Don't Reinvent the Wheel! Use Templates to Cut Processing Time Order Entry

This article is reproduced from the Sage 300 ERP Support Team blog.

The purpose of templates is to reuse a pattern that can be customized to save time. Templates are used in a wide range of work fields. Carpenters use router templates to make common cuts, grooves and shapes quickly, accurately and consistently. If they didn’t have these router templates, they would have to manually calculate the measurements and calibrate their equipment to do these common cuts, again and again. This wastes time and time costs money.

Another example for templates can be found in Microsoft Office. Anyone who has used Word or PowerPoint will most likely have used templates one time or another. These templates have been conveniently formatted with appropriate font type, font size, headings and layout so you don’t have to worry about these details and focus on what matters, which is the content.

Entering Purchase and Sales Orders can be a repetitive task. You can alleviate some of the repetition by using templates. In Purchase Order and Sales Order setup, you can create templates to populate certain fields on the Purchase or Sales Order form with default values to save you time from entering them manually.

Let’s take a look at how this can be used in Order Entry. In the order entry form, you may have noticed that you usually enter the same values for certain fields in the order and customer header fields. You can create a template code in Sales Order Setup, by clicking on the Template icon. In the Template screen there are two tabs, one for Order and one for Customer. In the Order tab, you can configure the default values for the following Order Header fields:

  • Order Type
  • FOB Point
  • Location
  • Description
  • Reference
  • Comment

In the customer tab, you can configure the default values for the Customer Header fields:

  • Ship-Via Code
  • Customer Type
  • Price List
  • Territory
  • Tax Group
  • Terms

Once you configure and create your template code, you should go to OE options and open the Processing tab and set the Default Template Code to use this template code that you created. When you do this, each time you create an order it will use this default template code and will populate the fields in the order and customer header fields with the default values you set in the template code. You can manually change the default values set by the template code on the sales order if you decide to do so.

In the Order Entry form, you will notice there is a finder button for the Template Code field. You can create multiple template codes and manually change which template code to use at anytime when you are entering orders. You can create templates codes that classify orders by say, State or City. For example, you can have one template code for Portland, one for Seattle and one for Toronto and select these template codes on the fly from the Order Entry screen to set defaults for values such as tax authorities.

If you would like more information on how to setup templates in Sage 300 ERP (formerly Sage ERP Accpac) use F1 help which documents the process in more detail. Hopefully this tip will allow you to save time from entering every detail on your orders.