Skip to main content

Sales Document Integration

Add assets to Sales Orders to automatically transfer custody to customers when posting sales shipments, and receive assets back when posting return receipts.

image-20251222-140726.png

Understanding Sales Integration​

What is Sales Document Integration?​

Sales Document Integration = Automatic asset transfer to/from customers during sales document posting

How It Works:

  1. Add asset lines to Sales Order (alongside item/service lines)

  2. Post Sales Shipment

  3. Asset automatically transfers to Customer

  4. Holder Entries created

  5. Complete audit trail

Business Value: Assets shipped to customers are automatically tracked without separate manual processes

Sales Document Flows​

Outbound Flow (To Customer)​

Sales Order → Sales Shipment

1. Create Sales Order 2. Add Asset Lines (assets to ship) 3. Post Shipment 4. AUTOMATIC: Asset transfers Location → Customer 5. Holder Entries created 6. Posted Shipment Asset Lines created

Result: Asset at Customer, complete audit trail

Return Flow (From Customer)​

Sales Return Order → Return Receipt

1. Create Sales Return Order 2. Add Asset Lines (assets being returned) 3. Post Return Receipt 4. AUTOMATIC: Asset transfers Customer → Location 5. Holder Entries created 6. Posted Return Receipt Asset Lines created

Result: Asset back at Location, complete audit trail

Adding Asset Lines to Sales Documents​

Sales Asset Lines Subpage​

Sales documents have a separate Asset Lines subpage:

Location: Below main Lines subpage

Purpose: Add assets that will transfer on posting

Fields:

  • Asset No. (required)

  • Asset Description (auto-filled)

  • Quantity to Ship (default 1)

  • Reason Code (optional but recommended)

  • Description (optional)

image-20251222-140813.png

Step-by-Step: Adding Asset Lines​

Scenario: Shipping 3 demo laptops to customer

Step 1: Create Sales Order

  1. Create new Sales Order

  2. Customer: C-001

  3. Add regular lines (if needed)

Step 2: Navigate to Asset Lines

  1. Scroll below main Lines section

  2. Find Asset Lines subpage

  3. Click in first asset line

Step 3: Add First Asset

  1. Asset No.: LAPTOP-DEMO-001

  2. Asset Description auto-fills

  3. Quantity to Ship: 1 (default)

  4. Reason Code: DEMO

  5. Description: "30-day demo trial"

Step 4: Add More Assets

  1. Next line: LAPTOP-DEMO-002

  2. Reason: DEMO

  3. Next line: LAPTOP-DEMO-003

  4. Reason: DEMO

Step 5: Save

  • Sales Order now has 3 asset lines

  • Ready to ship

Asset Line Fields​

Asset No. (Required)​

Purpose: Asset being shipped to customer

Lookup: Yes (filtered to assets at Ship-from Location)

Validation:

  • Asset must exist

  • Asset must not be blocked

  • Asset must not have parent

  • Asset must be at Ship-from Location

Auto-Fill: Asset Description, Current Holder

Asset Description (Read-Only)​

Purpose: Asset name for reference

Auto-Populated: From asset record

Editable: No

Quantity to Ship (Numeric)​

Purpose: Quantity to ship (typically 1 for assets)

Default: 1

Range: 0 or 1 (assets are unique)

Use 0: To skip shipping this asset (e.g., customer changed mind)

[Screenshot Placeholder: Quantity to Ship field]

Quantity Shipped (Read-Only)​

Purpose: Track shipped quantity

Auto-Updated: On shipment posting

Use: Verify what's been shipped

Reason Code (Optional)​

Purpose: Why asset going to customer

Common Codes:

  • SALE - Equipment sold

  • DEMO - Demo/trial equipment

  • SERVICE - Service asset at customer site

  • LOAN - Loaned equipment

  • REPAIR - Customer repair/exchange

Benefit: Enables reporting by reason

Description (Optional)​

Purpose: Line-specific notes

Examples:

  • "30-day trial - return by 2024-04-30"

  • "Replacement unit for defective SRV-001"

  • "Service agreement SA-2024-001"

Posting Sales Shipment​

Before Posting​

Verify:

  • Asset lines added

  • Quantities correct

  • Reason codes set

  • Assets at correct location

Check Ship-from Location:

  • Header "Location Code" field

  • Assets must be at this location

How to Post​

Step 1: Post Shipment

  1. Open Sales Order

  2. Click Post or press F9

  3. Select Ship

  4. Click OK

Step 2: Automatic Processing

  • BC posts sales shipment (standard)

