HansaWorld - Integrated ERP and CRM

Introduction to the Sales Order Register

The foundation for a sales order system is of course the Orders you enter into your system. Use the Sales Order register in the Sales Support module to enter or work with Orders.

!	Before you start entering Orders, you must define the current accounting year using the Fiscal Years setting. You should also have defined your sequence of Order Numbers using the Number Series - Sales Orders setting.

Entering a Sales Order

To open the Sales Order register, first ensure you are in the Sales Support module, then click the [Sales Orders] button in the Master Control panel. The 'Orders: Browse' window is opened, showing Orders already entered.

Orders are shown sorted by Order Number. You can change the sort order by clicking on one of the other column headings.

Also shown are the Customer number and name, and indications that an Order has been shipped or invoiced, as follows:

Order Status	Delvd	Invd
not delivered or invoiced		-
full delivery created but not approved	√	-
full delivery approved but not invoiced	√
delivered and invoiced in full	√	√
partial delivery created but not approved		-
partial delivery approved but not invoiced
partial delivery invoiced		√

In the last situation, invoicing is up to date for the Deliveries made so far, but that the Order has not been completely fulfilled. An Order usually cannot be invoiced before a Delivery has been made and approved. The Cl. column shows the Order Class.

To enter a new Order, click [New] in the Button Bar or use the Ctrl-N (Windows and Linux) or ⌘-N (Macintosh) keyboard shortcut. Alternatively, highlight an Order similar to the one you want to enter and click [Duplicate] on the Button Bar.

The 'Order: New' window is opened, empty if you clicked [New] or containing a duplicate of the selected Order. In the case of the duplicate, the Order Date of the new Order will be the current date, not the date of the original Order.

FirstOffice provides several shortcuts to simplify your work with entering Orders. You may for example bring a date into a date field using the 'Paste Special' function. You can also use this function to simplify the entering of Item Numbers, Customer Numbers, Payment Terms etc.

!	You are not bound by the values suggested as defaults by FirstOffice. For most fields you can change the preset values into something that suits you better. Changes made here are valid only for the Order you are working with.

Since the amount of information stored about each Order will not fit on a single screen, the Order window has been divided into five cards. At the top of each is the header. This contains the Order Number, the Customer Number and Name. There are five named buttons ('tabs') in the header.

By clicking the tabs you can navigate between cards. The header is always visible, as a reminder of the Customer whose Order you are working with. If you have the Dual Base Currency or the Currencies, Languages and Advanced Pricing Value Packs, there will be six cards. A new 'Currency' card containing the Currency and Exchange Rate will be inserted between the 'Items' and 'Del. Terms' cards. This extra card is described here.

Entering a Sales Order - Header

No.: Paste Special Select from another Number Series; When you create a new Order, FirstOffice will enter the next unused number from the first number sequence in the Number Series - Orders setting. You may change this number, but not to one that has already been used. If you are working in a multi-user environment, the Order Number is assigned when you first save the Order.
Customer: Paste Special Customers in Customer register; Enter the Customer Number or use the 'Paste Special' function. When you press Return, the Customer's name, address and other information will be entered into the appropriate fields.
Name: The Customer Name is entered after you have entered the Customer Number.
Closed: Check this box when the Order has been completed. Once this box has been checked and the Order saved, you will no longer be able to make changes to the Order. Should there be any remaining quantities that have not been delivered, these will be cancelled and will no longer appear in reports as being outstanding.; If an Order is marked as Closed, you will not be able to create Deliveries from it. However, you will still be able to create Invoices for earlier Deliveries.; A Closed Order cannot be re-opened.; In multi-user systems, you can prevent certain users from marking an Order as Closed using Access Groups (by giving full access to the 'Disallow Closing Order' Action).

