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 Orders module to enter or work with Orders.

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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 Orders module, then click the [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 StatusDelvdInvd
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. You usually cannot invoice an Order before a Delivery has been made and approved. The Cl. column shows the Order Class. The Down Paid column shows the value of any Down Payment Invoice (i.e. deposit) issued from an Order, including VAT.

The functions on the Operations menu are described here.

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.

HansaWorld Enterprise provides several shortcuts to simplify your work with entering Orders. You can 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.

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You are not bound by the values suggested as defaults by HansaWorld Enterprise. In most fields you can change the pre-set 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 six cards. At the top of each is the header. This contains the Order Number, the Customer Number and Name. There are six 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.

When the Order is complete, click the [Save] button to save it. The screen title changes from 'Order: New' to 'Order: Inspect'. You cannot issue a Delivery from an Order until you have saved it.

Entering a Sales Order - Header

No.
Paste Special    Select from another Number Series
The number of the Order. The default is the first unused number in the number sequence allocated to the current user on the 'Serial Nos' card of their Person record or specified in the Number Series Defaults setting in the System module, or from 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. After saving, 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 you mark an Order as Closed, you will not be able to create Deliveries from it. However, you will still be able to create Invoices for earlier Deliveries.

You cannot re-open a Closed Order.

In multi-user systems, you can prevent certain users from marking an Order as Closed using Access Groups (by denying access to the 'Disallow Closing Order' Action).

Reserved
Check this box if you want to reserve stock of the ordered Items for this Order. When you deliver similar Items in fulfilment of other Orders, HansaWorld Enterprise will maintain sufficient stock for this Order while it remains undelivered.

Note that the Reserved check box operates by quantity in stock only. You should not allocate Serial Numbers to any of the Items on the Order until it is delivered, as HansaWorld Enterprise will not prevent the delivery of those particular Serial Numbers to other Customers.

The 'Create Deliveries from Orders' Maintenance function allows you to create Deliveries for every unfulfilled Order that can be satisfied from stock. This function can give priority to Orders whose Reserved box is checked.

If you are using the Do Not Allow Reserving More Than In Stock option in the Order Settings setting, you will not be able to reserve stock for an Order if the Order Quantity of an Item is greater than the quantity you have in stock. When you try to save an Order in which you have attempted to do this, you will be told, "You cannot reserve more than is available in stock". This check will only be made for Stocked Items. If you want it to be made for Structured Items as well, use the Paste Components During Entry option in those Items ('Recipe' card). The 'Item Status' function (described briefly here and in full here) will allow you to compare the stock balance with any previously reserved quantity.

You can use Access Groups to control who can check the Reserved box in Sales Orders. To do this, deny access to the 'Change Reserved Status on Orders and Stock Movements' 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. Enter this date using the format specified in the Planned Delivery setting. Available options are free text, date, week number or year-week (four characters).

Using the options on the 'Delivery' card of the Contact record each Customer, you can choose to have the Delivery Date of the Deliveries created from this Order default to the current date or to this Planned Delivery Date. If you use the latter option, this field must use the Date format, set in the Planned Delivery setting.

You can specify a separate Planned Delivery Date for any of the Order rows (on flip E). However, these dates cannot be used to determine the Delivery Date of Deliveries created from the Order in the manner described in the previous paragraph.

If you are using the Force Planned Delivery Date option in the Planned Delivery setting, you must enter a Planned Delivery Date either here or in each Order row before you can save the Order.

If you would like to prevent Deliveries from being created before the Planned Delivery Date (either here or on flip E), check the No Deliveries before Planned Date box in the Planned Delivery setting.

Some businesses operate on the 'Just In Time' principle whereby Purchase Orders for Items on Sales Orders are raised as late as possible, so that the goods arrive just before they are scheduled for delivery to the Customer. You can use the 'Create Planned Records' Maintenance function to create Purchase Orders for Items on Sales Orders based on their Planned Delivery Dates and the lead times of the Items in question. If you have specified a Planned Delivery Date for any of the Order rows, the function will use that date in place of the one specified here. Again, this field must use the Date format, set in the Planned Delivery setting, if you wish to use this feature.

Desp. Date
Paste Special    Choose date
Record here the date the Order was delivered. This field is not updated automatically when a Delivery is issued from the Order. However, if you are using the Copy Order Date to Despatch Date option in the Order Settings setting, the current date will appear here when you create the Order, and this date will change whenever you change the Order Date.

Pay. Term
Paste Special    Payment Terms setting, Sales/Purchase Ledger
Default taken from    Contact (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 (in the Language of the Customer if necessary), entering basic Payment Terms records using the Sales Ledger setting can enable you to configure a system of early settlement discounts.

Salesman
Paste Special    Person register, System module
Default taken from    Contact
Register the Salesman responsible for the Order here. There are many reports in the Sales Orders and Sales Ledger modules that can be broken down by Salesman. It is also possible to assign commission on Items sold, using the Bonus setting in the Sales Ledger, the Bonus % field on the 'Pricing' card of the Item screen or the Bonus field on the 'Bonus' card of the Person screen.

This field is also used by the Limited Access module: please refer to the description of the Sales Group field (on the 'Del Terms' card) for details.

Despatch Time
Paste Special    Current Time
Record here the time the Order was delivered. This field is not updated automatically when a Delivery is issued from the Order.

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 on the 'Serial Nos' card of the Person record of the current user. References entered will appear on any Invoices created from the Order.

Attn.
Paste Special    Contact Persons in Contact register
Default taken from    Contact
Record here the person for whose attention any Deliveries made from this Order are to be marked. 'Paste Special' will list the Contact Persons belonging to the Customer.

Object
Paste Special    Object register, Nominal Ledger/System module
You can assign up to 20 Objects, separated by commas, to an 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 (Cost of Sales Account) (if you are making cost accounting postings from Invoices), 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).

The Objects specified here will also be transferred to any Deliveries issued from this Order and will be assigned to the debit posting to the Cost Account (Cost of Sales Account) in any Nominal Ledger Transactions generated from those Deliveries.

Any Objects specified for the Customer will be copied here as a default, as will any Objects specified in the Person records for the Customer's Salesman or, if the Customer does not have a Salesman, the current user. Usually these Objects will represent the Customer and the Salesman.

Cust Ord. No.
Record the Customer's Purchase Order Number here. It will be printed on all documentation associated with the Order.

Entering a Sales Order - Items Card

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

Before adding any rows to an Order, ensure that the Currency and Exchange Rate specified are correct. If there is an Exchange Rate, all prices transferred from the Item register will be converted. However, if you change the Exchange Rate after you have added rows to the Order, their prices will not be converted.

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, Alternative Code 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.

If the Item is a Structured Item whose Paste Components During Entry check box is on ('Recipe' card of the Item record), its components will be listed on the following rows when you enter a Quantity. If you need to change the Quantity, you should remove the Structured Item and its components and enter the Structured Item again (otherwise the gross margin and gross profit figures will not be correct).

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.

If you have entered various translations of the Description on the 'Texts' card of the Item screen, the correct translation will be brought in according to the Language of the Order (specified on the 'Del Terms' card). In addition, HansaWorld Enterprise will take any rows of text that have been entered on the 'Texts' card of the Item record without a Language and move them into the Description field, as shown below.

Unit Price
Paste Special    Price register, Pricing module
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. If there is a Price List applying to this Order, it will be shown on the 'Del Terms' card.

This figure will include VAT (and TAX) if the Price List specified is one that is Inclusive of VAT or if you have specified on the 'VAT & Tax'card of the Account Usage S/L setting in the Sales Ledger that Base Prices include VAT (or VAT and TAX).

If a Currency and Exchange Rate have been specified in the Order, this figure shown will be in the Currency concerned (i.e. having undergone currency conversion).

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 one shown on the 'Del. Terms' card.

%
Discount percentage. If you have allocated a Discount Matrix that includes this Item to the Customer, the correct discount percentage (quantity discount) for the Item Number and Quantity will be calculated automatically. You can change to an adhoc percentage if necessary. If there is a Discount Matrix applying to this Order, it will be shown on the 'Del Terms' card.

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 in HansaWorld Enterprise. Please refer here for details and an example.

The percentage entered here can act as a discount, margin factor or markup. This is controlled using the Discount Options setting in the System module.

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 (and TAX) if the Price List specified is one that is Inclusive of VAT or if you have specified on the 'VAT and Tax' card of the Account Usage S/L setting that Base Prices include VAT (or VAT and TAX).

This figure will be rounded up or down according to rounding rules set for the Currency in the Currency Round Off setting in the System module.
Flip B
A/C
Paste Special    Account register, Nominal Ledger/System module
The 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 'Sales' card of the Account Usage S/L setting. You can change this default in a particular Order row if necessary.

Object
Paste Special    Object register, Nominal Ledger/System module
Default taken from    Item
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. Usually the Objects specified here will represent the Item.

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. They will be assigned to the debit posting to the Cost Account (Cost of Sales Account) in any Nominal Ledger Transactions generated from those Deliveries. They will also be assigned to the credit posting to the Stock Account if you are using the Object on Stock Account option in the Cost Accounting setting in the Stock module.

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. A default is offered, taken from the Sales VAT Code field in the Contact record for the Customer. If that field is empty, the default is taken from the Item, the Item Group or from the 'Sales' 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 would like this figure to be updated with the unit FIFO value used in the Delivery, use the Update GP on Order when Delivering option in the Order Settings setting. The Gross Profit will be recalculated accordingly when you approve the Delivery.

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. You cannot change this figure yourself, but it will be recalculated if you change the Unit or Cost Price or the % discount.
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 figures). The Del 1 quantity includes both approved and unapproved Deliveries, while the Del 2 field only shows approved Deliveries. You cannot Invoices raise for Deliveries that have not yet been approved.

If you are using the Automatic Delivery for Service and Plain Items option in the Stock Settings setting in the Stock module, these fields will be changed to show the Order Quantity when the Order is saved, if the Item is a Plain or Service Item. This means that you can invoice such Items immediately without the need for a Delivery, and that they will not appear on any Deliveries. It also means that you cannot reduce the Order Quantity for such Items once you have saved the Order.

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 usually cannot raise an Invoice you have issued and approved at least one Delivery. In the case of partial Deliveries, you can only raise Invoices for the quantity delivered. Please refer to the description of the 'Create Invoice' Operations menu function for details of the exceptions to this rule.

If you invalidate an Invoice related to the Order, the Invoiced Quantity for each Order row in the Invoice will be updated automatically.

If you credit an Invoice related to the Order, the Credit Notes Update Invoiced Quantity option in the Order Settings setting controls whether the Invoiced Quantity will be updated automatically.

If you are using this option, the Invoiced Quantity figure will be updated automatically if you create the Credit Note by duplicating the original Invoice or using the 'Create Credit Note' Operations menu function from the original Invoice or from the Returned Goods screen. If you duplicate the original Invoice, the Invoiced Quantity figure will only be updated if you enter the appropriate Payment Term and the number of the Invoice to be credited before you save the Credit Note for the first time.

If you are not using the Credit Notes Update Invoiced Quantity option, you can update the Invoiced Quantity using the 'Recalculate Orders' Maintenance function.

If you create the Credit Note by entering a new record to the Invoice register, the Invoiced Quantity figure in the originating Order will not be updated, irrespective of whether you are using the Credit Notes Update Invoiced Quantity option, and it will not be updated by the 'Recalculate Orders' function.

If the Invoice you are crediting was created using the 'Group Invoicing' Maintenance function, the Invoiced Quantity in the relevant Orders will not be updated irrespective of whether you are using the Credit Notes Update Invoiced Quantity option.

Recipe
Paste Special    Recipes setting, Stock module
Default taken from    Item
If the Item is a Structured Item whose Paste Components During Entry box (on the 'Recipe' card of the Item record) has not been checked, its Recipe is recorded here, brought in from the Item record. A Structured Item is essentially an Item that is assembled by your company from purchased components: its Recipe lists those components with quantities. Recipes are set up using a setting in the Stock module. You should not change the contents of this field.
Flip E
Serial No.
Paste Special    Serial Numbers of Items in stock
If Serial Numbers are required for the Item, you can enter them here or, preferably, on the Delivery screen (obtained using the 'Create Delivery' function on the Operations menu). If the Quantity is greater than one, the Delivery screen will have a number of rows each with a Quantity of one, allowing you to enter Serial Numbers individually. On returning to the Order, only the Serial Number of the last Item will be visible.

When the time comes to raise an Invoice, where the Quantity is greater than one the Invoice can mirror the Order (i.e. with a single row for the Serial Numbered Item with the Quantity from the Order and containing only the last Serial Number) or it can mirror the Delivery (i.e. with a number of rows each with a Quantity of one, showing each Serial Number). The latter case will be useful if you need to have the Serial Numbers printed on Invoices as well as on Delivery Notes. Make this choice using the Invoice based on Delivery option in the Order Settings setting.

If you have not specified a Location in the Order, the 'Paste Special' list will show the Serial Numbers of Items in all Locations, with an indication of the Location in which each Item is stored. However, if you have specified a Location on the 'Del Terms' card, only those Serial Numbers stored in that Location will be shown in the 'Paste Special' list.

If you would like Best Before dates to be shown in the 'Paste Special' list, switch on the Show Best Before Dates option in the Item Settings setting in the Sales Ledger. Best Before Dates are entered using the Batch Specifications setting in the Stock module.

