Create a recurring order

Use recurring orders when your customer places the same order on a weekly, monthly, quarterly, semi-annual, or annual basis. When you save a recurring order, it serves as a placeholder in the system and is not filled as a Sales Order until the first time that it is set to recur. These placeholders will not appear when searching for Open Orders in Sales Order Inquiry or the Customer Ledger. Instead, you must search for Recurring Orders to find them.

For example, when you enter a monthly recurring order in January, the first order that can be filled will be created in February. If you need to fill an order for January as well, you can create a regular Sales Order for that month.

Each recurring order uses the same Customer PO Number, Ship Via, and Shipping information as the original order. The Special Instructions box on the orders that are automatically created will indicate the time period for which they were created (for example, "Week of Tuesday 1/08/2011" for a weekly order). These orders do not print automatically. You may want to schedule an event or task on your calendar to remind yourself to print the Sales Order when it is created.

Recurring orders are created with a blank Ship Date. If the customer or Ship Via has a default Truck Route entered, the Ship Date will populate based on this schedule. If there is no truck route available, the Ship Date will remain blank until it is scheduled on a truck or Ship Confirmed.

To stop a recurring order before its expiration date, simply cancel the recurring order. This will not affect any Sales Orders that have already been created by the order.

You can also choose to schedule individual line items for recurring order delivery. Control the quantity, committed date, and ship date of each line item separately. An order will be created with only the specified products and quantities set to ship on the next day.

Enter a recurring order

1. Go to Sales > Order > Sales Order.
2. Type or search for the Customer.
3. The customer's default information populates in Ship To, Ship Via, Salesman, Terms, and Tax Code. Verify this information before continuing. If necessary, you can select the appropriate Ship To from the list, or click the Manual button to enter a new shipping address.
4. Click the Header tab.
5. Click the Recurring tab, and then select the Recurring check box.

   

6. (From the Frequency list, choose how often the order should recur:

   • Weekly: For weekly recurring orders, choose the day of the week that the order will be created from the options to the right. The first order will be created on that day. For example, if it is Monday and you enter a recurring order for Wednesday, the first order will appear in the system that Wednesday.
   • Monthly: Monthly recurring orders are triggered by the closing of your month.
   • Quarterly: These recurring orders are created once a quarter.
   • Semi-annually: These orders are created every 6 months.
   • Yearly: Yearly recurring orders are triggered by the closing of the last month of the year.
   • Line Item Scheduled: Each line item is scheduled for the ship date and quantity that will be created on a Sales Order. When you add a product to the order and enter the total quantity to be shipped, you will be prompted to specify the dates and quantities that should be delivered.
7. Click on the Detail tab and add the products, quantities, and prices for the order.
   • If you selected any option other than Line Item Scheduled for your frequency, continue to step 8 now.
   • If you selected Line Item Scheduled, then

     Once you enter the item and quantity and press the Tab key, you will be prompted to schedule the quantities.

     

     In this example, the total quantity ordered is 100. The first quantity of 20 will be committed on 9/24/2018 and shipped on 10/1/2018. The order will be created in the system on the committed date.

     Once the order is created, the Order Number and Status fields will update automatically. You can make changes to the quantities and dates until the order is created in the system.

     You do not need to schedule the entire quantity when the recurring order is created; changes can be made to Line Item Schedule at any time by right-clicking on the product and selecting Line Item Schedule from the drop down menu.

8. Click Save.

   Tip
   Since this order serves as a placeholder in the system, you cannot print a pick ticket for it. If you need to pick the order today as well ,you should create a separate sales order.

9. To print a copy of the order, click the Recurring Order button.

   

   When a recurring order is created, any users in the Sales Manager group, as set in the User Master, will receive a mail message notifying them that the order had been created.

See also

• Create a sales order
• Manage users
• Configure default order preferences