Entering a Sales Order - Date Card

Date: Paste Special Choose date; The date the Order was placed: the current date according to the computer's clock is entered as a default.
Planned Del.: Paste Special Choose date; The date on which the Order is scheduled to ship. The format of this field is determined by the Planned Delivery setting. Available options are free text, date, week number or year-week (four characters).
Pay. Terms: Paste Special Payment Terms setting, Sales/Purchase Ledger; Default taken from Customer (Sales Pay. Terms); Payment Terms entered here will be transferred to any Invoices raised from the Order. In addition simply to ensuring that the correct Payment Terms appear on Invoices, entering basic Payment Terms records using the Sales Ledger setting can enable you to establish a system of early settlement discounts.
Our Ref.: Use this field if you need to identify the Order by means other than the Order Number. A default will be taken from the Our Ref field of the Person record of the current user. References entered will appear on any Invoices created from the Order.
Attn.: Paste Special Contact Person register, Sales Support module; Default taken from Customer; Record here the person for whose attention any Deliveries made from this Order are to be marked. 'Paste Special' will only list the Contact Persons of the Customer.
Cust Ord. No.: Record the Customer's Purchase Order Number here. It will be printed on all documentation associated with the Order.
Salesman: Paste Special Person register, System module; Default taken from Customer; Register the Salesman responsible for the Order here. There are many reports in the Sales Support and Sales Ledger modules that can be broken down by Salesman.
Object: Paste Special Object register, Nominal Ledger; Default taken from Customer (Sales Objects); You can assign up to 20 Objects, separated by commas, to this Order. You might define separate Objects to represent different departments, cost centres or product types. This provides a flexible method of analysis that can be used in Nominal Ledger reports.; In any Nominal Ledger Transactions generated from Invoices raised from this Order, any Objects specified here will be assigned to the credit posting to the Sales Account(s), the debit posting to the Cost Account (if cost accounting is being used), and the debit posting to the Debtor Account (if you are using the Objects on Debtor Account option in the Account Usage S/L setting).; Although they will not be visible, the Objects specified here will also be transferred to any Deliveries issued from this Order. They will be assigned to the debit posting to the Stock Cost Account in any Nominal Ledger Transactions generated from those Deliveries.

Entering a Sales Order - Items Card

Use the grid on the 'Items' card to list the Items ordered. This grid is divided into four horizontal flips. When you click on a flip tab (marked A-D), the two or three right-hand columns of the grid are replaced.

To add rows to an Order, click in any field in the first blank row and enter appropriate text. To remove a row, click on the row number on the left of the row and press the Backspace key. To insert a row, click on the row number where the insertion is to be made and press Return. You cannot remove or insert rows after you have issued a Delivery, but you can still add rows to the end of the Order.

You can also bring Items into an Order by opening the 'Items: Browse' window, selecting a range of Items by clicking while holding down the Shift key, and then dragging them to the Item field in the first empty Order row. You can also copy a list of Item Numbers in a spreadsheet or word processor and paste them in the Item field in the first empty row.

Flip A

Item: Paste Special Item register; With the cursor in this field, enter the Item Number or Bar Code for each Item ordered. Pricing, descriptive and other information will be brought in from the Item record. If you leave this field blank, you can enter any text in the Description field, perhaps using the row for additional comments to be printed on Order documentation.
Qty: Enter the number of units ordered. Press Return to calculate the Sum, and the cursor will move to the Item field on the next row.
Description: Default taken from Item; This field shows the name of the Item, brought in from the Item register. If you want to add an extra description, you can do so: there is room for up to 100 characters of text.; FirstOffice will take any rows of text that have been entered on the 'Texts' card of the Item record and move them into the Description field, as shown below.
Unit Price: Paste Special Price register, Sales Ledger; The Unit Price of the Item according to the valid Price List for the Customer is brought in. If the Customer has no Price List specified, or the Item is not on the Price List in question, the Base Price from the Item record is brought in. This figure will include VAT if the Price List specified is one that is Inclusive of VAT or if you have specified on the 'Debtors' card of the Account Usage S/L setting in the Sales Ledger that Base Prices include VAT.; In multi-user systems, you can prevent certain users from changing any Unit Price in an Order using Access Groups (by denying access to the 'Change Unit Prices' Action).; Use 'Paste Special' if you want to choose a Unit Price from a different Price List to the Customer's usual one.
%: Discount percentage.; In the Round Off setting in the System module, you can determine whether the discount is to be applied to the Unit Price before it has been multiplied by the Quantity or to the Sum. In certain circumstances (where there is a very small unit price and a large quantity) this choice can cause the calculated discount to vary due to the rounding system used within FirstOffice. Please click here for details and an example.
Sum: The total for the row: Quantity multiplied by Unit Price less Discount. Changing this figure will cause the Discount Percentage to be recalculated. This figure will include VAT if the Price List specified is one that is Inclusive of VAT or if you have specified on the 'Debtors' card of the Account Usage S/L setting that Base Prices include VAT.