The 'Paste Special' list will not be shown if you are using the No Serial No. on Goods Receipts option in the Stock Settings setting. In this case, if you do enter a Serial Number here, no check will be carried out that the one you have used is valid (i.e. one that is currently in stock).

Usually, no default Serial Numbers will be offered, so you will need to enter them yourself. There is no automatic FIFO allocation.

Plan. Del.
Paste Special    Choose date
The date on which the Item is scheduled to ship, if this is different to the Planned Delivery Date on the 'Date' card. Enter this date using the format specified in the Planned Delivery setting. Available options are free text, date, week number or year-week (4 characters).

If you are using the Force Planned Delivery Date option in the Planned Delivery setting, you must enter a Planned Delivery Date either here or on the 'Date' card before you can save the Order.

If you are using the 'Create Planned Records' Maintenance function to create Purchase Orders for Items on Sales Orders based on the 'Just In Time' principle, this field must use the Date format, set in the Planned Delivery setting. For this purpose, it will take precedence over any such date entered on the 'Date' card.

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 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, HansaWorld Enterprise will calculate the Sum using the formula Sum = (Quantity/Price Factor) * Unit Price.
Flip F
Delivery Note
You can use this field to record any documentation number connected with this Order row, for purposes of cross-reference. This field is not updated automatically.

Location
Paste Special    Locations setting, Stock module
You can enter a separate stock Location for each row of the Order. This will be transferred to flip B of any Delivery row resulting from this Order row. Please refer to the section describing the Location field on the 'Del Terms' card for full details.

If the 'Item Status' window is on screen and you have specified a Location here, the quantities shown will refer to this Location, not the one specified on the 'Del Terms' card. If you have not specified a Location here or on the 'Del. Terms' card, the quantities will refer to all Locations. This will be the case even if you have specified a Main Location in the Stock Settings setting.

Source
Paste Special    Sources setting, Stock module
Default taken from    Item
This field allows you to record the origin of the Item (e.g. the manufacturer). This will be copied to the Delivery.
Flip G
These fields have been provided for use in the EDI (Electronic Data Interchange) module where you may need to record the history of perishable goods such as fruit and vegetables. They will also be useful in other circumstances where the detailed recording of dated information of any kind is required. You can use the Sourcing List report to print out this information.

Use 'Paste Special' from each field to choose a date or enter the current time as appropriate.

If you need to enter information to these fields, you must do so before you create a Delivery from the Order row. Once a Delivery exists, you cannot change the information in these fields.

Pick. Date, Time
The date and time the goods were picked or harvested.

Inl. Date, Time
The inload date and time when the goods were received into your warehouse.

Desp. Date, Time
Record here the despatch date and time for this Order row if they are different to those entered on the 'Date' card.
Flip H
Unit, Unit Qty, Unit Pr. of Unit
These fields allow you to sell an Item using a different Unit to that specified on the 'Pricing' card of the Item record.

If you enter a Unit that has a Qty Factor here, the Quantity and pricing for the Order row will change accordingly. For example, an Item is usually sold in single units. If you sell two dozen of them, you can enter the Unit representing one dozen (i.e. one whose Qty Factor is "12") in this Unit field and "2" in the Unit Qty field. The Quantity on flip A will change to "24" (i.e. 2 x 12) and the pricing will be adjusted accordingly. The Unit Price of Unit field will show the price for one dozen (i.e. the price of one of the new Unit).

Use 'Paste Special' from the Unit field to choose from a list of Units.

Use the 'Recalculate Weight and Volume' function on the Operations menu to update the Total Quantity, Weight and Volume on the 'Del Terms' card of the Order.

Width, Height, Depth
Default taken from    Item
These fields contain the dimensions of the Item. You can use them together with the Unit Qty field if the Item is sold by area or volume. Please refer to the description of the Units setting for details and an example.
Footer

Entering a Sales Order - Items Card Part 2 (Flips C-H)

This page describes the fields on flips C-H of the 'Items' card of the Sales Order record. Please follow the links below for descriptions of the other cards:
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Flip C

Order Type
Paste Special    Choices of possible entries
Default taken from    Item (Default Order Type)
Use the Order Type field to specify whether an Item will be "Drop Shipped" (ordered from a Supplier who will deliver the Item directly to your Customer so it doesn't pass through your warehouse).

If you set this field to "Default", the Item will obey the Order Type specified on the 'Terms' card in the header. Please refer to the description of the Order Type field on the 'Terms' card here for more details.

Cost
The unit Cost Price of the Item will be used in Gross Profit and Margin calculations.

The default offered in each row will be chosen as follows:
  1. If an Item is Serial Numbered at the Batch or Unit level, you are using the Cost Price for Serial Number option for that Item and you are using the Use Actual Cost Price for GP Cost option in the Cost Accounting setting in the Stock module, the appropriate Cost Price for the Serial Number will be brought in to this field when you specify a Serial Number on flip E.

  2. If the Price List of the Order is one whose Type is "BuyBack", the Cost Price will be taken from the record in the Price register for the Item/Price List/Customer combination.

  3. The Cost Price from the Item record will be used.

    If you need the figure that is brought in to be the Cost Price of the Item plus its Extra Cost, select the Include Item Extra Cost in Cost option in the Cost Accounting setting in the Stock module.

If you would like this figure to be updated with the unit cost of sales value when you mark the related Delivery as OK and save, use the Update Cost Price on Order when Delivering option in the Order Settings setting. The Gross Profit will be recalculated accordingly.

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.

You can prevent certain users from changing Cost Prices in an Order using Access Groups, by denying them access to the 'Changeing Cost on Sales Order Rows' Action. You can also hide the Cost field altogether, by denying access to the 'View Item's Cost Price' Action. This will hide the Cost field, the GP field immediately below and the GP % and Total GP fields in the footer, and it will hide the same fields in Invoices and Quotations as well.

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. You cannot change this figure yourself, but it will be recalculated if you change the Unit or Cost Price or the % discount.

Flip D

Salesmen
Paste Special    Person register, System module and Global User register, Technics module
If necessary, you can specify a different Salesman or Salesmen (separated by commas) for each row of the Order.

From any Invoices created from the Order, the Bonus, Salesman report will assign any commission for the corresponding row in the Invoice to the Salesman specified in the row only (i.e. not to the Salesman specified in the header).

The 'Workflow Activity' function will not create Activities for the row Salesmen, and the Order will not be recognised as belonging to the row Salesmen by the Limited Access feature.

Del., Del. OK
These two fields display the quantity delivered from the Order row. They will be updated automatically when you create Deliveries from the Order (you will need to close the Order and re-open it to see the updated figures). The Del. figure will be calculated from all Deliveries, while the Del. OK figure will be calculated only from Deliveries that have been marked as OK. You cannot raise Invoices for Deliveries that have not yet been marked as OK.

If the Item is a Plain or Service Item and if you are using the Automatic Delivery for Service and Plain Items option in the Stock Settings setting in the Stock module, the Order Quantity will be placed in these fields when you save the Order. This means that you can invoice such Items immediately without the need for a Delivery, and that they will not appear on any Deliveries.

Invoiced
This field displays the quantity invoiced from the Order row. It will be updated automatically when you raise Invoices from the Order (you will need to close the Order and re-open it to see the updated figure). The figure will be calculated from all Invoices, including those that have not yet been marked as OK.

If you invalidate an Invoice related to the Order, the Invoiced Quantity in the relevant Order rows will be updated automatically.

If you credit an Invoice related to the Order, the Invoiced Quantity will be updated automatically if you are using the Credit Notes Update Invoiced Quantity option in the Order Settings setting and providing you create the Credit Note using the following methods:
  1. You create the Credit Note by duplicating the original Invoice, and you enter the appropriate Payment Term and the number of the Invoice to be credited before you save the Credit Note for the first time.

  2. You create the Credit Note by selecting 'Credit Note' from the Create menu (Windows/Mac OS X) or from the + menu (iOS/Android) from the original Invoice or from the relevant Returned Goods record.
If you are not using the Credit Notes Update Invoiced Quantity option, you can update the Invoiced Quantity using the 'Recalculate Orders' Maintenance function.

If you create the Credit Note by entering a new record to the Invoice register, the Invoiced Quantity figure in the originating Order will not be updated, irrespective of whether you are using the Credit Notes Update Invoiced Quantity option, and it will not be updated by the 'Recalculate Orders' function. This is because the Credit Note will not be connected to the Order.

If you credit or invalidate an Invoice that was created using the 'Group Invoicing' Maintenance function, the Invoiced Quantity in the relevant Orders will not be updated irrespective of whether you are using the Credit Notes Update Invoiced Quantity option.

Recipe
Default taken from    Item
If the Item is a Structured Item whose Paste Components During Entry box (on the 'Recipe' card of the Item record) has not been ticked, its Recipe will be recorded here, brought in from the Item record. A Structured Item is essentially an Item that is assembled by your company on the point of delivery from components held in stock: its Recipe lists those components with quantities. You should not change this field. Please refer here for more details about Recipes.

Flip E

Serial No.
Paste Special    Serial Numbers of Items in stock
If the Item uses Serial Numbers at the unit or batch level, you can enter them here. They will then be transferred to the Delivery when you create it from the Order. However, it will be more usual to leave this field empty and to specify Serial Numbers in the Delivery.

If the Item uses Serial Numbers at the unit level and if the Quantity is greater than one, the Delivery will be given the appropriate number of rows each with a Quantity of one, allowing you to enter Serial Numbers individually.

One reason to specify Serial Numbers in an Order before creating a Delivery is when you want to reserve particular Serial Numbers against an Order. In this case, specify the Serial Numbers, save the Order and then select 'Reservations' from the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android). If the Item is Serial Numbered at the unit level and you have sold more than one, enter separate rows in the Order each with a Quantity of 1. Please refer here for more details about the 'Reservations' function.

If you enter a Serial Number in a new row, other details such as the Item Number and Name, pricing information, Location and, if appropriate, Position will be brought in automatically.

When you create an Invoice from an Order for an Item that uses Serial Numbers at the unit level, the Invoice can mirror the Order (i.e. it can contain a single row for the Serial Numbered Item with the Quantity from the Order and with no Serial Numbers) or it can mirror the Delivery (i.e. it can contain a number of rows each with a Quantity of one, showing each Serial Number). The latter case will be useful if you need to have the Serial Numbers printed on Invoices as well as on Delivery Notes. If you need the Invoice to mirror the Delivery, select the Invoice based on Delivery option in the Order Settings setting or, if you don't want to use this option, create the Invoice from the Delivery.

If you have not specified a Location in the Order, the 'Paste Special' list will show the Serial Numbers of Items in every Location, with an indication of the Location in which each Serial Number is stored. However, if you have specified a Location on the 'Del. Terms' card or on flip F of the row, the 'Paste Special' list will only show the Serial Numbers stored in that Location.

If you would like the Best Before date and/or Batch Status of each Serial Number to be shown in the 'Paste Special' list, select the Show Best Before Dates and/or Show Batch Status options respectively in the Item Settings setting in the Sales Ledger. Please refer to the description of the Batch Specifications setting in the Stock module for details about Best Before Dates and here for details about Batch Statuses.

The 'Paste Special' list will not be available if you are using the No Serial No. on Goods Receipts option in the Stock Settings setting. In this case, if you do enter a Serial Number here, no check will be carried out that the one you have used is valid (i.e. one that is currently in stock).

No default Serial Numbers will be offered, so you will need to enter them yourself. There is no automatic FIFO allocation.

Plan. Del.
Paste Special    Choose date
The date on which the Item is scheduled to ship, if this is different to the Planned Delivery Date on the 'Terms' card. Enter this date using the format specified in the Planned Delivery setting. Available options are Free Text, Date, Week Number or Year and Week (4 characters).

If you are using the Force Planned Delivery Date option in the Planned Delivery setting, you must enter a Planned Delivery Date either here or on the 'Terms' card before you can save the Order.

If you are using the 'Create Planned Records' Maintenance function to create Purchase Orders for Items on Sales Orders based on the 'Just In Time' principle, this field must use the Date format, set in the Planned Delivery setting. For this purpose, it will take precedence over the Planned Delivery Date entered on the 'Terms' card.

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 Unit Price of an Item refers to a box of 24 units, its Price Factor will be 24. Specifying a Price Factor for such an Item is only necessary if it will be sold in individual units (e.g. if you will break into the box of 24 to sell a single unit). The Price Factor will be used to calculate the price of a single unit (in this example, the Price Factor will be 24).

When you use an Item with a Price Factor in an Order row, the Quantity that you specify on flip A should be the quantity of individual units, not the quantity of boxes. When you enter a Quantity, the Sum will be calculated using the formula (Quantity/Price Factor) * Unit Price.

The Unit Price field on flip A (and the Base Price field in the Item record) can only support three decimal places. Using a Price Factor can be useful if you need to use more. For example, if the price per unit is 0.0001, you can enter 0.01 as the Unit Price and 100 as the Price Factor. This will result in a Sum of 0.0001 when the quantity is one.

Flip F

Delivery Note
You can use this field to record any documentation number connected with the Order row, for purposes of cross-reference. This field is not updated automatically.