  • Asset Pro intercepts posting event

  • Creates temp Asset Journal lines

  • Posts journal (creates Holder Entries)

  • Updates asset Current Holder

  • Creates Posted Shipment Asset Lines

Step 3: Confirmation

  • Shipment posted message

  • Posted Shipment No. shown

image-20251222-151206.png

What Happens to Assets​

For Each Asset Line:

  1. Holder Entries Created:

    • Transfer Out: Location → (leaving)

    • Transfer In: Customer (arriving)

    • Transaction No. links them

    • Document No. = Posted Shipment No.

  2. Asset Updated:

    • Current Holder Type = Customer

    • Current Holder Code = Sell-to Customer No.

    • Current Holder Since = Posting Date

  3. Posted Asset Line Created:

    • Posted Shipment Asset Line

    • References asset and shipment

    • Permanent record

image-20251222-151328.png

Undoing Sales Shipment​

When to Undo Shipment​

Undo Shipment = Reverse a posted sales shipment to return asset to location

Common Scenarios:

  • Asset shipped to wrong customer

  • Shipment posted in error

  • Customer refused delivery

  • Need to modify Sales Order details

  • Asset needs to be reshipped on different order

Important: Undo must happen BEFORE invoicing

image-20251222-151413.png

How Undo Works​

The Undo Process:

  1. Validation Checks:

    • Shipment not already undone

    • Asset exists and not blocked

    • Sales Order still exists (not yet invoiced and deleted)

    • Asset currently at customer (holder validation)

  2. Reversal Steps:

    • Create correction line in Posted Shipment

    • Reverse holder entries (Customer → Location)

    • Update Sales Order line (reduce Quantity Shipped)

    • Mark original line as corrected

  3. Result:

    • Asset back at original location

    • Sales Order reopened for modification

    • Complete audit trail preserved

Step-by-Step: Undoing Shipment​

Scenario: Shipment posted in error, need to undo

Step 1: Open Posted Shipment

  1. Search "Posted Sales Shipments"

  2. Find shipment to undo (e.g., 108001)

  3. Open the document

Step 2: Navigate to Asset Lines

  1. Scroll to Asset Lines subpage

  2. Find asset line to undo (e.g., LAPTOP-DEMO-001)

Step 3: Execute Undo

  1. Select the asset line

  2. Click Undo Shipment action

  3. Confirmation dialog appears:

    • "Do you really want to undo the shipment for asset LAPTOP-DEMO-001?"

    • "This will reverse the asset transfer and allow you to modify the Sales Order."

  4. Click Yes

Step 4: Processing

  • Dialog: "Checking asset shipment line..."

  • Dialog: "Undoing asset shipment..."

  • Message: "Asset shipment undone successfully."

Step 5: Verify Results

  1. Posted Shipment: Correction line created

  2. Asset Card: Current Holder back to Location

  3. Sales Order: Asset line Quantity Shipped reduced

  4. Holder Entries: Reversal entries created

image-20251222-151444.png

What Happens During Undo​

Posted Shipment Changes:

  • Original line marked with "Correction" flag

  • New correction line inserted below original

  • Correction line has:

    • Same asset information

    • Reference to original line

    • Today's date as Posting Date

    • New transaction number

Asset Changes:

  • Current Holder Type: Customer → Location

  • Current Holder Code: Updated to original location

  • Current Holder Since: Updated to undo date

Holder Entries Created:

  • Transfer Out: Customer (reversing original Transfer In)

  • Transfer In: Location (reversing original Transfer Out)

  • Document No.: SHIPMENTNO-UNDO

  • Linked by new Transaction No.

Sales Order Reopened:

  • Asset line Quantity Shipped reduced by 1

  • Line available for modification

  • Can be reshipped or removed

Validation Rules for Undo​

Cannot Undo If:

  1. Already Undone:

    • Error: "This asset shipment has already been reversed."

    • Check: Original line has Correction flag

  2. Asset Blocked:

    • Error: "Asset LAPTOP-001 is blocked."

    • Solution: Unblock asset first

  3. Sales Order Not Found:

    • Error: "Sales Order SO-001 line 10000 not found. Cannot undo shipment."

    • Cause: Order was invoiced and deleted

    • Solution: Cannot undo after full invoicing

  4. Asset Not at Customer:

    • Error: "Cannot undo shipment. Asset LAPTOP-001 current holder does not match the shipment customer."