Flip B

Object: Paste Special Object register, Nominal Ledger; You can assign up to 20 Objects, separated by commas, to this Item and all transactions generated from it. You might define separate Objects to represent different departments, cost centres or product types. This provides a flexible method of analysis that can be used in Nominal Ledger reports.; In any Nominal Ledger Transactions generated from Invoices raised from this Order, any Objects specified here will be assigned to the credit posting to the Sales Account and, if you are using cost accounting, the debit posting to the Cost Account. This assignment will merge these Objects with those of the parent Order (shown on the 'Date' card).; The Objects specified here are also transferred to the corresponding row of any Delivery issued from this Order row, although they will not be visible in the Delivery window. They will be assigned to the debit posting to the Stock Cost Account in any Nominal Ledger Transactions generated from those Deliveries.
Account: Paste Special Account register, Nominal Ledger/System module; This Nominal Ledger Sales Account for this Item, which will be credited with the Sum in the Nominal Ledger Transactions generated by Invoices created from this Order. A default is offered, taken from the record in the Price register for the Item/Price List combination. If there is no such record, or it has no Sales Account specified, the default will be taken from the Item record, the Item Group or from the 'VAT' card of the Account Usage S/L setting. You can change this default in a particular Order row if necessary.
V-Cd: Paste Special VAT Codes setting, Nominal Ledger; When you raise an Invoice from this Order, the VAT Code entered here will determine the rate at which VAT will be charged on this Item and the Output VAT Account to be credited, when the Invoice is raised. A default is offered, taken from the Sales VAT Code field in the Customer record. If that field is empty, the default is taken from the Item, the Item Group or from the 'VAT' card of the Account Usage S/L setting. You can change this default in a particular Order row if necessary.

Flip C

Cost: Default taken from Item (Cost Price + Extra Cost); The Cost Price is used in Gross Profit and Margin calculations. You can change this figure if necessary.; If you duplicate an Order, the new Order will contain the latest Cost Price from the Item register, and the Gross Profit will be recalculated accordingly. The Cost Price in the original Order will not be transferred to the new Order.
GP: The Gross Profit for the Order row is calculated by subtracting the Cost Price (multiplied by the Quantity) from the Sum. The figure is therefore absolute, not a percentage.

Flip D

Del 1, Del 2: The quantity delivered for each Order row will be updated automatically when you create Deliveries using the 'Create Delivery' function on the Operations menu (you will need to close the Order and re-open it to see the updated figure). The Del 1 quantity includes both approved and unapproved Deliveries, while the Del 2 field only shows approved Deliveries. You cannot raise Invoices for Deliveries that have not yet been approved.
Invoiced: The quantity invoiced for each Order row will be updated automatically when you raise Invoices using the 'Create Invoice' function on the Operations menu (you will need to close the Order and re-open it to see the updated figure). The quantity shown includes both approved and unapproved Invoices. You cannot raise an Invoice until you have issued and approved at least one Delivery. In the case of partial Deliveries, you can only raise Invoices for the quantity delivered.
Price Factor: Default taken from Item; The Price Factor is the quantity of the Item that can be bought by the Unit Price. For example, if the Item Unit Price of an Item refers to a box of 24 units, its Price Factor will be 24. The Price Factor will be brought in to the Order from the Item record automatically. When you enter a Quantity, FirstOffice will calculate the Sum using the formula Sum = (Quantity/Price Factor) * Unit Price.