Location
Paste Special    Locations setting, Stock module
You can enter a separate stock Location for each row of the Order. This will be transferred to flip B of any Delivery row resulting from this Order row. Please refer to the section describing the Location field on the 'Del. Terms' card for full details.

If you have specified a Location in this field, the figures in the 'Item Status' window will refer to this Location. If this field is empty, those figures will refer to the Location specified on the 'Del. Terms' card. If you have not specified a Location here or on the 'Del. Terms' card, the figures will refer to all Locations. This will be the case even if you have specified a Main Location in the Stock Settings setting.

After issuing a Delivery from a row, you will not be able to change the Location in that row, even if you have not yet marked the Delivery as OK.

Position
Paste Special    Position register, Warehouse Management module
You can only use this field if you are using the Warehouse Management module.

If so and if the Demand Position option has not been ticked in the relevant Location, you can specify the Position in the Location from which the Item will be taken. This will be copied to the Delivery.

If the Demand Position option has been ticked in the relevant Location, leave this field empty. In this case, you will create Deliveries using the 'Create Deliveries from Orders' Maintenance function which will specify Positions in each Delivery row automatically.

Source
Paste Special    Sources setting, Stock module
Default taken from    Item (Default Source)
This field allows you to record the origin of the Item (e.g. the manufacturer or farm). This will be copied to the Delivery and will be printed in Order documentation if you have included the "Source" field in your Form Template designs.

When producing a Sourcing List report, you can list Order rows with a particular Source.

Flip G

These fields have been provided for use in the EDI (Electronic Data Interchange) module where you may need to record the history of perishable goods such as fruit and vegetables. They will also be useful in other circumstances where the detailed recording of dated information of any kind is required. You can use the Sourcing List report to print out this information.

Use 'Paste Special' from each field to choose a date or enter the current time as appropriate.

If you need to enter information to these fields, you must do so before you create a Delivery from the Order row. Once a Delivery exists, you cannot change the information in these fields.

Pick. Date, Time
The date and time the goods were picked or harvested.

Inl. Date, Time
The inload date and time when the goods were received into your warehouse.

Desp. Date, Time
Record here the despatch date and time for this Order row if they are different to those entered on the 'Date' card.

Flip H

Unit, Unit Qty, Unit Pr. of Unit
These fields allow you to sell an Item using a different Unit to the one specified on the 'Pricing' card of the Item record.

If you enter a Unit that has a Qty Factor here, the Quantity and pricing for the Order row will change accordingly. For example, an Item is usually sold in single units. If you sell two dozen of them, you can enter the Unit representing one dozen (i.e. one whose Qty Factor is "12") in this Unit field and "2" in the Unit Qty field. The Quantity on flip A will change to "24" (i.e. 2 x 12) and the pricing will be adjusted accordingly. The Unit Price of Unit field will show the price for one dozen (i.e. the price of one of the new Unit).

Use 'Paste Special' from the Unit field to choose from a list of Units.

Width, Height, Depth
Default taken from    Item
These fields contain the dimensions of the Item. You can use them together with the Unit Qty field if the Item is sold by area or volume. Please refer to the description of the Units setting for details and an example.
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The Sales Order register in Standard ERP:

Go back to:

Entering a Sales Order - Items Card (Footer)

In addition to the Currency, 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.

You can prevent the printing of Sales Orders that have not yet been approved. Taken together with the previous point, this helps prevent the fraudulent creation and printing of unauthorised Sales Orders. Please refer to the 'Printing Sales Orders' page for details.

References in these web pages to approved Purchase Orders are to those whose OK check box has been switched on.

Currency
Paste Special    Currency register, System module
Default taken from    Contact (Sales Currency) or Default Base Currency
The Currency of the Order: the exchange rate is shown on the 'Currency' card where you can change it for this particular Order if necessary. Leave the field blank to use the home Currency (unless you have set a Default Base Currency, in which case this will be offered as a default and should be treated as your home Currency).

If the Contact record for the Customer has a Sales Currency specified on the 'Pricing' card, you can only use that Currency. Otherwise, you can use any Currency

If you change the Currency after adding Items to the Order, the prices of those Items will be converted automatically and immediately using the appropriate Exchange Rate for the date of the Order. .

Freight
The Freight setting in the Sales Ledger allows a fixed amount for Freight to be added automatically to each Order (or a calculated amount based on the total weight of the Items on the Order). If you are using this setting, the appropriate amount will be placed in this field when you enter a Customer Number (or when you change the Quantity in one of the rows). 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, and in the eventual Invoice, the amount will be posted to the appropriate Sales Account for the Zone of the Customer, set on the 'Sales' card of the Account Usage S/L setting.

Ext. Tax
When you define VAT Code records using the setting in the Nominal Ledger, you can specify that an additional tax, such as an environmental tax, is to be levied. If the VAT Code of any of the rows of the Order is one where you have defined such an additional tax, the amount of that tax will be shown in this field, in the Currency of the Order. That amount will be recalculated as you add Items to the Order. When you create an Invoice from the Order and then approve and save it, this Extra Tax will be credited to the Tax Account specified for the appropriate VAT Code. If you have specified a Tax Min. (minimum Extra Tax amount) for a VAT Code, and the Extra Tax in an Order is less than this minimum amount, this field will be blank. This field will also be blank if the Customer is one whose No Extra Tax box has been checked ('Terms' card).

VAT
The VAT total for the Order.

This figure is rounded up or down according to rounding rules set for the Currency (in the Currency Round Off setting in the System module). If the Order does not have a Currency, or the Currency in question has not been entered in the Currency Round Off setting, the rounding rules are taken from the Round Off setting (also in the System module).

VAT is calculated after the Sum of each row has been rounded up or down according to rounding rules set in the Currency Round Off setting.

TAX2
If the Order has a Region on its Del. Terms card, and the Region is one where a Regional Perception Tax is charged on at least one of the Items on the Order, the amount of that tax will be shown in this field, in the Currency of the Order. That amount will be recalculated as you add Items to the Order. When you create an Invoice from the Order and then approve and save it, this TAX2 will be credited to the Account specified in the appropriate Regional Perception Tax record. If you have specified a Min. (minimum Regional Perception Tax amount), and the TAX2 in an Order is less than this minimum amount, this field will be blank. This field will also be blank if the Customer is one whose No Region Perception box has been checked ('Terms' card).

Base
This shows the Order total including VAT in the home Currency (or in Base Currency 1 as defined in the Base Currency setting in the System module). It is not used if the Currency of the Order is blank.

Subtotal
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 for the Currency (in the Currency Round Off setting in the System module). If the Order does not have a Currency, or the Currency in question has not been entered in the Currency Round Off setting, the rounding rules are taken from the Round Off setting (also in the System module).

Entering a Sales Order - Currency Card

Currency
Paste Special    Currency register, System module
Default taken from    Contact (Sales Currency) or Default Base Currency
The Currency of the Order (also shown in the footer of the 'Items' card) is shown together with the exchange rate, which you can change for this particular Order if necessary. Leave the field blank to use the home Currency (unless you have set a Default Base Currency, in which case this will be offered as a default and should be treated as your home Currency).

If you change the Currency after adding Items to the Order, the prices of those Items will be converted automatically and immediately using the appropriate Exchange Rate for the date of the Order. . If you change the exchange rate, use the 'Update Currency Price List Items' function on the Operations menu to re-convert the prices of Items already in the Order.

Exchange Rates
Default taken from    Base Currency Rates setting and/or Exchange Rate register, System module
The current exchange rates for the specified Currency will be entered here by HansaWorld Enterprise. Ensure that they are correct before adding Items to the Order to ensure the correct currency conversion takes place.

One of two conversion methods will be used. The Dual-Base system will be useful for companies that have offices in two countries that need to report in both Currencies, for companies operating in countries where there is a second Currency (usually the US Dollar or Euro) in common use in addition to the national one, and for companies in the Euro zone who retain their old national Currency for comparison purposes. The second method is a simple conversion from the foreign Currency to the home Currency, applicable to the majority of worldwide Currency transactions. These are described below.
Exchange Rates (Dual-Base System)
In the example shown above, the Currency of the Order is the Euro. Base Currency 1 is the home Currency (GBP, Pounds Sterling) and Base Currency 2 is the Euro. The fields on the left show in the form of a ratio the exchange rate between the two base Currencies (taken from the latest record in the Base Currency Rates setting). In the illustration, GBP0.63 buys one Euro.

Note that European Monetary Union (EMU) regulations specify that the ratios must always show how many units of the home or foreign Currency can be bought with one Euro.

Exchange Rates (Simple Currency Conversion System)
In the case of a simple currency conversion system, the Rate and right-hand Base Currency 1 fields are used to show a simple exchange rate between the foreign and home Currencies. In the example shown below, the home Currency is US Dollars (USD) and the foreign Currency Japanese Yen (JPY). JPY122.15 buys USD1.00.

Please click here for more examples.

Entering a Sales Order - Del. Terms Card

Del. Terms
Paste Special    Delivery Terms setting, Sales/Purchase Orders module
Default taken from    Contact (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.

For each Delivery Term record you can specify an appropriate description in different Languages: the Language of the Order (below) will therefore determine the translation to be printed on any Delivery Notes produced from the Order.

Del. Mode
Paste Special    Delivery Modes setting, Sales Orders module
Default taken from    Contact (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.

For each Delivery Mode record you can specify an appropriate description in different Languages: the Language of the Order (below) will therefore determine the translation to be printed on any Delivery Notes produced from the Order.

You can also set up different versions of the Invoice, Order and Delivery documents for each Delivery Mode, perhaps incorporating appropriate payment instructions. To do this, enter the Delivery Mode in the Language field when defining documents. Document definition is described here.

Sales Group
Paste Special    Sales Groups setting, System module
Default taken from    Salesman
The Sales Group is brought in from the Person record after you have entered a Salesman (on the 'Date' card). If you have the Limited Access module, you can use this field to prevent a user from seeing all Sales Orders in the 'Orders: Browse' window by restricting their view to their own Orders or to those of their Sales Group.

Please click here for full details of the Limited Access module.

Order Class
Paste Special    Order Classes setting, Sales Orders module
Enter the Order Class for the Order (if any). Order Classes permit the analysis of Orders for reporting or prioritising.

In the case of Orders created from Quotations, the Quotation Class will be copied to this field if you are using the Transfer Qtn Class to Order option in the Order Settings setting.

If you will be using the 'Create Purchase Orders' Maintenance function to create Purchase Orders in batches from Sales Orders, you can do so for Sales Orders of a particular Class.

You must enter an Order Class if you are using the Require Order Class option in the Order Settings setting.

Location
Paste Special    Locations setting, Stock module
Used as default in    Deliveries
If the stock that will be used to satisfy this Order is to be taken from a particular Location, specify that Location here. Otherwise, stock from all Locations will be available. You can specify a separate Location for any Order row (on flip F), to override the one entered here.

If you have specified a Main Location in the Stock Settings setting, leaving this field blank means that stock will be taken from the Main Location. Note, however, that the Require Location option in the same setting has no power over this field. If you are using this option, you will not have to enter a Location here, but you will have to specify one in any Deliveries resulting from this Order.

A default Location can be brought in from the 'Bonus' card of the user's Person record or from the Local Machine setting in the User Settings module. The Local Machine setting is specific to the client machine you are working on.

If the 'Item Status' window is on screen, the quantities shown will only refer to the Location specified here if the Location field on flip F is empty. If you have not specified a Location here or on flip F, the quantities will refer to all Locations. This will be the case even if you have specified a Main Location in the Stock Settings setting.

If the 'Item Status' window shows that there is insufficient stock in the Location to fulfil the Order, use the 'Create Stock Movement' function on the Operations menu to move any stock that might exist elsewhere into the Location.

Project
Paste Special    Project register, Job Costing module (if installed)
Use this field to attach the Order to a Project. It requires the Job Costing module to be installed. The Project must have the same Customer as the Order.

If you have assigned an Order to a Project, you can still issue Deliveries in the usual way, but you must raise associated Invoices from the Job Costing module, using the 'Create Project Invoices' Maintenance function.

Once you have created a Delivery from the Order, you will only be able to change this field if it is empty. This allows you to assign a Project to an Order after the Order has been delivered. You should then use the 'Build Project Transactions from Deliveries' Maintenance function in the Job Costing module to create Project Transactions from the Delivery retrospectively. This will allow you to raise Invoices using the 'Create Project Invoices' function. Take care to choose the correct Project in this situation: after assigning a Project to an Order after it has been delivered and saving the Order, you will not be able to change or remove the Project. You cannot assign a Project to an Order if the Order has been delivered and invoiced.

You can attach an Order to an Active Project, but not to one whose Status is Finished or No More Transactions.

You can also create a new Project from an Order, using the 'Create Project' function on the Operations menu. This function will copy the Project Number of the new Project to this field automatically. If this field is not empty, the function will not create a new Project.

Invoice To
Paste Special    Customers in Contact register
Default taken from    Contact
If the invoice for this Order is to be sent to another company, such as a leasing company or a parent company, enter the Customer Number for that company here. That company must have their own Customer record in the Contact register. The default is taken from the Invoice To field specified on the 'Terms' card of the Contact record for the Order Customer.