    • Cause: Asset was manually transferred elsewhere

    • Solution: Transfer asset back to customer first, then undo

Undo vs. Return Receipt​

Two Ways to Bring Asset Back:

Undo Shipment:

  • Use when: Shipment was in error

  • Timing: Before invoicing

  • Effect: Reverses original shipment

  • Result: Sales Order reopened

  • Best for: Corrections, errors

Return Receipt (Sales Return Order):

  • Use when: Legitimate return after delivery

  • Timing: After invoicing (typically)

  • Effect: New return transaction

  • Result: Separate return document

  • Best for: Normal business returns, warranty exchanges

Choose Undo: For immediate corrections before invoicing

Choose Return: For normal business return process

Troubleshooting Undo​

Problem: Cannot Find Undo Action

Cause: Looking at wrong page

Solution:

  • Go to Posted Sales Shipment (not Sales Order)

  • Navigate to Asset Lines subpage

  • Select asset line

  • Look for Undo Shipment action

Problem: Undo Button Grayed Out

Cause: Line already undone

Solution: Check if Correction flag is set (line already reversed)

Problem: Holder Mismatch Error

Cause: Asset was manually moved after shipment

Solution:

  1. Check Asset Card Current Holder

  2. If not at customer, determine why

  3. Options:

    • Transfer asset back to customer manually

    • Then undo shipment

    • OR: Accept current state and don't undo

Problem: Sales Order Not Found Error

Cause: Order was fully invoiced and deleted

Solution:

  • Cannot undo after full invoicing

  • Use Sales Return Order for return processing instead

  • Undo only works while Order still exists

Best Practices for Undo​

Undo Immediately:

  • Don't wait

  • Undo as soon as error discovered

  • Before invoicing

Document Reason:

  • Use Description field on correction line

  • Explain why undone

  • Create audit note

Verify Before Undoing:

  • Check asset really at customer

  • Confirm Sales Order status

  • Ensure not yet invoiced

Communicate:

  • Notify customer if appropriate

  • Update sales team

  • Document in CRM/notes

Alternative to Undo:

  • If asset already moved, consider leaving shipment posted

  • Use manual holder transfer instead

  • Undo is for clean reversals only

Posted Sales Shipment Asset Lines​

What Are They?​

Posted Shipment Asset Lines = Permanent record of assets shipped

Location: Posted Sales Shipment → Asset Lines subpage

Fields:

  • Asset No.

  • Asset Description

  • Customer No.

  • Customer Name

  • Reason Code

  • Description

  • Posting Date

  • Transaction No. (links to Holder Entries)

Purpose: Document-specific audit trail

image-20251222-151548.png

Viewing Posted Asset Lines​

From Posted Shipment:

  1. Search "Posted Sales Shipments"

  2. Open posted shipment

  3. Scroll to Asset Lines subpage

  4. View assets shipped

From Holder Entries:

  1. Holder Entry Document No. = Shipment No.

  2. Cross-reference to Posted Shipment

Sales Return Orders​

Adding Assets to Returns​

Scenario: Customer returning demo equipment

Step 1: Create Sales Return Order

  1. Create new Sales Return Order

  2. Customer: C-001

  3. Add regular return lines (if needed)

Step 2: Add Asset Lines

  1. Navigate to Asset Lines subpage

  2. Asset No.: LAPTOP-DEMO-001 (being returned)

  3. Quantity to Receive: 1

  4. Reason Code: DEMO

  5. Description: "Demo trial ended"

Step 3: Validate

  • Asset must currently be at Customer

  • Asset No. lookup filters to customer's assets

Posting Return Receipt​

Step 1: Post Receipt

  1. Open Sales Return Order

  2. Click Post

  3. Select Receive

  4. Click OK

Step 2: Automatic Transfer

  • Asset transfers Customer → Location

  • Holder Entries created

  • Posted Return Receipt Asset Lines created

Step 3: Result

  • Asset back at Location (Receive-to Location)

  • Complete return audit trail

Use Cases​

Use Case 1: Equipment Sale​

Business Process: Selling server to customer

Steps:

  1. Create Sales Order for Customer C-HOS-001

  2. Add item line: Server (inventory item)

  3. Add asset line: Asset No. SRV-001, Reason: SALE

  4. Post Shipment

  5. Result: Asset SRV-001 at Customer C-HOS-001

Benefit: Asset ownership transfer tracked automatically with sale

Use Case 2: Demo Equipment Trial​

Business Process: 30-day demo to prospective customer

Outbound:

