Introduction to the Sales Order Register

Using Standard ERP you can record every stage of the sales process in sequence from the Quotation through the Order and the Delivery to the Invoice and payment. You can begin the sequence at any stage (with the exception that a Delivery must be created from an Order).

When you receive an Order from a Customer, you can record it in Standard ERP in one of three ways:

From the Order, you can create Purchase Orders for the Items you have sold if you don't have them in stock, you can create a Delivery when you ship the Items to the Customer that will also remove them from stock, and you can create an Invoice to ask for payment. If you need a deposit from the Customer, you can create a Down Payment Invoice at any point in the process.

Before you start entering Orders, you should define your current accounting year using the Fiscal Years setting in the Nominal Ledger, and you must do so before creating Deliveries and Invoices. If necessary, you should also define your sequence of Order Numbers using the Number Series - Orders setting.

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The Sales Order register in Standard ERP:

Go back to:

Entering a Sales Order

To open the Sales Order register, first ensure you are in the Sales Orders module. Then, if you are using Windows or Mac OS X, click the [Registers] button in the Navigation Centre and then double-click 'Orders' in the resulting list. If you are using iOS or Android, tap the [Registers] button in the Navigation Centre and then tap 'Orders' in the 'Registers' list.

The 'Orders: Browse' window will be opened, showing the Orders that you have already entered.

By default, Orders will be shown sorted by Order Number. If you are using Windows or Mac OS X, you can change the sort order by clicking on one of the other column headings. To reverse any sort, simply click once again on the column heading. The current sort order is marked by the column heading being coloured blue. If you are using iOS or Android, tap on the column heading and choose the sort order you need. Repeat the procedure to reverse the sort.

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 marked as OK√ -
full delivery marked as OK but not invoiced√
delivered and invoiced in full√√
partial delivery created but not marked as OK-
partial delivery marked as OK 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 marked as OK. The Downpaid column shows the value of any Down Payment Invoices (i.e. deposits) that you have issued from an Order, including VAT.

If you need Orders to pass through an approval process and you have configured such a process using the Approval Rules register in the Business Alerts module, an extra column that displays the Approval Status of each Order will be added to the 'Orders: Browse' window. Please refer to the description of the Approval Status field on the 'Inv. Address' card for brief details about the approval process and here for full details.

If you are using Windows or Mac OS X, there will be three buttons in the top left-hand corner of the 'Orders: Browse' window. These are part of the Limited Access feature. You can use them as follows (Windows versions of the buttons illustrated on the left, Mac OS X on the right):

Lists all Orders.

Lists Orders belonging to members of the same Sales Group as the current user (i.e. Orders with the same Sales Group on their 'Price List' cards as that of the current user).

Lists Orders belonging to the current user (i.e. Orders where the Salesman field contains the Signature of the current user).
You can also prevent a user from seeing all Orders in the list by restricting their view to their own Orders or to those of their Sales Group.
Please refer to the page describing the 'Access' card of the Person register for full details about the Limited Access feature.

The functions on the Operations menu are described here and those on the Create menu are described here.

To enter a new Order, select 'New' from the Create menu (Windows/Mac OS X) or the + menu (iOS/Android). You can also use the Ctrl-N (Windows) or ⌘-N (Mac OS X) keyboard shortcut. Alternatively, highlight an Order similar to the one you want to enter and select 'Duplicate' from the same menu. If you don't want to open the 'Orders: Browse' window before creating a new record, you can also use the + menu in the Navigation Centre (all platforms).

The 'Order: New' window will be opened, empty if you selected 'New' or containing a duplicate of the highlighted 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. Complete the Order as appropriate and as described below, then save it using the [Save] button (Windows/Mac OS X) or by tapping √ (iOS/Android). You can then close it using the close box (Windows/Mac OS X) or by tapping < (iOS/Android). Then, close the browse window using the close box or < again.

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You are not bound by the values suggested as defaults by Standard ERP. In most fields you can change the pre-set values to something that suits you better.


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

By clicking the tabs you can navigate between cards. The header is always visible, as a reminder of the Customer whose Order you are working with.

If you are using iOS or Android, there will only be two tabs, marked 'Items' and 'Details'. If you tap 'Details', you will see every card except 'Items' arranged vertically on screen. You can scroll down to see each one, or you can jump to any card by tapping on any tab and selecting the tab you want to go to.

Complete the Order as appropriate and as described below, then save it using the [Save] button (Windows/Mac OS X) or by tapping √ (iOS/Android). The window title will change from 'Order: New' to 'Order: Inspect'. You must save all changes you have made before you can issue a Delivery.

You can have a text (SMS) message sent automatically to the Customer whenever you save an Order for the first time, to inform them that their Order has been received and registered in your database. You can also have a text (SMS) message sent automatically to a responsible member of staff. Please refer to the Contact Order Alerts page (for the message to the Customer) and the Internal Order Alerts page (for the message to the member of staff) for details about these features. You can also control whether it is possible to save Orders in which the gross profit of at least one Item is less than a specified percentage. Please refer to the GP Below Minimum Alerts page for details.