Invoice Before Delivery
When you raise an Invoice from a Sales Order, usually only those Items that have been delivered will be included in the Invoice. This means that you must have issued an approved Delivery from the Sales Order before you can raise an Invoice. If you would like to raise an Invoice from the Order (for the complete value of the Order) before issuing Deliveries, check this box. If you have determined that cost accounting transactions are to be created at the point of delivery, stock transactions in the Nominal Ledger will still be raised when you approve and save the Delivery (i.e. use of the Invoices Before Delivery check box does not affect cost accounting in any way). However, if you have determined that cost accounting transactions are to be created from Invoices, stock transactions in the Nominal Ledger will not be raised. When you raise the Invoice, the value of the delivered Item will not be known because the Delivery does not yet exist. In this case you will need to record this transaction manually in the Nominal Ledger.

This check box applies to this Order only. If you would it to be switched on by default in all new Orders, check the Invoices Before Delivery box in the Stock Settings setting in the Stock module.

This option will have no effect if you are also using the Invoice Based on Delivery option in the Order Settings setting. Since this option ensures an Invoice has the same appearance as the related Delivery, and also includes the Delivery Number and total Delivery value in the Invoice, it requires a Delivery to be created from the Order first.

Price List
Paste Special    Price List register, Pricing module
Default taken from    Contact, Customer Category or Payment Term
Specify here the Price List that will determine the prices used on this Order. Ensure you have chosen the correct Price List before adding rows to the Order: if you forget, use the 'Update Currency Price List Items' function on the Operations menu to change the prices of Items added to the Order before the Price List was specified (save the Order before using this function).

When you add a row to the Order and specify an Item, HansaWorld Enterprise searches either in the Price register or in the Quantity Dependent Prices setting for the single record representing the Item/Price List combination and brings in the Unit Price from there. If the Price List is a Discount Price List, HansaWorld Enterprise will search in the Price register. Otherwise, it will search in the Quantity Dependent Prices setting. If no appropriate Price or Quantity Dependent Price record is found, the Unit Price will be brought in from the Item record.

If the Price List specified is one that is Inclusive of VAT, the Unit Prices and Sums of each Order row will include VAT.

When you create a new Order and specify a Customer, HansaWorld Enterprise will first look to the Contact record for that Customer for an appropriate Price List. If one hasn't been specified there, the Price List for the Customer Category to which the Customer belongs will be used. If this is blank, or the Customer does not belong to a Category, HansaWorld Enterprise will look to the Payment Term record allocated to the Customer. If the Payment Term is subsequently changed for this Order only, the Price List will only be changed if it is blank.

If you are using dated Price Lists the choice of Price List can depend on the Order Date, the Planned Delivery Date or the Despatch Date. Use the Price Based On options on the 'Pricing' card of each Contact record to specify the date that will be used for each Customer.

If you choose the Planned Delivery Date option, the standard Price List will be used if the Planned Delivery Date in the Sales Order is blank or in the wrong format. The Planned Delivery Date field must use the Date format, set in the Planned Delivery setting in the Sales Orders module. If you choose the Despatch Date option, the standard Price List will be used if the Despatch Date in the Sales Order is blank. The standard Price List is the one specified for the Customer on the 'Pricing' card, or the one in the Customer Category.

Dated Price Lists are described here, with an example here.

In multi-user systems, you can prevent certain users from changing the Price List in an Order using Access Groups (by denying access to the 'Change Price Lists' Action).

Credit Card
Paste Special    Credit Card register, Cheques module (if installed)
If the Order will be paid using a credit card, enter its number here. You can store known credit card numbers for each Customer in the Credit Card register in the Cheques module.

Language
Paste Special    Languages setting, System module
Default taken from    Contact
The Language Code determines the text to be transferred from various registers and settings, for example the Item Name, text for Payment Terms and Payment Mode, and the selection of document forms etc. Leave the field blank to use the home Language.

You can also use the Language to determine the Form that will be used when you print the Sales Order, and the printer that will be used to print it. This can include sending the document to a fax machine, if your hardware can support this feature. Do this in the 'Define Document' window for the Sales Order document, as described here. You can change the Language before printing the Sales Order even if it has been approved, to ensure it is printed on the correct printer or fax machine.

Authorisation
If the Order will be paid using a credit card, record the authorisation code here once it has been obtained.

Discount Matrix
Default taken from    Contact or Customer Category
If there is a Discount Matrix applying to this Order, it will be shown here. You cannot change this field. You can use Discount Matrices to administer quantity discounts.

Comment
Default taken from    Contact (Order Comment)
Record here any comment about this Order: the comment will not be printed on Delivery Notes and will not be transferred to Invoices.

Tot Quantity
This field shows the total number of Items on the Order and is updated automatically whenever the Order is saved. If this figure becomes inaccurate for any reason, use the 'Recalculate Weight and Volume' function on the Operations menu to update it.

Tot Weight
Default taken from    Items
This field will contain a calculated value based on the Order Quantity and the Weight of the Items and is updated automatically whenever the Order is saved. If the Weight of one of the Items is changed or if this figure becomes inaccurate for any other reason, use the 'Recalculate Weight and Volume' function on the Operations menu to update this field.

Tot Volume
Default taken from    Items
This field will contain a calculated value based on the Order Quantity and the Volume of the Items and is updated automatically whenever the Order is saved. If the Volume of one of the Items is changed or if this figure becomes inaccurate for any other reason, use the 'Recalculate Weight and Volume' function on the Operations menu to update this field.

Commission, Tot Incl. Com
These fields are used in Russia. Please refer to your local HansaWorld representative for details.

Sorting
Default Taken from    Contact (Sort Key)
The Sort Key (post code or your own routing code) will be entered here automatically when you specify a Customer. It will be used by the Sorted Order List report, a list in Sort Key order of Orders with a particular Planned Delivery Date. You can use this report as an aid for delivery drivers.

GP%
The overall gross profit for the Order, shown as a percentage.

Total GP
The total gross profit for the Order.

Entering a Sales Order - Price List Card

This page describes the fields on the 'Price List' card of the Sales Order record. Please follow the links below for descriptions of the other cards:
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Price List
Paste Special    Price List register, Pricing module
Specify here the Price List that will determine the prices used in the Order.

If you change the Price List after adding Items to the Order, the prices of those Items will be updated automatically and immediately. At any time, you can also use the 'Update Currency Price List Items' function on the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android) to update all prices in the Order.

When you create a new Order and specify a Customer, the Price List will be chosen as follows:
  1. It will be brought in from the 'Pricing' card of the Customer's Contact record.

  2. If the Customer doesn't have a Price List, the Price List for the Customer Category to which the Customer belongs will be used.

  3. If this is blank, or the Customer does not belong to a Category, the Price List will be taken from the Sales Pay. Term record allocated to the Customer. Note that if you change the Payment Term in an Order, the Price List in that Order will be changed if a Price List has been specified in the new Payment Term.
If you are using dated Price Lists the choice of Price List in a particular Order can depend on its Order Date, its Planned Delivery Date or its Despatch Date. Use the Price Based On options on the 'Pricing' card of each Contact record to specify the date that will be used for each Customer.

If you choose the Planned Delivery Date option, the standard Price List will be used if the Planned Delivery Date in the Sales Order is blank or in the wrong format. The Planned Delivery Date field must use the Date format, set in the Planned Delivery setting in the Sales Orders module. If you choose the Despatch Date option, the standard Price List will be used if the Despatch Date in the Sales Order is blank. The standard Price List is the one specified for the Customer on the 'Pricing' card, or the one in the Customer Category.

Dated Price Lists are described here, with an example here.

If the Price List specified is one that is Inclusive of VAT, the Unit Prices and Sums in each Order row will include VAT.

When you add a row to the Order and specify an Item, the Unit Price will be chosen as follows, assuming the Type of the Price List is "Discount":
  1. The Unit Price will be taken from the Price record with the relevant Item/Price List/Customer combination.

  2. It will be taken from the Price record with the relevant Item/Price List combination where the Customer field is empty.

  3. The Base Price from the Item record will be used.
If the Type of the Price List is "Qty Dep Values", the Unit Price will be chosen as follows:
  1. The Unit Price will be taken from the Quantity Dependent Price record with the relevant Item/Price List combination.

  2. The Base Price from the Item record will be used.
In multi-user systems, you can prevent certain users from changing the Price List in Quotations, Orders and Invoices using Access Groups, by denying them access to the 'Change Prices' Action.

Discount Matrix
Default taken from    Contact record for the Customer or Customer Category
If there is a Discount Matrix applying to an Order, it will be shown here. You cannot change this field. You can use Discount Matrices to administer quantity discounts: please refer here for more details..

If the Discount Matrix is one that calculates quantity discounts based on Item Group quantities rather than Item quantities, the calculated discount for an Item may become incorrect if you specify another Item belonging to the same Item Group in a later row in the Order. To cater for this, be sure to select 'Recalculate Discount' from the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android) when the Order is complete. This will recalculate the discount percentage for each Item in the Order.

Invoice To
Paste Special    Customers in Contact register
Default taken from    Contact record for the Customer (Invoice To)
If the invoice for an Order is to be sent to another company, such as a leasing company or a parent company, enter the Customer Number for that company here. That company must have their own Customer record in the Contact register. The default will be taken from the Invoice To field specified on the 'Terms' card of the Contact record for the Order Customer.

When you create an Invoice from the Order, the Customer in that Invoice will be the leasing or parent company specified in this field. The Order Customer will be copied to the Original Customer field in the Invoice. Similarly if you receive a deposit against the Order and enter that deposit as a Prepayment, the leasing or parent company specified here will be brought in to the Customer field in the Receipt row when you specify the Order Number on flip D.

Credit Card
Paste Special    Credit Card register, Cheques module (if installed)
If the Order will be paid using a credit card, enter its number here. You can store known credit card numbers for each Customer in the Credit Card register in the Cheques module.

Authorisation
If the Order will be paid using a credit card, record the authorisation code here once it has been obtained.

Comment
Default taken from    Contact record for the Customer (Order Comment)
Record here any comment about this Order: it will be printed on the Invoice document if you have included the "Comment 2" field in your Form Template design.

The first line of this Comment will be taken from the Order Comment field in the Contact record for the Customer ('Delivery' card). It will be copied to the Comment field in Deliveries and Invoices created from the Order.

Sales Group
Paste Special    Sales Groups setting, System module
Default taken from    Salesman
The Sales Group is brought in from the Person record after you have entered a Salesman (on the 'Terms' card). If you are using the Limited Access feature, you can use this field to prevent a user from seeing every Sales Order in the 'Orders: Browse' window by restricting their view to their own Orders or to those of their Sales Group.

Please click here for full details about the Limited Access module.

Language
Paste Special    Languages setting, System module
Default taken from    Contact record for the Customer
The Language determines the Item Descriptions that will be shown on the 'Items' card, and the text for the Payment Term, Delivery Term and Delivery Mode that will be printed on forms. Leave the field blank to use your home Language.

You can also use the Language to determine the Form Template that will be used when you print the Sales Order, and the printer that will be used to print it. This can include sending the form to a fax machine, if your hardware can support this feature. Do this in the 'Form Definition' window for the Order form, as described here. You can change the Language before printing the Sales Order even if it has been marked as OK, to ensure it is printed on the correct printer or fax machine.

Commission, Tot Incl. Com
These fields are used in Russia. Please refer to your local HansaWorld representatives for details.

TREO No., TREO Expiry Date
TREO (Tax Remission Export Office) Orders are used in Kenya and other East African countries. If a manufacturing company receives a Sales Order from an export Customer, then any components purchased for manufacturing the Items on the Sales Order will be exempt from tax and customs duties. Such a Sales Order must be marked with a Control Code supplied by the tax authority and with the expiry date of that Control Code, which you should enter in these fields. This Control Code will be copied to all Deliveries and Invoices resulting from the Order.

If an Order belongs to an Order Class in which you have ticked the TREO box, you will not be able to save it if the TREO No. field is empty.
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The Sales Order register in Standard ERP:

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Entering a Sales Order - Inv Address Card

Invoice to Address
Default taken from    Contact
Used as default in    Invoices
The Customer's address, as entered on the 'Contact' card of the Customer's record in the Contact register. If you need to change something for a particular Order only, you can do so. Permanent changes should be made in the Contact register.

Phone, Fax
Default taken from    Contact
The Customer's telephone and fax numbers, as entered on the 'Contact' card of the Contact record for the Customer.

VAT Zone
Default taken from    Contact
These radio buttons show the Zone for this Customer, brought in from their record in the Contact register. You will have defined separate default Sales Accounts and VAT Codes for each Zone on the 'Sales' card of the Account Usage S/L setting. You cannot change the Zone in an Order: you should make any necessary changes in the Contact register before entering Orders.

Entering a Sales Order - Del Address Card

Delivery Address
Default taken from    Contact
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 Contact record for the Customer.

Address
Paste Special    Delivery Addresses setting, Sales Orders module
If the Customer is one with several Delivery Addresses (e.g. it has several branches), you can record them in the Delivery Addresses setting in the Sales Orders module. Select the correct one for this Order using the 'Paste Special' function. The full Delivery Address will be brought in to the fields above. Usually, only Delivery Addresses for this Customer and those with no Customer specified will be included in the 'Paste Special' list. If you would like the 'Paste Special' list to contain all Delivery Addresses, check the Paste All Delivery Addresses box in the Order Settings setting.

