and the serial number will be gone and now if somebody creates another sales order the system will create the sales order with the serial number 96 right so likewise you will see a lot of inconsistencies in the serial number because you are deleting the sales orders in the middle in the most of the cases a customer would like to have the traceability of those with the which are missing in the middle right so the 95 is now gone completely and it's not traceable so the customer would like for you to trace those deleted sales order if you want to trace it then you can go to the I believe it's sales and marketing modules parameter let's check it out uh setup parameters no I think it is um accounts receivable parameters yeah it's accounts receivable parameters here you have this um uh Mark order as wide just enable this parameter save it go back and now moving forward whenever you are trying to let's say create a sales order uh let's say you're creating the next sales order in the sequence to this customer so that's going to be of number see 97 go back for some reason I decided to um delete 97 so system will delete it but this deletion will be captured as a history so you can run the analytics on the reason for deletion and what is the frequency of deletion and why it is getting deleted and all that you will be able to run the analytics with the help of the the History Section here you have the wide sales orders that got just deleted out of the list right so if you go here you will see that the one we just deleted so you will have them here so you can run your analytics based on this particular list and also based on the items that those are the part of this particular sales order so this is one quick tip I want to give you before winding up this video guys I hope you enjoyed this video and different ways of blocking this particular transaction the sales order see you again in another video thank you for watching this video foreign foreign