Footer

The Order Footer contains various running totals as described below. Whenever an Order row is added or changed, these totals are updated.

OK: You can approve the Order by clicking this check box. Once you have done this and have saved the Order, it will no longer be modifiable. If you do need to change an approved Order, first remove the check from the OK box and save.; You do not have to approve an Order to deliver goods from it, or for its Items to be included in the Order total displayed by the 'Item Status' function. Nevertheless, in larger systems, once you have finalised a Sales Order, it is recommended that you approve it for security reasons.; You can use Access Groups to control who can approve Sales Orders, who can unapprove Sales Orders, who if anyone can create Deliveries from unapproved Sales Orders and who if anyone can receive Prepayments against unapproved Sales Orders. To do this, deny access to the 'OKing Orders', 'UnOK Orders', 'Disallow Delivery from not OKed Order' and 'Disallow Prepayment for not OKed Order' Actions respectively. The 'Delivery from Order' Action allows you to control the creation of Deliveries from both approved and unapproved Sales Orders.; References in these web pages to approved Sales Orders are to those whose OK check box has been switched on.
Freight: The Freight setting in the Sales Ledger allows a fixed amount for Freight to be added automatically to each Order. If you are using this setting, the appropriate amount will be placed in this field when you enter a Customer Number. You can change the figure if necessary. The VAT Code and the Sales Account for the freight charge will be taken from the Item entered in the Freight setting.; If you are not using the Freight setting, enter a freight amount if applicable. In this case, VAT will not be charged and, in the eventual Invoice, the amount will be posted to the appropriate Sales Account for the Zone of the Customer, set on the 'VAT' card of the Account Usage S/L setting.
VAT: The VAT total for the Order.; This figure is rounded up or down according to rounding rules set in the Round Off setting in the System module.
Sum: The total for the Order, excluding VAT.
TOTAL: The total for the Order, including VAT.; This figure is rounded up or down according to rounding rules set in the Round Off setting in the System module.

Entering a Sales Order - Del. Terms Card

Del. Terms: Paste Special Delivery Terms setting, Sales Support module; Default taken from Customer (Sales Del. Terms); Specify the Delivery Terms for this Order here. You will tend to use this field for international Customers: examples might be Cost, Insurance, Freight or Free On Board.
Del. Mode: Paste Special Delivery Terms setting, Sales Support module; Default taken from Customer (Sales Del. Mode); Enter the mode of shipping used for this Order. Examples might be Post or Courier, or might specify the name of the courier that you will use to supply the goods on the Order.; If you have the Currencies, Languages and Advanced Pricing Value Pack, please click here for details about printing the Order document using different Forms depending on the Delivery Mode.
Reserved: Check this box if you want to reserve stock of the ordered Items for this Order. When delivering similar Items in fulfilment of other Orders, FirstOffice will maintain sufficient stock for this Order while it remains undelivered.
Order Class: Paste Special Order Classes setting, Sales Support module; Enter the Order Class for the Order (if any). Order Classes permit the analysis of Orders for reporting or prioritising.
Total GP: The total gross profit for the Order.
GP%: The overall gross profit for the Order, shown as a percentage.
Comment: Default taken from Customer; Record here any comment about this Order: the comment will not be printed on Delivery Notes and will not be transferred to Invoices. The default is taken from the Order Comment field in the Customer record ('Company' card).

Please click here for details about the Language field added to this card by the Currencies, Languages and Advanced Pricing Value Pack, and here for details about the Location field added by the Stock Locations Value Pack.

Entering a Sales Order - Inv. Address Card

Invoice to Address

Default taken from Customer

Used as default in Invoices

The Customer's address, as entered on the 'Contact' card of the Customer record. If you need to change something for this Order only, you can do so. Permanent changes should be made in the Customer register.

Phone, Fax

Default taken from Customer

The Customer's telephone and fax numbers, as entered on the 'Contact' card of the Customer record.