Region
Paste Special    Regions setting, Sales Ledger
Default taken from    Contact or Delivery Address
The Region (e.g. the state, province or county) where the Delivery Address is to be found. If the Region is one where a Regional Perception Tax is charged on at least one of the Items on the Order, the amount of that tax will be shown in the TAX2 field in the footer of the 'Items' card.

Controlling Prices in Orders

There are several methods that you can use to control prices in Orders:
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The Sales Order register in Standard ERP:

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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 Orders module and open the Sales Order register by clicking the [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.
  1. 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.

  2. 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].

  3. Orders can be printed automatically. This is controlled using the Auto Actions setting in the System module.
Whichever method you use to print an Order, the Form used is determined as follows:
  1. 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 HansaWorld Enterprise: you can modify this to suit your requirements.

  2. Select the Sales Orders module using the [Select Module] button in the Master Control panel or the Ctrl-0 (Windows and Linux) or ⌘-0 (Macintosh) keyboard shortcut.

  3. 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'.

  4. Select 'Define Document' from the Operations menu.

  5. In the subsequent window, enter "ORDER" in the Form field in 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.

    If you only want to be able to print Orders that have been approved, enter 'OKed' in the Status column in every row in the 'Define Document' window. This will prevent the printing of Orders that have not yet been approved. If you have also used Access Groups to control who can approve Orders, this feature helps prevent the fraudulent creation and printing of unauthorised Orders.

    You can also use this feature to use a different Form when printing unapproved Orders, as shown below:

  6. 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 icon.

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.

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 - Set Order to Invoiced

This function is only available on the Operations menu of the 'Orders: Browse' window. You can use it when you have created an approved Delivery from an Order and for some reason you do not want to raise an Invoice. Highlight the Order(s) in question and select this function from the Operations menu. The Invoiced Quantity on flip D of each Order row will be set to the Del 2 Quantity, thus preventing the raising of an Invoice.

If you later decide to raise an Invoice, use the 'Recalculate Orders' Maintenance function to set the Invoiced Quantity on flip D of each Order row back to zero or to the quantity previously invoiced, whichever is correct.

Operations Menu - Sales Order - Recalculate Discount

This page describes the 'Recalculate Discount' function on the Operations menu in the Sales Order record window. If you are using iOS or Android, the 'Recalculate Discount' function is on the Tools menu (with 'wrench' icon).

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Discount Matrices allow you to offer quantity discounts based on the value, quantity, weight or volume of each Item sold. If the Customer in an Order is one to whom you have assigned a Discount Matrix, a discount percentage representing a quantity discount will be placed automatically in the % field in each Order row whenever you specify an Item and Quantity. If there is a Discount Matrix applying to an Order, it will be shown on the 'Price List' card.

The 'Recalculate Discount' function will be useful in cases where the Discount Matrix is one that calculates quantity discounts based on Item Group quantities rather than Item quantities and you have used more than one Item belonging to the same Item Group in an Order. When you add a second Item from an Item Group to the Order, the discount for the first Item may be rendered incorrect because its calculation did not take the quantity of the second Item into account. Therefore, when the Order is complete, you should recalculate the discount of every Item. To do this, select 'Recalculate Discount' from the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android). You can also use this function if you change the Discount Matrix record itself, to apply the changes you have made in the Discount Matrix to the Order.

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The Sales Order register in Standard ERP:

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Operations Menu - Recalculate Weight and Volume

Whenever you save an Order, the Total Quantity, Weight and Volume figures are shown on the 'Del Terms' card will be updated, calculated from the Order Quantity and from the Item records. If you change the Weight or Volume of an Item or if these figures become inaccurate for any other reason, you can recalculate them using this function.

Operations Menu - Update Currency Price List Items

Occasionally, you might enter a complex Order with the wrong exchange rate or Price List, or the exchange rate might change significantly between the entry of the Order and its final approval. In such a situation, it is not necessary to re-enter the Order. Amend the Currency, exchange rate or Price List as appropriate and then select this function. All the prices will be converted correctly.

Operations Menu - Sales Order - Item Search

This page describes the 'Item Search' function on the Operations menu in the Sales Order record window. If you are using iOS or Android, the 'Item Search' function is on the Tools menu (with 'wrench' icon).

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You can use the 'Item Search' function to search for Items that you can then add to the Order. This function is therefore an alternative to the 'Paste Special' feature. Place the insertion point in the Item field in any row and then select 'Search' from the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android). The following window opens:

Search for
Enter here the string (e.g. part of an Item Number or Name) that you are looking for. You must make an entry in this field, otherwise no search will be carried out.

Classification
Paste Special    Item Classifications setting, Sales Ledger
If you enter an Item Classification here, the search for the string that you specified in the field above will be restricted to Items belonging to that Classification.

Search In
Specify the field in which you want to search.
Press [Run] to activate the search. A report will be printed to screen, listing the Items found. If you click (Windows/Mac OS X) or tap (iOS/Android) on an Item Number in the report, the Item will be added to the Order in the first empty row. You can keep the report open and click or tap on more Item Numbers to have more Items added to the Order.

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The Sales Order register in Standard ERP:

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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.

  1. While entering or inspecting an order, select 'Print Internal Order' from the Operations menu.

  2. Click the [Documents] button in the Master Control panel or select 'Documents' from the File menu. Double-click 'Internal Sales Orders' in the 'Documents' list window, or select it and press the Enter key. Indicate the Order Number (or range of Order Numbers) to be printed and press [Run].

  3. Internal Order forms can be printed automatically. This is controlled using the Auto Actions setting in the System module.
Whichever method you use to print an Internal Order, the Form used is determined as follows:
  1. 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 Sales Order". A sample "INTERNAL_ORDER" is supplied with HansaWorld Enterprise: you can modify this Form to suit your requirements.

  2. Select the Sales Orders module using the [Select Module] button in the Master Control panel or the Ctrl-0 (Windows and Linux) or ⌘-0 (Macintosh) keyboard shortcut.

  3. Click the [Documents] button in the Master Control panel or select 'Documents' from the File menu. The 'Documents' list window is opened: highlight 'Internal Sales Orders'.

  4. Select 'Define Document' from the Operations menu.

  5. 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).

  6. 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.

Operations Menu - Reservations

HansaWorld Enterprise contains two separate methods that you can use to reserve stock for Sales Orders.
  1. You can use the Reserved check box in the header of the Sales Order record. This ensures you will always retain a sufficient quantity of the ordered Items in stock, allowing you to fulfil the Sales Order. You can use the 'Item Status' function to establish the reserved quantity of a particular Item.

  2. You can use the Stock Reservations feature. When you enter a Sales Order, you can use the 'Reservations' Operations menu function to reserve both existing stock and Items that are not in stock, that you have not yet ordered from their Suppliers. To reserve existing stock, you will move it into a "virtual" Location: a Location that does not physically exist. This will prevent the stock being used for other Sales Orders. When you create Purchase Orders for the Items that are not in stock, and when those Items arrive, the Goods Receipt will divert a sufficient quantity to the "virtual" Location, so that you can fulfil the Sales Order. You can use the standard reports in the Stock module to see the stock levels in the "virtual" Location and therefore to list the Sales Orders that can be delivered. You can also use the Aged Stock Analysis report to establish how it takes for reserved stock to be delivered.
The Stock Reservations feature is described on this page, using as an example a main Location (WHS) and a "virtual" Location for reserved stock (RES). To configure such a system, follow these steps:
  1. Enter the WHS and RES Locations in the Locations setting in the Stock module.

  2. In the Stock Settings setting, specify that the WHS Location is the Main Location. This will ensure that stock will be received into WHS if the Location field in Goods Receipts is left empty.

  3. In the Person records for the users likely to enter Sales Orders (or in the Local Machine setting on the client machines that will be used to enter Sales Orders), specify that the "virtual" RES Location is the Default Location. This Location will be used as the default in all new Sales Orders. These Persons/client machines should not be used to enter Goods Receipts. You may wish to have separate "virtual" Locations for each sales person, to prevent one sales person taking stock that is reserved for another sales person's Sales Order, and to provide greater detail for reporting.

  4. Complete the Stock Reservation Settings setting as described in step 3ii below.
Having completed the configuration work described above, you can now use the Stock Reservations feature, as follows:
  1. Enter a Sales Order as usual.

    The RES Location will be brought in by default to the Location field on the 'Del. Terms' card.
  1. After saving the Sales Order, select 'Reservations' from the Operations menu. An Order Reservations report is produced:

    In this example, the Sales Order contains one Item that is in stock and one that is not. A typical course of action, therefore, will be to reserve stock of the first Item while waiting for the second Item to be ordered and received.

  2. To reserve stock of the first Item, follow these steps:

    1. Click the [Reserv.] text button next to the first Item in the report. A second Order Reservations report is produced, showing stock levels of the Item. In this example, we have included stock in a second Location for illustrative purposes:

      If any stock is already reserved for another Sales Order, this will be shown in the report.

    2. Click the [Reserv.] text button next to the Location that is to supply the stock to satisfy the Sales Order. A new record is created in the Stock Reservations setting, and is opened in a window with the title 'Stock Reservation: New', signifying that it has not yet been saved:

      This indicates that you want to reserve a quantity of five of Item 10149 that is currently in Location WHS. Specify the To Location: in this example it will be the RES Location for reserved stock. If you are using the Require Location option in the Stock Reservation Settings setting, you must specify a To Location before you can save the Stock Reservation record. If you are using the Automatically use Location from Order option in the same setting, the To Location will be set to the Order Location by default.

    3. Save the Stock Reservation record. A new Stock Movement is created, moving the reserved stock from Location WHS to Location RES. This is opened in a window with the title 'Stock Movement: Inspect', signifying that it has already been saved and is being opened for checking and approval:

      Mark the Stock Movement as Confirmed and Received, and save it. Stock Movements are described in full here.
  1. The second Item is not in stock yet. You therefore need to reserve some of the Items on the next Purchase Order to be able to satisfy this Sales Order. Follow these steps:

    1. Returning to the Order Reservations report shown in step 2, click the [Reserv.] text button next to the second Item. A second Order Reservations report is produced:

    2. As there is no stock, the report is empty apart from an [Automatically Reserve from Next Purchase Order] text button. Click this button to open a second new Stock Reservation record:

    3. When you save the Stock Reservation, it will wait for you to create a Purchase Order containing the Item. When you approve the Purchase Order, the Purchase Order and the Stock Reservation will be connected automatically (this is described in more detail in step 10). If you are using the Require Location option in the Stock Reservation Settings setting, you must specify a To Location before you can save the Stock Reservation record.

    At any time, you can check the Reservation status of the Sales Order by selecting 'Reservations' from the Operations menu:

    The Already Reserved column shows that the necessary Items are now fully reserved. If you click the [Reserv.] text buttons, more details about each Reservation will be shown:

    You can also look at the records in the Stock Reservations setting:

    Note that the To field in the Stock Reservation record for the Item that is in stock contains "Stock Movement", and in the Stock Reservation record for the Item that is not in stock contains "Next Stock in".

  2. If the Sales Order Quantity increases, use the 'Reservations' function as already described to reserve the extra quantity.

  3. If the Sales Order Quantity decreases, use the 'Reservations' function as already described to reduce the reserved quantity. When the new Stock Movement opens, it will have a negative Received Quantity. Exchange the From and To Locations and enter a positive Received Quantity before marking it as Received and saving. Be sure to make these changes in the Stock Movement, not in the Stock Reservation.

  4. If you need to remove or change a reserved Item on the Sales Order, you must first find and delete the Stock Reservation record. To do this, you can use the 'Reservations' Operations menu function as described in step 5 above, or you can find the relevant record in the Stock Reservations setting. You may need to reverse the Stock Movement as well.

  5. Enter a Purchase Order for the Item that is not in stock in the usual way. You can enter it directly to the Purchase Order register, or you can use the 'Create Purchase Order' (Operations menu or Maintenance functions. The Person that enters this Purchase Order (or the client machine that enters it) should not be same one that entered the Sales Order, because the default Location should be WHS and not RES.

  6. When you approve and save the Purchase Order, the Purchase Order Number will be copied to any "Next Stock in" Stock Reservation records for the Item, and the To field in those records will be changed from "Next Stock in" to "Purchase Order". This connects the Stock Reservations to the Purchase Order:

    If the Purchase Order Quantity is not sufficient to satisfy all the "Next Stock in" Stock Reservation records for the Item, only the earliest Stock Reservation records will be connected to the Purchase Order. If necessary, a Stock Reservation record will be divided into two, so that a partial quantity can be connected to the Purchase Order. A second Stock Reservation record will be created, allowing the remaining quantity to retain the "Next Stock in" status, waiting for the next Purchase Order.

    If a Stock Reservation is not connected to a Purchase Order as described, the probable reason is that the Purchase Order has the same Location as the Stock Reservation (i.e. the Purchase Order is using the RES Location).

  7. The Operations menu of the Purchase Order has its own 'Reservations' function. Once you have approved the Purchase Order, you can use this function to see whether any of the Items on the Purchase Order have been "pre-reserved" (reserved before they have arrived in stock):

    Click on the [Details] text link to see the Sales Orders for which the Items have been reserved:

    You can open a Sales Order or a Stock Reservation record from this report by drilling down.