Finally, 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.

After entering an Order, you can proceed as follows:

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The Sales Order register in Standard ERP:

Go back to:

Entering a Sales Order - Header

This page describes the fields in the Header of the Sales Order record. Please follow the links below for descriptions of the other cards:
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No.
Paste Special    Select from another Number Series
The number of the Order. The default will be chosen as follows:
  1. It will be taken from the number sequence allocated to the current user on the 'Number Series' card of their Person record.

  2. It will be taken from the number sequence specified in the Number Series Defaults setting in the System module.

  3. It will be taken from the Number Series - Orders setting.

  4. It will be the next number following on from the last Order entered.
You may change the default, but not to a number that has already been used. If you have defined at least one number sequence in the Number Series - Orders setting, the number you change to must be inside a valid number sequence.

You will not be able to save an Order if the No. does not belong to a valid number sequence. A valid number sequence is one for the period in which the Order Date of the Order falls and with unused numbers, so this problem will most usually occur at the beginning of a new calendar or financial year. If you change number sequences each year, remember to update your Person records and Number Series Defaults setting if you are using them (steps 1 and 2 above) so that they refer to the new number sequences.

If you are working in a multi-user environment, the Order Number will be assigned when you save the Order for the first time.

You can prevent certain users from changing the No. in an Order using Access Groups, by denying them access to the 'Change Sales Order Number' Action.

Customer
Paste Special    Customers in Customer register
Enter the Customer Number or use the 'Paste Special' function. The Customer's name, address and other information will be entered into the appropriate fields.

You can use Access Groups to prevent users from selling to Customers in a particular VAT Zone. Assign them an Access Group in which you have granted Full access to the 'Disallow Sales to Domestic Customers' and/or 'Disallow Sales to Export Customers' Actions as necessary. 'Disallow Sales to Export Customers' will prevent sales to Customers in all VAT Zones except Domestic.

Name
The Customer Name will be placed here after you have entered the Customer Number.

Official No.
Paste Special    Select from another Legal Record Number sequence
Default taken from    Legal Record Numbers setting, Sales Ledger
In some countries it is a legal requirement to allocate an official serial number to each Order. It may be that companies will be assigned number sequences to be used for this purpose (perhaps supplied pre-printed on stationery), or it may be that companies can generate the number sequences themselves using official formatting and other rules.

The first unused number from the first valid sequence in the Legal Record Numbers setting will appear here by default. Depending on how you have configured this setting, an Official No. will be assigned to an Order when you save it for the first time or when you save it after marking it as OK.

If the VAT Law in the Company Info setting has been set to "Portuguese", you will need to configure the Legal Record Numbers setting so that Official Nos. will be assigned to Orders when you save them after marking them as OK. If the Legal Record Numbers setting contains at least one row in which the Register is "Sales Orders", you will not be able to create a Delivery from an Order until you have marked it as OK, thus ensuring that every Order will be given an Official No. If the VAT Law is not "Portuguese" and if you have specified that Official Nos. will be assigned to Orders when you mark them as OK, you will need to use Access Groups to ensure that Orders must be marked as OK before Deliveries can be created (using the 'Disallow Delivery from not OKed Order' Action).

You may be able to change to another number, depending on the configuration in the Legal Record Numbers setting (and also depending on the VAT Law). The new number must fall in a valid sequence (e.g. one that is valid for the Classification of the Customer and the Invoice Date). Future Orders using that sequence will continue from that new number.

You can use 'Paste Special' to choose from a different sequence. Sequences beginning after the current date and sequences that cannot be used with the Customer's Classification will not be shown in the 'Paste Special' list.

OK
You can approve an Order by ticking this check box and saving. Once you have done this, you will no longer be able to modify the Order. If you do need to change an approved Order, first remove the tick from the OK box and save.

By default, you do not have to mark an Order as OK to be able to deliver goods from it. But you can use Access Groups to control who can mark Sales Orders as OK, who can reverse the marking of Sales Orders as OK, who if anyone can create Deliveries from Sales Orders that have not been marked as OK and who if anyone can receive Prepayments against Sales Orders that have not been marked as OK. To do this, deny access to the 'OK Orders' and 'UnOK Orders' Actions and give Full access to the 'Disallow Delivery from Un OKed Order' and 'Disallow Prepayment for not OKed Order' Actions respectively. You can also use the 'Delivery from Order', 'Invoice from Order', 'Purchase Order from Order', 'Returned Goods from Order' and 'Stock Movement from Order' Actions to control the creation of various records from all Sales Orders, irrespective of whether they have been marked as OK.