VAT Zone

Default taken from Customer

These radio buttons show the Zone for this Customer, brought in from the Customer record. The Account Usage S/L setting allows different defaults for the Sales Account and the VAT Account to be set up for each Zone. The setting cannot be changed for this Order: any should be made in the Customer register before entering Orders.

Entering a Sales Order - Del. Address Card

Delivery Address: Default taken from Customer; Used as default in Deliveries; Enter the Delivery Address here, if different from the Invoice Address or the usual Delivery Address shown on the 'Delivery' card of the Customer record.

When the Order is complete, click the [Save] button to save it. The screen title changes from 'Order: New' to 'Order: Inspect'. Until the Order has been saved, Deliveries cannot be made.

Inspecting and Changing Sales Orders

You can change an Order at any time unless it has been closed. To do so, ensure you are in the Sales Support module and click the [Sales Orders] button in the Master Control panel. The 'Orders: Browse' window is opened, listing all Orders. Double-click on the Order you want to inspect or change. The window 'Order: Inspect' will appear. This is identical to the 'Order: New' window described here.

If you have issued a Delivery or Invoice from the Order, some changes may not be permitted. For example, you cannot change a Quantity to a number lower than has already been delivered. You can add new rows at any time, but you cannot insert or remove rows after Deliveries have begun, even if no Delivery has been made from the row in question.

Printing Sales Orders

It is often necessary to print Orders, perhaps for the purpose of confirmation or acknowledgement, or to gain an authorisation signature. There are three ways to print an Order.

While entering or inspecting an Order, click the Printer icon in the Button Bar or select 'Print' from the File menu. If you want to print to screen, click the Preview icon.
Click the [Documents] button in the Master Control panel or select 'Documents' from the File menu. Double-click 'Sales Orders' in the 'Documents' list window, or click it once and press the Enter key. Indicate the Order Number (or range of Order Numbers) to be printed and press [Run].
Orders can be printed automatically. This is controlled using the Auto Actions setting in the System module.

Whichever method is used, the Form used is determined as follows:

Using the Form register in the System module, design the sales order and name it "ORDER". Use the 'Properties' function on the Operations menu to assign a Document Type of "Order". A sample "ORDER" is supplied with FirstOffice: this can be modified to suit your requirements. Full instructions for using the Form register can be found here.
Select the Sales Support module using the [Select Module] button in the Master Control panel or the Ctrl-0 (Windows and Linux) or ⌘-0 (Macintosh) keyboard shortcut.
Click the [Documents] button in the Master Control panel or select 'Documents' from the File menu. The 'Documents' list window is opened: highlight 'Sales Orders'.
Select 'Define Document' from the Operations menu.
In the subsequent window, enter "ORDER" in the Form field of the first row (you can use 'Paste Special' to ensure the spelling is correct). If appropriate, you could use the first and second rows to ensure both an order acknowledgement and an order authorisation are printed at all times, using different Forms.
Click [Save] to save the Order Form definition. From now on, the order form that you have designed will be used, from the 'Documents' function and from the Printer and Preview icons.

Operations Menu

The Operations menus for Orders are shown above. The first illustration shows the Operations menu for the 'Orders: Browse' window: the selected function will apply to the first record highlighted in the list. The second illustration shows the Operations menu for the 'Order: New' and 'Order: Inspect' windows.

Please click here for details about the 'Update Currency Price List Items' function added to this menu by the Currencies, Languages and Advanced Pricing Value Pack.

Operations Menu - Create Delivery

To issue a Delivery from a Sales Order, select 'Create Delivery' from the Operations menu. For the function to have any effect, you must save all changes to the Sales Order (use the [Save] button).

A new record will be created in the Delivery register (in the Stock module), and opened in a new window, entitled 'Delivery: Inspect'. This means that it has been created and saved and is being opened for amendment and approval.

The Delivery record takes its information from the Order, and tries to ship as many Items on the Order as possible. Plain Items are shipped without any control. For Stocked Items, FirstOffice will check the stock balance and suggest a shippable quantity for each Item.