  8. When the goods arrive in stock, create a Goods Receipt from the Purchase Order in the usual way. The Goods Receipt will contain two rows, one sending sufficient stock to fulfil the Sales Order to the RES Location, and one sending any remaining stock to the Location on the Purchase Order:

    If the Item has been reserved for more than one Sales Order, the Goods Receipt will contain separate rows for each Sales Order, all receiving stock in the RES Location (or the appropriate Location if you have different ones for each sales person).

    If the Goods Receipt does not contain at least one separate row receiving stock into the RES Location, the probable reason is that you did not approve the Purchase Order before creating the Goods Receipt. If you are using the Stock Reservations feature, it is recommended that you use Access Groups to ensure that you can only create Goods Receipts from approved Purchase Orders. If you do not approve the Purchase Order, no Stock Reservation records will be connected to the Purchase Order as described in step 10, so it will not be possible to divert any Items to the RES Location.

  1. Approve the Goods Receipt to bring the Items into stock. The Received figure in the connected Stock Reservation record will be updated automatically to show that the Items have been received into the RES Location:

    If you did not receive the full Purchase Order Quantity, change the Quantity in any Goods Receipt row before approving, as normal. If you change the Quantity in a row that receives stock into the RES Location and approve the Goods Receipt, the result will be that the Received figure in the connected Stock Reservation record will be less than the Quantity. The Stock Reservation will therefore remain open, waiting for the next Goods Receipt with the remaining Purchase Order Quantity.

  2. Once the Items are in stock, you should deliver them using the 'Create Deliveries from Orders' Maintenance function, without specifying a Sales Order Number in the specification window. When you approve the Delivery, the Stock Reservation records will be marked as Finished:

    Stock Reservation records will not be marked as Finished if the Delivery is only partial. When you make the final Delivery, all relevant Stock Reservation records will be marked as Finished.

    Using the 'Create Deliveries from Orders' Maintenance function, without specifying a Sales Order Number in the specification window will ensure the oldest Sales Order waiting for the Item will be fulfilled first.

    You should not use the 'Create Delivery' function on the Operations menu of the Sales Order screen to create the Delivery, because it will corrupt the Stock Reservation system if you have more than one Sales Order with the same RES Location waiting for the same Item. In this situation, when you approve a Purchase Order, its Purchase Order Number will be copied to the earliest Stock Reservation records first, as mentioned in step 10 (i.e. the Purchase Order will be allocated to the earliest Sales Orders first). When the stock arrives, the Received figures in those Stock Reservation records will be updated (i.e. that stock will be allocated to the earliest Sales Orders). If you open a later Sales Order and use the 'Create Delivery' function, you will be delivering Items that are intended for an earlier Sales Order. You will be warned when you create the Delivery if there is an earlier Sales Order. If you approve the Delivery, the Stock Reservation record for the delivered Sales Order will be marked as Finished, even though it will still have the "Next Stock in" status, and even though the Received quantity will be zero. When you next approve a Purchase Order, it will not be connected to the Stock Reservation record for the earlier Sales Order because that already has a Purchase Order Number and a full Received quantity. So, when the stock arrives, it will not be diverted to the RES Location. The same situation will occur if you use the 'Create Deliveries from Orders' Maintenance function and specify a Sales Order Number. If you are using the Stock Reservations feature, you may want to disable the 'Create Delivery' Operations menu function using Access Groups.

Create Menu - Sales Orders

The Create menus for Sales Orders are shown above. On the left is the Create menu for the 'Orders: Browse' window. On the right is the Create menu for the 'Order: New' and 'Purchase Order: Inspect' windows. If you are using iOS or Android, you can access the Create menu functions through the + menu.

'New' and 'Duplicate' are standard functions that are provided on every Create and + menu. Use these functions to create new records, in this case in the Sales Order register. Please follow the links below for details about the other functions:

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The Sales Order register in Standard ERP:

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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 first 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. The stock Location specified on flip F of the Order row or on the 'Del Terms' card of the Order will be copied to flip B of the Delivery row or to the Delivery header respectively. For Stocked Items, the stock balance in this Location will be shown in the Avail. field in the grid, and the default quantity in the Del. Qty field will usually be the maximum shippable quantity in the Location. If the Delivery does not have a Location, the Avail. and Del. Qty figures will be calculated using the stock balances from every Location. If you change to another Location, the Avail. and Del. Qty figures will be updated immediately. If you would like the default Del. Qty always to be the ordered quantity not the maximum shippable quantity, even if there is insufficient stock, use the Always Deliver option in the Stock Settings setting in the Stock module. Plain Items are shipped without any checking of stock levels, but will not appear on the Delivery at all if you are using the Automatic Delivery for Service and Plain Items option in the Stock Settings setting.

If you have used an Item that requires Serial Numbers at the Unit level in the Order with a Quantity greater than one, the Delivery will contain the appropriate number of rows each with a Quantity of one. This allows you to enter Serial Numbers on flip B. You must enter Serial Numbers before you can approve the Delivery. In the case of an Item requiring Serial Numbers at the Batch level, the Delivery will only contain a single row with the quantity copied from the Sales Order. You can enter a single Serial/Batch Number, providing you have a sufficient quantity in stock with that Serial Number. If this is not the case, you will be told there is insufficient stock when you try to save the Delivery. You can then use the 'Split Row' Operations menu function to divide the row into two, and then enter a second Serial Number in the new row. The 'Split Row' function will ensure that both Delivery rows remain connected to the originating Sales Order row, so the Delivered Quantities in that row will be correct. Usually, no default Serial Numbers will be offered, so you will need to enter them yourself. There is no automatic FIFO allocation. However, in the case of Items that use batch numbers, Serial Numbers will be brought in automatically if you are using the Automatically set Batch Serial Number on Delivery option in the Stock Settings setting. If the Delivery is not approved immediately, there is a risk that the batch Serial Numbers will be delivered to another Customer in the mean time, so you can update these batch Serial Numbers using the 'Refill Batch No. Items' function on the Operations menu.

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. HansaWorld Enterprise will prevent you delivering a greater Quantity than was ordered unless you are using the Allow Del Qty Greater than Ordered option in the Stock Settings setting. 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 same setting.

If you have already made a part shipment, when the time comes to ship the remainder of the Order, HansaWorld Enterprise 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.

The Date of the Delivery can default to the current date or to the Planned Delivery Date of the Order, depending on which Delivery Date Based On option has been selected on the 'Delivery' card of the Contact record for the Customer. You can change the default Delivery Date if necessary.

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 Delivery screen, including detailed information about shipments, stock, approving Deliveries 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. If you need to create Deliveries in batches, use the 'Create Deliveries from Orders' Maintenance function. 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.

The Order and the Delivery will remain connected to each other through the Attachments facility. This allows you to open the Order quickly and easily when reviewing the Delivery, or to open the Delivery from the Order. When viewing the Delivery or Order, click the button with the paper clip image to open a list of attachments. Then double-click an item in this list to open it.

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

  1. The Order has been marked as Closed.

  2. All Items on the Order have already been delivered.

  3. The Customer has exceeded their Credit Limit, and you have specified in the Credit Limit setting in the Sales Ledger that Deliveries should not be created for such Customers. In this case, a message will appear explaining the situation.

  4. The Customer is on hold (the 'On Hold' box on the 'Terms' card of their Contact record has been checked).

  5. 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.

  6. 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 on the 'Serial Nos' card of the current user's Person record or 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 a change is made to the 'Serial Nos' card of the Person record, you will need to quit HansaWorld Enterprise and restart for it to take effect.

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). Usually you must have issued at least one approved Delivery from the Order: the exceptions to this are described later on this page.

A new record will be created in the Invoice register (in the Sales Ledger), and 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 partial Delivery, the Invoice will default to the Quantity of that Delivery. If you have made and approved two partial Deliveries, the Invoice will be for the aggregate Quantity of both Deliveries. If you have made two partial Deliveries, only one of which is approved, the Invoice will be for the Quantity on the approved Delivery only.

If the Order contains an Item that requires Serial Numbers, it will usually be in a single Order row with the correct Quantity. When the Delivery is created, it will contain the appropriate number of rows each with a Quantity of one. The Invoice can mirror the Order (i.e. with a single row for the Serial Numbered Item with the Quantity from the Order) or it can mirror the Delivery (i.e. with a number of rows each with a Quantity of one). If you wish to use the latter option, check the Invoice Based on Delivery box in the Order Settings setting. This will be useful if you need to have the Serial Numbers printed on Invoices as well as on Delivery Notes.

Usually, you must have issued at least one Delivery before you can raise an Invoice, so you cannot invoice an Item until it has been delivered. There are two exceptions to this:

  1. if you are using the Automatic delivery for Service and Plain Items option in the Stock Settings setting. In this case, Deliveries are not created for Service and Plain Items so you can invoice these immediately. If you are using this feature, take care not to create premature Invoices accidentally for services such as delivery and labour from Orders that also include Stocked Items. You must still deliver Stocked Items before you can invoice them.

    If you are using this option, when you add a Plain or Service Item to a Sales Order, the Del 1 and Del 2 Quantities will be changed to the Order Quantity when you save the Order. Therefore Plain and Service Items will never be included on Deliveries created from the Order. This also means that you cannot reduce the Order Quantity for such Items after you have saved the Order.

  2. if the Invoice Before Delivery box on the 'Del Terms' card of the Order or the Invoices Before Delivery box in the Stock Settings setting is checked. In this case, you can raise an Invoice for the whole Order before you issue a Delivery. If you have determined that cost accounting transactions are to be created at the point of delivery, stock transactions in the Nominal Ledger will still be raised when you approve and save the Delivery (i.e. use of the Invoices before Delivery check box does not affect cost accounting in any way). However, if you have determined that cost accounting transactions are to be created from Invoices, stock transactions in the Nominal Ledger will not be raised. When you raise the Invoice, the value of the delivered Item will not be known because the Delivery does not yet exist. In this case you will need to record this transaction manually in the Nominal Ledger.
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.

Two check boxes on the 'Debtors' card of the Account Usage S/L setting, Update Base Currency when Invoicing and Update Foreign Currency when Invoicing, control the Base and Exchange Rates on the 'Currency' card of the Invoice. If you are not using these options, the rates will be copied from the Order. If you are using them, the latest Base and Exchange Rates will be used in the Invoice. In the latter case, the prices in Currency of the Items in the Invoice will not be changed. This means the Customer will still be charged the agreed price, but the value of the Invoice in the home Currency (and therefore in the Nominal Ledger) will be different to that of the Order. If you want to update the pricing in the Invoice to reflect new Base and Exchange Rates (i.e. to change the price charged to the Customer but to maintain the original value in the home Currency and in the Nominal Ledger), enter the correct rates and then select 'Update Currency Price List Items' from the Operations menu.

If the Customer has been assigned a Default Item record ('Pricing' card of their Contact record), all Items in that record will be added to the Invoice automatically (they will not be shown in the Order or the Delivery). Note that these Items will not have a Quantity, so be sure to enter one before printing or approving the Invoice.

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 Optional Features setting in the System module, the printed Invoice will be marked as a test print, so that you cannot confuse it 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 now 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 here for a full description of the Invoice screen, including detailed information about approving and printing printing Invoices 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 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. If you need to create Invoices in batches, use the 'Group Invoicing' or the 'Invoice Delivered Orders' Maintenance functions. 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.

The Order and the Invoice will remain connected to each other through the Attachments facility. This allows you to open the Order quickly and easily when reviewing the Invoice, or to open the Invoice from the Order. When viewing the Invoice or Order, click the button with the paper clip image to open a list of attachments. Then double-click an item in this list to open it.

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

  1. There are no Items on the Order awaiting invoicing.

  2. The Order has a Project Number quoted on the 'Del Terms' card. If this is the case, the Invoice must be raised from the Job Costing module, using the 'Create Project Invoices' Maintenance function.

  3. The Group Invoicing Only check box in the Contact record for the Customer ('Terms' card) has been switched on.

  4. 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.

  5. 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 on the 'Serial Nos' card of the current user's Person record or 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 a change is made to the 'Serial Nos' card of the Person record, you will need to quit HansaWorld Enterprise and restart for it to take effect.
If you create an Invoice by mistake using this function, you can delete it using this procedure, providing you haven't approved it:
  1. Set the value of the Invoice to zero. Do this by removing every row from the Invoice or by changing all quantities to zero.

  2. Save the Invoice.

  3. Delete the Invoice using the 'Delete' command on the Record menu.
If you want to prevent the raising of an Invoice from a delivered Order, use the 'Set Order to Invoiced' Operations menu function.

Operations Menu - Create Down Payment Invoice

You should raise a Down Payment Invoice when you receive a deposit against an Order or if you wish to ask for one. You can compose a standard text that will be printed on such Invoices, and you can specify that their value will be a certain percentage of the Order value. To take advantage of these features (defined using the Down Payments setting), use this function to create Down Payment Invoices. You must first save the Order using the [Save] button.

This function can behave in one of two ways, depending on whether you are using the Details On Invoice option in the Down Payments setting.

Details On Invoice off

If you are not using the Details On Invoice option, a Down Payment Invoice will be created immediately you select the function. It will contain a reference to the Order to which it belongs and the Down Payment amount.

