Which fields are frequently updated on the sales order header in Business Central?
On the sales order, we have some fields that we will frequently update either when we take up the order or in the weeks after when we are either shipping or posting the order.
This is what happens in the video
When you work with sales orders in Microsoft Dynamics 365 Business Central, a handful of fields control dates, addresses, and references. You update these fields when you create the order and in the days or weeks before you ship and invoice it. This article explains what each field does and how to handle alternative shipping and billing scenarios.
The Document Date is the issuing date of the related documents, such as the shipment and the posted invoice. The Posting Date controls when your ledger entries are posted. The Requested Delivery Date is when the customer wants the order delivered, while the Promised Delivery Date is when you have committed to deliver.
You change the order status between Open and Released from the ribbon under Release, not directly in the Status field. To ship to a different address than the default, use the Ship-To section and choose either an Alternate Shipping Address from the list or a Custom Address you type in manually. To send the invoice to a different customer, change the Bill-To section. The Location Code controls which warehouse the items ship from.
Date fields on the sales order
Several fields on a sales order are updated frequently, either when you take the order or in the weeks after when you ship or post it.
The first is the Document Date. This refers to the issuing date of the related documents, such as the shipment and the posted invoice. It states the date the document was issued.
The Posting Date is the date you want your ledger entries to be posted.
In Requested Delivery Date, you state when the customer would like the whole order to be delivered.
In Promised Delivery Date, you state when you have promised the customer that you can deliver the order.
Document references on the sales order
In External Document Number, you type the number you have been given by the customer as their reference to the document.
In Your Reference, you state the reference of the person from whom you have taken the order.
Changing the status between open and released
The Status field shows whether the sales order is open or released. You cannot change it directly in the field. Instead, you use the ribbon under Release, where you can release the order and also reopen it.
Shipping to an alternative address
When you take the order and the customer wants it shipped to another address than normal, you change this in the Ship-To section.
By default, Business Central looks at the customer card. If the customer card is set up with a specific ship-to address, that address is entered automatically.
If alternative ship-to addresses have been entered in the system, you can pick one from the list by choosing Alternate Shipping Address and selecting which address you want to use.
If the customer does not have an alternative shipment address stored in the system, you can type one in. Choose Custom Address and change the address of the requested delivery.
Sending the invoice to another customer
If the bill should be sent to another customer, you change this in the Bill-To section. You can look up the customer list and find the customer you want to send the bill to.
Setting the shipping location
In Location Code, you state from where you want to send your items. If this order should be sent from another location, you choose a location from the list.
Before you ship the document, you would often update the shipment date.
Q&A
What is the difference between Document Date and Posting Date on a sales order?
The Document Date is the issuing date of the related documents, such as the shipment and posted invoice. The Posting Date is the date you want your ledger entries to be posted.
What is the difference between Requested Delivery Date and Promised Delivery Date?
The Requested Delivery Date is when the customer would like the whole order delivered. The Promised Delivery Date is when you have promised the customer that you can deliver the order.
How do I change the status of a sales order from open to released?
You cannot change the status directly in the Status field. Use the ribbon under Release to release the order, and you can also reopen it from there.
How do I ship a sales order to an address that is not stored in the system?
In the Ship-To section, choose Custom Address and type in the requested delivery address manually.
How do I send the invoice to a different customer than the one ordering?
Change the Bill-To section, look up the customer list, and select the customer you want to send the bill to.
What does the Location Code field do on a sales order?
The Location Code states which warehouse or location you want to send the items from. If the order should ship from another location, choose it from the list.