If you need to make a part shipment, change the Delivery Quantity in the appropriate Delivery rows. You can also remove entire rows, by clicking on the row number to the left and pressing the Backspace key. FirstOffice does not allow you to deliver a greater Quantity than was ordered. For Stocked Items, you can also prevent delivering more than you have in stock by using the Do Not Allow Over Delivery option in the Stock Settings setting.

If you have already made a part shipment, when the time comes to ship the remainder of the Order, FirstOffice will again attempt to ship as many of the remaining Items on the Order as possible. The default quantity on the second Delivery will be the same, irrespective of whether the first Delivery has been approved.

To print Freight Labels, use the function on the Operations menu. To print a Picking List, click the Printer icon. To print a Delivery Note, approve the Delivery (see next paragraph), click the [Save] button and then click the Printer icon. Alternatively, go into the Stock module and use the 'Documents' function on the File menu or the [Documents] button in the Master Control panel.

When the Delivery is complete, click the OK check box and save. This signifies that the Delivery has been approved. If you have determined that cost accounting transactions are to be created at the point of delivery, stock transactions in the Nominal Ledger will now be raised (they may otherwise be raised after invoicing). You will no longer be able to modify the Delivery. You will not be able to raise an Invoice for the Delivery until it has been approved.

Please click here for a full description of the screen, including detailed information about shipments, stock and Nominal Ledger Transactions.

To close the screen and return to the Order, click the close box. You will be asked if you want to save any changes. The Del 1 and Del 2 fields of the Order (visible on flip D) will be updated automatically (you will need to close the Order and re-open it to see this). You will no longer be able to delete the Order.

If you run the 'Create Delivery' function from the Operations menu of the 'Orders: Browse' window, it will only create a Delivery for the first highlighted Order. You can also create a Delivery by dragging an Order from the 'Orders: Browse' window to the 'Deliveries: Browse' window. In this case, the new Delivery will not be opened automatically for checking and approval.

If the function does not create a Delivery, the probable causes are:

The Order has been marked as Closed.
All Items on the Order have already been delivered.
You have logged in as a user that is not permitted to create Deliveries from Orders. This is controlled using Access Groups. To do this, deny access to the 'Delivery from Order' and/or 'Disallow Delivery from not OKed Order' Actions as appropriate.
There is no valid record in the Number Series - Deliveries setting (in the Stock module). This might be a fault in the setting itself, or it might be because the default Delivery Number in the Number Series Defaults setting (in the System module) is not in a valid Number Series. This problem will usually occur at the beginning of a new year.

Operations Menu - Create Invoice

To raise an Invoice from a Sales Order, select 'Create Invoice' from the Operations menu. For the function to have any effect, you must first save all changes to the Sales Order (use the [Save] button), and there must be at least one approved Delivery.

A new record will be created in the Invoice register (in the Sales Ledger). It will be opened in a new window, entitled 'Invoice: Inspect'. This means that it has been created and saved and is being opened for amendment and approval.

The Invoice takes its information from the Order, and, as a default, assumes that all delivered Items are to be invoiced. If you have made and approved a part Delivery, the Invoice will default to the Quantity of that Delivery. If you have made and approved two part Deliveries, the Invoice will be for the aggregate Quantity of both Deliveries. If you have made two part Deliveries, only one of which is approved, the Invoice will be for the Quantity on the approved Delivery only.

You can change the Quantity of one or more rows on the Invoice screen as appropriate, but not to a Quantity that is greater than that delivered. You can also remove entire rows, by clicking on the row number to the left and pressing the Backspace key, or add new rows. If you need to invoice a greater Quantity than was delivered, you must do so by adding a new row to the Invoice. Ensure that the Update Stock box on the 'Delivery' card of the Invoice is checked so that stock levels are updated accordingly and, if appropriate, to cause cost accounting transactions to be created in the Nominal Ledger for the extra quantity. The Update Stock box will only apply to Invoice rows that are not related to the Order.

To print an Invoice, click the Printer icon. If the Invoice has not been approved and if you are not using the No Test Printout option in the Configuration setting in the System module, the printed Invoice will be marked as a test print, so that it cannot be confused with the final version of the Invoice.