  1. Sales Order for Customer C-PROSPECT-001

  2. Asset Lines: 3 demo laptops

  3. Reason Code: DEMO

  4. Description: "30-day trial - return by 2024-05-01"

  5. Post Shipment

  6. Result: 3 laptops at customer for demo

Return:

  1. Sales Return Order (after 30 days)

  2. Asset Lines: 3 demo laptops

  3. Reason Code: DEMO

  4. Post Return Receipt

  5. Result: 3 laptops back at warehouse

Benefit: Complete demo cycle tracked

Use Case 3: Service Equipment at Customer Site​

Business Process: Equipment under service agreement at customer

Setup:

  1. Sales Order (service agreement)

  2. Asset Lines: 10 servers

  3. Reason Code: SERVICE

  4. External Doc No.: SA-2024-001

  5. Post Shipment

Ongoing:

  • Assets remain at customer for contract duration

  • Holder Entries show where assets are

  • Service team knows equipment location

End of Contract:

  1. Sales Return Order

  2. Asset Lines: 10 servers

  3. Post Return Receipt

  4. Assets back at company

Use Case 4: Customer Warranty Exchange​

Business Process: Replacing defective asset under warranty

Outbound (Replacement):

  1. Sales Order

  2. Asset Line: NEW-SRV-002 (replacement)

  3. Reason: SALE (or WARRANTY)

  4. Description: "Replacement for defective SRV-001"

  5. Post Shipment

Return (Defective):

  1. Sales Return Order

  2. Asset Line: SRV-001 (defective unit)

  3. Reason: RETURN

  4. Description: "Defective - replaced with NEW-SRV-002"

  5. Post Return Receipt

Result: Complete exchange audit trail

Validation Rules​

Adding Asset Lines​

Rule: Asset must be at Ship-from Location (Sales Order)

Rule: Asset must be at Customer (Sales Return Order)

Rule: Asset cannot be blocked

Rule: Asset cannot have parent (no child assets)

Error Examples:

  • "Asset SRV-001 is at Location WAREHOUSE, but Ship-from is Location DATACENTER"

  • "Asset SRV-001 has parent. Detach first."

Posting Validation​

Rule: Quantity to Ship must be > 0

Rule: Asset must still be at correct holder

Rule: No duplicate assets on same document

Reporting​

Assets at Customers​

Holder Entries Filter:

  • Current Holder Type = Customer

  • Shows all assets at customer sites

  • Group by Customer No.

Use Case: "What equipment does Customer C-001 have?"

Shipments by Reason​

Holder Entries Filter:

  • Document Type = "Sales Shipment"

  • Reason Code = "DEMO"

  • Shows all demo shipments

Use Case: Demo equipment tracking

Returns Analysis​

Holder Entries Filter:

  • Document Type = "Return Receipt"

  • Date range

  • Shows all customer returns

Use Case: Return rate analysis

Troubleshooting​

Problem: Cannot Add Asset - Not in Lookup​

Cause: Asset not at Ship-from Location

Solution:

  1. Check Sales Order Location Code

  2. Check Asset Current Holder

  3. Transfer asset to correct location first

  4. Then add to sales order

Problem: Asset Not Transferred After Posting​

Cause 1: Posted Invoice only (not Shipment)

Solution: Shipment triggers transfer, not invoice

Cause 2: Quantity to Ship = 0

Solution: Set Quantity to Ship = 1

Problem: Asset Lines Subpage Not Visible​

Cause: Looking at wrong subpage

Solution: Scroll below main Lines - look for "Asset Lines" header

Problem: Customer Returns - Asset Not at Customer​

Cause: Asset was manually transferred elsewhere

Solution: Check Holder Entries, transfer to customer first, then process return

Integration with Other Features​

Component Ledger​

Sales Line "Asset No." Field: Different from Asset Lines

  • Sales Line Asset No. = Component tracking (items on asset)

  • Asset Lines = Asset custody transfer

Both Can Coexist: Track components AND transfer assets

Asset References​

Cross-Referencing:

  • Holder Entry Document No. → Sales Shipment

  • Sales Shipment → Customer

  • Customer PO → External Document No.

  • Complete traceability

Sales Document Integration is the easiest entry point for document integration. Start with demo equipment or service assets to build team confidence, then expand to other scenarios!