The Invoice text ("Deposit for Order No " in the illustration) is taken from the Text field in the Down Payments setting. The Down Payment amount is a specific percentage of the Order value, calculated using the Down Payment Percentage of the Customer Category to which the Customer belongs or, if that is blank, the Percentage in the Down Payments setting. This setting will also specify whether this percentage is to be applied to the Order value including or excluding VAT. You can change the default Down Payment amount in the Invoice if necessary, but not to an amount that is greater than the value of the Order. If you create a second Down Payment Invoice from an Order, the default Down Payment amount will be zero. Again, you can change this figure if necessary, but not to an amount that means the total of the two Down Payment Invoices is greater than the value of the Order.

The Down Payment Invoice is treated just as any other Invoice: you should approve it before sending it to the Customer and before any Nominal Ledger Transactions are created.

When you raise the final Invoice from the Order, it will contain a reference to the Down Payment, which will be shown as a deduction from the total. The effect will be that the aggregate total of the Down Payment Invoice and the final Invoice will equal the Order total. If necessary you can delete the Down Payment row on the final Invoice and invoice the full amount. The final Invoice from the Order in the example is shown on the page describing the 'Create Invoice' Operations menu function.

When you approve the Down Payment Invoice, a Nominal Ledger Transaction will be created (if so defined in the Sub Systems setting in the Nominal Ledger), crediting the Account shown in the first row of the Invoice. The default for this Account is the Sales Account of the Item (or of its Item Group) specified in the Down Payments setting. If this is blank, or if you have not specified an Item in the Down Payments setting, the appropriate Sales Account for the Zone of the Order is used, as specified on the 'Sales' card of the Account Usage S/L setting in the Sales Ledger. It might be that you need to change this to a Debt Account used to hold the value of Down Payments until the final Invoice is issued. This has been done in the illustration, using Account 770. When you issue the final Invoice, the resulting Nominal Ledger Transaction will debit the same Account with the Down Payment amount. The Item specified in the Down Payments setting also supplies the VAT Code and thus determines how VAT will be accounted for in Nominal Ledger Transactions created from Down Payment Invoices.

Details On Invoice on
If you are using the Details on Invoice option in the Down Payments setting, the 'Specify Down Payment Invoice' window will open when you select the function:

Enter the percentage of the Order total that is to be the value of the Down Payment Invoice (the default is the standard percentage from the Customer Category or from the Down Payments setting, and you cannot enter a figure greater than 100%). When you click [Run], a Down Payment Invoice will be created:

The Order Items are listed individually in the Down Payment Invoice, the Down Payment percentage having been applied to the Sum of each one. The choice in the Down Payments setting to apply the percentage to the nett or total figures is not used.

The Down Payment Invoice is treated just as any other Invoice: you should approve it before sending it to the Customer and before any Nominal Ledger Transactions are created.

When you raise the final Invoice from the Order, it will contain a reference to the Down Payment, which will be shown as a deduction from the total. The effect will be that the aggregate total of the Down Payment Invoice and the final Invoice will equal the Order total. If necessary you can delete the Down Payment row on the final Invoice and invoice the full amount.

If you try to create a second Down Payment Invoice, it will not be created if you enter a Down Payment Percentage that will mean the total value of the two Down Payment Invoices is greater than the value of the Order.

Deleting a Down Payment Invoice
If you create a Down Payment Invoice by mistake using this function, you can delete it using this procedure, providing you haven't approved it:

  1. Set the value of the Invoice to zero. Do this by removing every row from the Invoice or by changing all quantities to zero.

  2. Save the Invoice.

  3. Delete the Invoice using the 'Delete' command on the Record menu.
Crediting a Down Payment Invoice
If you need to reverse a Down Payment Invoice, you cannot follow the standard crediting procedure. Instead, you should create a second Down Payment Invoice from the Order. If you are not using the Details on Invoice option, the default value of the Invoice will be zero. Enter the value to be credited, as a negative figure. If you are using the Details on Invoice option, enter the appropriate percentage in the 'Specify Down Payment Invoice' window, as a negative figure. Note: the Down Paid figure in the 'Orders: Browse' window will not include any negative Down Payment amounts.

Operations Menu - Create Purchase Order

This function allows you to highlight one or more Sales Orders in the 'Orders: Browse' window and then to apply the 'Create Purchase Orders' Maintenance function to those Sales Orders. Please refer to the description of this Maintenance function here, bearing the following points in mind:
If this behaviour does not suit your requirements, use the 'Create Purchase Orders' Maintenance function instead.

Operations Menu - Create Activity

You can use this function to create records in the Activity register in the System module. This can be useful if you need, for example, to schedule a call with the Customer regarding the Order. The Activity Type given to Activities created by this function will be taken from the Order Class or from the Activity Types, Subsystems setting in the CRM module. The Task Type of the new Activities will be To Do, the Symbol will be Other and the Start Date will be the Order Date.

In contrast to the other functions on the Operations menu of the 'Orders: Browse' window, you can apply this one to several Orders at once. To do this, highlight the Orders to which it is to be applied by clicking while holding down the Shift key. Then, select the function from the Operations menu. Separate Activities will be created in the Activity register for each Order highlighted. These are saved in the Activity register, but are not opened for checking or amendment.

When you select the function from the 'Sales Order: New' and 'Sales Order: Inspect' windows, the following screen appears, where you can create a new Activity:

A new record is opened in a window entitled 'Activity: Inspect'. This means that it has already been saved and is being opened for checking. The Person of the Activity will be the Salesman from the Order, and the initials of the current user will appear in the Cc field. The Comment on the 'Del. Terms' card of the Order will be copied to the Text field in the Activity. After amendment if necessary, save the record in the Activity register by clicking the [Save] button in the Button Bar and close it using the close box. Alternatively, if you no longer require the Activity, remove it using the 'Delete' function on the Record menu. In either case, you will be returned to the Sales Order window.

The Order and the Activity will remain connected to each other through the Attachments facility. This allows you to open the Order quickly and easily when reviewing the Activity, or to open the Activity from the Order. When viewing the Activity or Order, click the button with the paper clip image to open a list of attachments. Then double-click an item in this list to open it.

You can also have Activities created automatically from Orders when they are saved for the first time. Please refer to the description of the Order Classes setting for details.

The 'Activity: Inspect' window is fully described here.

Operations Menu - Create E-Mail

You can use this function to create a Mail containing details of the Order, which you can use to send the Order to the Customer by email.

When you select the function, the following window appears, in which you can create a new Mail:

A new record is opened in a window entitled 'Mail: Inspect'. This means that it has already been saved and is being opened for checking. The current user will be the default sender of the Mail. The To field will contain the email address of the Contact Person or the Customer from the Order. The text in the Subject field ("New Order, " in the example illustrated above) is taken from the Header field in the Order Mail setting. The Order Number is also shown. The Order Mail setting also allows two Standard Texts to be included in the Mail. The first of these is shown at the beginning of the Text field ("New Order Items: " in the illustration). This is followed by a list of Items from the Order, with Prices and Quantities. The Payment Terms then appear, followed by the second Standard Text ("Other Details: " in the illustration). An html version of the Order will be attached to the Mail.

You can reformat the main body of the Mail to suit your requirements, and change the recipient if necessary, perhaps to the Mailbox of a member of staff. If you are then ready to send the Mail, check the Sent box. Finally, save the Mail by clicking the [Save] button in the Button Bar. If you are using the Lock and Send E-Mails Automatically option in the Mail and Conference Settings setting in the Technics module and the Mail contains an external email address (i.e. one with the @ sign), it will now be sent automatically. If you are not using this option, select 'Send E-mail' from the Operations menu after the Mail has been saved. Finally, close the Mail using the close box. You will be returned to the Order window.

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

  1. The current user does not have a Mailbox.

  2. The Contact Person and the Customer from the Order do not have email addresses.

  3. The Order has not been saved.
If you wish to use this function to send Mails to other members of staff, HansaWorld Enterprise's Mail functions must be in use and the recipient should have a Mailbox. If you need to send Mails to Customers, the External Gateway module must be in use, and the E-Mail SMTP Server setting must be configured. Please refer here for full details of HansaWorld Enterprise's mailing facilities.

Operations Menu - Create Project

Use this function to create a Project from the Sales Order. This may be useful when a Customer calls and places an Order for services, and you need to create a Project immediately. Ensure you have saved all changes to the Sales Order and then select this function. The Order window will be closed, and a new Project will be created, containing Customer details from the Sales Order. The Description of the Project will be taken from the Comment field on the 'Del. Terms' card of the Order.

The new Project will be opened in a window entitled 'Project: Inspect. This means that it has been created and saved, and is being opened for checking. After amendment if necessary, save it by clicking the [Save] button in the Button Bar and close it using the close box. Alternatively, if you no longer require the Project, select 'Delete' from the Record menu.

The Project Number will be copied to the Project field on the 'Del. Terms' card of the Order. If a Project has already been created from the Order (i.e. if the Project field is not empty), you will not be able to create another Project. You will also not be able to create a Project from an Order if the Order contains Items that have been prohibited using the Project Item Handling setting in the Job Costing module:

If you create a Project from an Order that has already been delivered, you should then use the 'Build Project Transactions from Deliveries' Maintenance function in the Job Costing module to create Project Transactions from the Delivery retrospectively. This will allow you later to raise Invoices using the 'Create Project Invoices' function. Take care to choose the correct Order in this situation: after creating a Project from an Order, you will not be able to change or remove the Project from the field on the 'Del. Terms' card of the Order, and you will only be able to create an Invoice using the using the 'Create Project Invoices' function.

You cannot create a Project from a Closed Order.

Operations Menu - Create Project Budget

Use this function to create a Project Budget record from the Order. It will be an exact copy of the Order, reducing typing load and reducing the risk of error. This is especially useful where you have used a Quotation to plan precisely the Items (especially Stocked Items) that are to be supplied to complete a Project, and where special pricing has been agreed for those Items.

The new Project Budget will be opened in a window entitled 'Project Budget: New'. This means that it has not yet been saved. Once you have checked that it is correct and, if necessary, made any amendments, save it by clicking the [Save] button in the Button Bar and close it using the close box. Alternatively, if you no longer require the Project Budget, click [Cancel]. In either case, you will be returned to the Order window.

If the function does not create a Project Budget record when expected, the probable causes are:

  1. A Project Budget record for the Project already exists.

  2. The Order has been marked as Closed.

  3. The Project field on the ''Del. Terms' card of the Order is empty.

  4. The Order has not been saved.
The Project Budget does not have the Hidden Line feature. If you have added a Hidden Line to the Order (using the 'Add Hidden Line' function), it will not be transferred to the Project Budget. Lines below the Hidden Line in the Order will be transferred to the Budget.

Operations Menu - Create Returned Goods

Use this function when goods that you have delivered to your Customer are returned to you. When this happens, open the Order and select 'Create Returned Goods' from the Operations menu. For the function to have any effect, you must first have saved all changes to the Sales Order (use the [Save] button), and you must have approved at least one previous Delivery. An alternative method is to open the Delivery and select 'Create Returned Goods' from the Operations menu (you can open the Delivery from the Order using the Attachments facility). You must create Returns from Deliveries if you are using the Original Cost on Returned Goods option in the Cost Accounting setting in the Stock module, you are using the option to insert Returned Goods at their original position in the FIFO/LIFO cost queue in the same setting, and/or you are using the Do Not Allow Return Goods From Order option in the Order Settings setting. If you are not using any of these options, but at lease one of the Items on a Sales Order uses a Queued Cost Model (FIFO or LIFO) then again you must create the Return from the relevant Delivery.

The difficulty with the returning of goods to stock is to establish the actual cost (FIFO, LIFO or weighted average value) of the goods being returned. The purpose of the Returned Goods register is to allow you to record values that are as accurate as possible. For example, if you are using the Queued Cost Model (FIFO or LIFO) Cost Model, you should receive the Item back into stock with the same value as when you delivered it. If you are using the Weighted Average or Cost Price Cost Models, the Weighted Average or Cost Price may have changed in the time between delivery and return.

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

The Returned Goods record takes its information from the Order: the default Quantity is that already delivered (less any that have already been returned). Any Items on the Order with a delivery quantity of zero will not be included in the Returned Goods record. The default Item Cost will be the Weighted Average, Cost Price or percentage of Base Price of the Item, depending on its Cost Model If the Item uses a Queued Cost Model (FIFO or LIFO), you will need to create the Returned Goods record from the Delivery because Queued values are not stored in Orders.

Enter the returned Quantity for each Item and remove any Items not returned by clicking on the row number to the left and pressing the Backspace key. You cannot enter a quantity greater than that originally delivered. If necessary, change the Item Cost to the true value of the returned Item (which will be shown on flip C of the original Delivery record), and enter an Extra Cost (any cost incurred in receiving the Item back into stock).

If an Item being returned is a Structured Item, you should list its components in the Return, not the Structured Item itself. Structured Items are built the moment the Delivery is made and are not kept in stock themselves. Therefore, they should not be included on a Return. Only the components should be listed on the Return: this will ensure they are correctly received back into stock.

If an Item being returned has a Serial Number, no Serial Number will be transferred from the Order to the Return. This is because the Serial Numbers of delivered Items are not all stored in Orders if the Order Quantity is greater than one. You must enter the correct Serial Number yourself on flip B.