When the Invoice is complete, click the OK check box and save. This signifies that the Invoice has been approved. Associated transactions in the Nominal Ledger (including cost accounting transactions if you are using this option) will be raised and you will no longer be able to modify the Invoice. If you are raising part Invoices from an Order, you will be able to raise further Invoices even if the previous one has not been approved.

Please click for a full description of the Invoice screen and of approving and printing Invoices.

To close the screen and return to the Order, click the close box. You will be asked if you want to save any changes. The Invoiced field of the Order (visible on flip D) will be updated automatically (you will need to close the Order and re-open it to see this).

If you run the 'Create Invoice' function from the Operations menu of the 'Orders: Browse' window, it will only create an Invoice for the first highlighted Order. You can also create an Invoice by dragging an Order from the 'Orders: Browse' window to the 'Invoices: Browse' window. In this case, the new Invoice will not be opened automatically for checking and approval.

If the function does not create an Invoice, the probable causes are:

There are no Items on the Order awaiting invoicing.
You have logged in as a user that is not permitted to create Invoices from Orders. This is controlled using Access Groups. To do this, deny access to the 'Invoice from Order' Action.
There is no valid record in the Number Series - Invoices setting (in the Sales Ledger). This might be a fault in the setting itself, or it might be because the default Invoice Number in the Number Series Defaults setting (in the System module) is not in a valid Number Series. This problem will usually occur at the beginning of a new year.

If you create an Invoice by mistake using this function, you can delete it using this procedure:

Set the value of the Invoice to zero. Do this by removing every row from the Invoice or by changing all quantities to zero.
Delete the Invoice using the 'Delete' command on the Record menu.

Operations Menu - Order Status

This function produces a report for the Order currently open in a record window or for the first Order highlighted in the 'Orders: Browse' window. This report summarises all aspects of the Order, including Order details, each Delivery and each Invoice.

Operations Menu - Item Status

This function provides instant feedback for the Item shown in the Order row containing the cursor or highlighted in the 'Paste Special' window listing Items, showing in a new window the quantity in stock, the quantity on order and the quantity shippable.

Please click here for full details.

Operations Menu - Print Internal Order

A printed order is usually sent to the customer to confirm that the order has been entered. An internal order form is used within the company for administrative purposes and reference.

There are three ways to print an internal Order.

While entering or inspecting an Order, select 'Print Internal Order' from the Operations menu.
Click the [Documents] button in the Master Control panel or select 'Documents' from the File menu. Double-click 'Internal Orders' in the 'Documents' list window. Indicate the Order Number (or range of Order Numbers) to be printed and press [Run].
Internal Order forms can be printed automatically. This is controlled using the Auto Actions setting in the System module.

Whichever method is used, the Form used is determined as follows:

Using the Form register in the System module, design the internal order and name it "INTERNAL_ORDER". Use the 'Properties' function on the Operations menu to assign a Document Type of "Internal S/Order". A sample "INTERNAL_ORDER" is supplied with FirstOffice: this can be modified to suit your requirements. Full instructions for using the Form register can be found here.
Select the Sales Support module using the [Select Module] button in the Master Control panel or the Ctrl-0 (Windows and Linux) or ⌘-0 (Macintosh) keyboard shortcut.
Click the [Documents] button in the Master Control panel or select 'Documents' from the File menu. The 'Documents' list window is opened: highlight 'Internal Orders'.
Select 'Define Document' from the Operations menu.
In the subsequent window, enter "INTERNAL_ORDER" in the Form field of the first line (you can use 'Paste Special' to ensure the spelling is correct).
Click [Save] to save the Internal Order Form definition. From now on, the internal order form that you have designed will be used, from the 'Documents' function and from the Operations menu function.

!

Before you start entering Orders, you must define the current accounting year using the Fiscal Years setting. You should also have defined your sequence of Order Numbers using the Number Series - Sales Orders setting.

!

You are not bound by the values suggested as defaults by FirstOffice. For most fields you can change the preset values into something that suits you better. Changes made here are valid only for the Order you are working with.