If the goods were returned because they were faulty (i.e. the Customer requires a replacement), choose to reduce the Delivery Quantity using the options on the right-hand side of the screen. Then, once you have approved the Returned Goods record, you can return to the Order and raise another Delivery for the appropriate quantity to fulfil the Order. In this instance you may choose not to update the stock levels and to treat the Items as written off. If you need to return the Items to your Supplier, it is recommended that you update stock levels and then enter a Returned Goods to Supplier record (if you originally purchased the Items using a Purchase Order) or a Stock Depreciation record (if there is no originating Purchase Order).

Alternatively, the goods may have been returned without a replacement being required (perhaps the Customer cancelled the Order). In this case, choose to reduce the ordered quantity and to update stock levels. If the Order has been invoiced, you can credit the original Invoice using the 'Create Credit Note' Operations menu function on the Returned Goods screen. This will create a Credit Note with appropriate Payment Terms and a reference to the Invoice being credited. Alternatively, you can locate the original Invoice and select 'Create Credit Note' from the Operations menu (you can locate the original Invoice from the Order using the Attachments feature). In both cases, the Credit Note will update the invoiced quantity on flip D of the originating Order if you are using the Credit Notes Update Invoiced Quantity option in the Order Settings setting.

When the Returned Goods record is complete, click the OK check box. This signifies that the Return has been approved. Once this has been done and you have saved the Return, you will no longer be able to modify it. You will not be able to raise a credit Invoice for the goods that have been returned until the record has been approved. A stock transaction in the Nominal Ledger will be created if you have so determined using the Sub Systems setting in the Nominal Ledger.

A possible method of working might be to generate a Returned Goods record when the Customer contacts you to send back the delivered Items. You can give the Number of the Returned Goods record to the Customer as a Returns Number. When the Items arrive, you can approve the Return: this will alter the stock levels accordingly.

Please click here for a full description of the screen, including detailed information about any Nominal Ledger Transactions created when the Return is approved.

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 (as will the Order Quantity on flip A if you have so chosen). You may need to close the Order and re-open it to see these changes.

Operations Menu - Create Stock Movement

If there is insufficient stock in the Location specified on the 'Del Terms' card to fulfil the Order (you can ascertain this information using the 'Item Status' function), you can use this function to move any stock that might exist elsewhere into that Location. You must save the Order before you can use the function, and there must be a Location specified on the 'Del Terms' card of the Order (unless you have specified a Main Location in the Stock Settings setting, in which case that Location will be used). Any Locations that you have specified on flip F of each Order row will not be used by this function. The Order must not be closed, and it must have at least one row that has not been fully delivered.

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

The Location from the 'Del Terms' card of the Order (or, if this is blank, the Main Location if there is one) is copied to the To Location field of the Stock Movement to enable the moving of stock to that Location (the Location on flip F is not used) , while the Main Location will be copied to the From Location. The Text field of the Stock Movement contains a reference to the Order from which it was created. All rows from the Order will be transferred to the Stock Movement except those from which full or partial Deliveries have already been issued. The Quantity is taken from the Order: there is no attempt to calculate the existing stock level in the Location and to move in the balance.

Enter a From Location (the Location from which the stock is to be moved), check the Received box and click the [Save] button to save.

The stock will be moved into the To Location. If you are using the Do Not Allow Over Delivery option in the Stock Settings setting, you will not be able to approve and save the Stock Movement if there is insufficient stock in the From Location for the transfer. This check will not be made for Plain or Service Items, whatever the setting of the Do Not Allow Over Delivery option. If you would like to ascertain yourself whether the From Location has sufficient stock for the transfer before approving and saving the Stock Movement, use the 'Item Status' function on the Operations menu or produce a Stock List report.

When you save the Stock Movement, the R. Old Unit Price and R. New Unit Price will be changed to an actual stock value, providing there is a Received Quantity. If you have entered an R. Extra Cost, this will be included in the R. New Price. These figures will be recalculated each time you save the Stock Movement, and when you approve it. If you have specified a Via Location and a Sent Quantity, the S. Old Unit Price and S. New Unit Price on flip B will similarly be recalculated, taking any S. Extra Cost into account. The Old Unit Price(s) will be calculated using the Cost Model specified in the relevant Item or Item Group record. If that Cost Model is Default, the Primary Cost Model specified in the Cost Accounting setting will be used. If you specify an Extra Cost, the value of the Item in the FIFO/LIFO queue will be adjusted to include the Extra Cost, as will the overall Weighted Average figure for the Item, shown on the 'Costs' card of the Item record. If you are using the Weighted Average per Location option in the Cost Accounting setting in the Stock module, the Extra Cost will also be included in the Weighted Average figure for the Item in the To Location.

If you need to create Stock Movements in batches, use the 'Create Stock Movements' Maintenance function.

Please refer here for full details of the 'Stock Movement: Inspect' window, and here for detailed information about any Nominal Ledger Transactions created when the Stock Movement is approved.

Create Menu - Sales Order - Request Approval

This page describes the 'Request Approval' function on the Create menu in the Sales Order record window. If you are using iOS or Android, the 'Request Approval' function is on the + menu.

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If an Order has to pass through an approval process before you can create Deliveries from it (and before you can print it), ensure it is open in a record window and select 'Request Approval' from the Create menu (Windows/Mac OS X) or + menu (iOS/Android) to begin that approval process. Please refer to the description of the Approval Status field on the 'Inv. Address' card of the Order window for brief details about the approval process and here for full details.

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The Sales Order register in Standard ERP:

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Create Menu - Sales Order - Cancel Approval Request

This page describes the 'Cancel Approval Request' function on the Create menu in the Sales Order record window. If you are using iOS or Android, the 'Cancel Approval Request' function is on the + menu (with 'wrench' icon).

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If an Order needs to go through an approval process before you can create Deliveries from it (and before you can print it) and you have started that approval process by selecting 'Request Approval' from the Create menu (Windows/Mac OS X) or + menu (iOS/Android), you will no longer be able to modify the Order. So, if you realise the Order contains an error, you must cancel the approval process before you can correct the error. To do this, open the Order and choose 'Cancel Approval Request' from the Create or + menu. You will now be able to amend the Order and then restart the approval process by once again choosing 'Request Approval'.
If you cannot cancel the approval process, the probable reasons are:

Please refer to the description of the Approval Status field on the 'Inv. Address' card of the Order window for brief details of the approval process and here for full details.

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The Sales Order register in Standard ERP:

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Create Menu - Sales Order - Add Customer

This page describes the 'Add Customer' function on the Create menu in the Sales Order record window. If you are using iOS or Android, the 'Add Customer' function is on the + menu.

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The 'Add Customer' function provides an easy way of creating a new Customer record in the Contact register while looking at an Order. When you select the function from the Create menu (Windows/Mac OSX) or + menu (iOS/Android), the 'Contact: New' window will be opened immediately. The Customer check box will be ticked by default. If you entered a Customer Name, Invoice Address and/or Payment Terms in the Order, those details will be copied to the new Contact as well. Enter the new Customer's details and click [Save] (Windows/Mac OS X) or tap √ (iOS/Android). The new Customer will be saved, the window will be closed and the new Customer Number and other details will be entered in the Order. Please refer here for full details about the Contact register.

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The Sales Order register in Standard ERP:

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Create Menu - Sales Order - Add Item

This page describes the 'Add Item' function on the Create menu in the Sales Order record window. If you are using iOS or Android, the 'Add Item' function is on the + menu.

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The 'Add Item' function provides an easy way of creating a new Item record while looking at an Order. When you select the function from the Create menu (Windows/Mac OSX) or + menu (iOS/Android), the 'Item: New' window will be opened immediately. If you entered an Item Number, Description, Unit Price, Sales Account, VAT Code/Tax Template Code and/or Cost Price in an Order row and left the insertion point in that row before selecting the function, those details will be copied to the new Item record. Enter the new Item's details and click [Save] (Windows/Mac OS X) or tap √ (iOS/Android). The new Item will be saved, the window will be closed and the new Item Number and other details will be entered in the first empty row in the Order. Please refer here for full details about the Item register.

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The Sales Order register in Standard ERP:

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Row Menu - Sales Order

The matrix in the Sales Order window has its own menu, which contains functions that refer to or affect an individual row in the matrix. This is sometimes known as the "Row Menu".

If you are using Windows or Mac OS X, you can open the Row menu by first clicking in any field in the row in question (i.e. the row to which the function is to be applied), and then right-clicking (Windows) or Ctrl-clicking (Mac OS X) the row number (on the left of the row). A menu will appear, where you can select the function that you need:

On iOS and Android there is no Row menu, so on those platforms you will find the Row menu functions on the Tools menu (with 'wrench' icon), together with the Operations menu functions.

Please follow the links below for details about each function on the Row menu:

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The Sales Order register in Standard ERP:

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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 of this function.

Operations Menu - Previous Sales Prices

This function produces a report showing the prices previously charged to the Customer for one of the Items on the Order. Place the cursor in one of the rows of the Order and then select this function from the Operations menu. The report shows the most recent Order for each different price.

Operations Menu - Add Header Line

Use this function to insert a row above the Order Items which you can use for descriptive text. You can use this function at any time while entering the Order. A special "Header" row is inserted as the first row in the grid. You can type the descriptive text in the field to the right of the "Header" text.

When you design the Form to be used when printing Orders, you can specify that the special "Header" row will be printed in a different Style to the rows containing the Items (e.g. font, font size, etc). To do this, use the 'Row Styles' function on the Operations menu of the Form window.

The special "Header" row will be transferred to all Invoices created from the Order, but not to Deliveries.

Operations Menu - Add Hidden Line

This function allows you to ensure certain rows do not appear when the Order is printed or sent by email.

Enter the Order so that the rows to be printed are above those that are not to be printed. Then, place the cursor in the last row that is to be printed. Select this function and a new row is inserted below the row containing the cursor. This new row and all those below it will not be printed.

Operations Menu - Add Subtotal

Use this function to include subtotals in Orders. Place the cursor anywhere in a row in the grid on the 'Items' card (or highlight the entire row by clicking on the row number), and select this function from the Operations menu. A special "Subtotal" row is inserted in the grid below the row containing the cursor. A subtotal is placed in the Sum field in this new row, the sum of the previous rows. In the field to the left of the Sum you can type some explanatory text, which will be shown on the Order when it is printed. If there already is a row showing a subtotal, only the Items below that row are included in the new subtotal.

When you design the Form to be used when printing Orders, you can specify that the special "Subtotal" row will be printed in a different Style to the rows containing the Items (e.g. font, font size, etc). To do this, use the 'Row Styles' function on the Operations menu of the Form window.

Row Menu - Sales Order - Manager's Discount Override

This page describes the 'Manager's Discount Override' function on the Row menu in the Sales Order record window. If you are using iOS or Android, the 'Manager's Discount Override' function is on the Tools menu (with 'wrench' icon).

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You can prevent users from saving an Order if they have entered a price (i.e. a unit price less discount) in any row that is below a specified minimum for the Item. To do this, follow these steps:

  1. Create a Price List (using the Price List register in the Pricing module).

  2. Create records in the Price register for each Item that is to have a minimum price, and specify the minimum price in the Price field in each one. Assign each Price record to the Price List from step 1.

  3. Open the Person records for each sales person and specify the Price List in the Minimum Price List field on the 'Sales' card.
When a Person with a Minimum Price List tries to save an Order, a check will be made that the Unit Price less Discount of each Item is not less than the figure in the relevant Price record (i.e. not less than the minimum). If there is no Price record for an Item, the Base Price in the Item record will be treated as the minimum. If the Unit Price less Discount of any Item is below the minimum, it will usually not be possible to save the record.

In some circumstances, you may wish to allow the saving of an Order with at least one row in which the Unit Price less Discount is below the minimum. In order to allow the Order to be saved, a manager must approve the price. A manager in this context is a Person with a Discount Password, set using the 'Change Discount Password' function on the Operations menu of the 'Persons: Browse' window (on the Tools menu if you are using iOS or Android).

To approve the price, the manager should follow these steps:

  1. Click in any field in the row in which the Unit Price less Discount is less than the minimum.

  2. Open the Row menu by right-clicking (Windows) or ctrl-clicking (Mac OS X) the row number and select this 'Manager's Discount Override' function. If you are using iOS or Android, select 'Manager's Discount Override' from the Tools menu (with 'wrench' icon). The 'Manager's Override for Discount' window will open:

  3. Enter their Signature and Discount Password (not log-in password) and click (Windows/Mac OS X) or tap (iOS/Android) the [Save] button.

  4. Repeat the previous steps for each row in which the Unit Price less Discount is less than the minimum.
This action will signify that the manager has approved the prices in the Order and it will now be possible to save it.

You can also specify a Minimum Price List in the manager's Person record. This will have two consequences:

  1. The manager will not be able to use the 'Manager's Discount Override' function to approve a price that is lower than the minimum specified in their Minimum Price List; and

  2. After the manager has approved a price in an Order row, the price specified in their Minimum Price List will become the new minimum for that row.
For example, the price of an Item is 25.00. The minimum allowed to a sales person is 20.00. The minimum allowed to a manager is 15.00. If a sales person tries to sell the Item for 19.00, they will not be able to save the Order. The manager will be able to use the 'Manager's Discount Override' function to approve the price of 19.00, after which it will be possible to save the Order. The new minimum for that Order row only will be set at 15.00. If a sales person tries to sell the Item for 14.00, the manager will not be able to approve it.

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The Sales Order register in Standard ERP:

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Standard changes made to all Operations menu>>Item Status descriptions