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

If you need Orders to pass through an approval process before they can be marked as OK, you can configure such a process using the Approval Rules register in the Business Alerts module. Please refer to the description of the Approval Status options on the 'Inv. Address' card for brief details about the approval process and here for full details.
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The Sales Order register in Standard ERP:

Go back to:

Entering a Sales Order - Terms Card

This page describes the fields on the 'Terms' card of the Sales Order record. Please follow the links below for descriptions of the other cards:
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Date
Paste Special
Choose date
The date the Order was placed: the current date according to the computer's clock will be entered as a default.

Payment Terms
Paste Special    Payment Terms setting, Sales/Purchase Ledger
Default taken from    Contact record for the Customer (Sales Pay. Terms)
The Payment Term that you enter here will be transferred to any Invoices raised from the Order. It will determine the Due Date in those Invoices, and will ensure that the correct Payment Terms will be printed on Invoice and Order documentation (in the Language of the Customer if necessary). You can also use Payment Term to configure a system of early settlement discounts.

Planned Delivery
Paste Special    Choose date
The date when 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 and Week (four characters). You can also specify separate Planned Delivery Dates in the Order rows (on flip E), again using the format specified in the Planned Delivery setting.

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.

The options described in the next four paragraphs all require you to specify in the Planned Delivery setting that this field uses the Date format.

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

You can specify that the Delivery Dates in Deliveries issued to each Customer will default to the current date or to this Planned Delivery Date (the Planned Delivery Date field on flip E will not be used for this purpose). To do this, use the Delivery Date Based On options on the 'Delivery' card of the Contact records for each Customer. In effect, the Planned Delivery Date.option will negate the No Deliveries before Planned Date option described in the previous paragraph.

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 in any of the Order rows, the function will use that date in place of the one specified here.

If you are using Dated Price Lists, the choice of Price List that will be used by a particular Order can depend on its Order Date, Planned Delivery Date or Despatch Date. You can make this choice for each Customer separately, using the Price Based On options on the 'Pricing' card of each Contact record. Please refer here for details about configuring a Dated Price List and here for an illustrated example.

Despatch Date
Paste Special    Choose date
Record here the date when the Order is to be delivered. This field will not be updated automatically when you create a Delivery from the Order. Instead, it will be copied to the Despatch Date on flip D of each Delivery row (unless you have specified a Despatch Date on flip G of a particular Order row).

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.

When producing a Sourcing List report, you can list Orders with a particular Despatch Date, and this date will also be shown in the report if the Despatch Date field in an Order row is empty.

If you are using Dated Price Lists, the choice of Price List that will be used by a particular Order can depend on its Order Date, Planned Delivery Date or Despatch Date. You can make this choice for each Customer separately, using the Price Based On options on the 'Pricing' card of each Contact record. Please refer here for details about configuring a Dated Price List and here for an illustrated example.

Despatch Time
Paste Special    Current Time
Record here the time when the Order is to be delivered. This is for information only. You can also specify a Despatch Time on flip G in each Order row: the Sourcing List report will only take Despatch Times from the Order rows.

Our Reference
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 'Sales' card of the current user's Person record. This References will be copied to the Our Reference field in any Invoices created from the Order.

Attention
Paste Special    Contact Persons in Contact register
Default taken from    Contact record for the Customer
Record here the person for whose attention all Order, Delivery and Invoice documentation is to be marked. 'Paste Special' will list the Contact Persons belonging to the Customer.

Tags/Objects
Paste Special    Tag/Object register, Nominal Ledger/System module
You can assign up to 20 Tags/Objects, separated by commas, to an Order. You might define separate Tags/Objects to represent different departments, cost centres or product types. This provides a flexible method of analysis that you can use in Nominal Ledger reports. Usually the Tags/Objects specified here will represent the Customer and the Salesman.

In the Nominal Ledger Transactions generated from Invoices resulting from the Order, any Tags/Objects specified here will be assigned as follows:
  1. By default, they will be assigned to the credit posting to the Sales Account(s) and, if the Invoices will update the stock valuation in the Nominal Ledger, to the Cost of Sales postings.

    These assignments will not occur if you are using the Skip Header A/C Objects on Sales and COS A/C option in the Account Usage S/L setting.

  2. If you are using the Tags/Objects on Debtor Account option in the same setting, these Tags/Objects will be assigned to the debit posting to the Debtor Account.

  3. If you are using the Tags/Objects on VAT Account option in the same setting ('VAT / Tax' card), they will be assigned to the credit posting(s) to the Output VAT Account(s).
The Tags/Objects specified here will also be transferred to any Deliveries issued from the Order. In the Nominal Ledger Transactions generated from those Deliveries, the Tags/Objects will be assigned to the debit posting to the Cost of Sales Account and, if you are using the Tag/Object on Stock Account option in the Cost Accounting setting in the Stock module.

Any Sales Tags/Objects specified in the Contact record for the Customer will be copied here as a default, as will any Tag/Object specified in the Person record for the Salesman. Tags/Objects representing the Branch in which the client machine is located will also be copied here, taken from the Sales Tags/Objects field in the Contact record for the Branch. The Branch itself will be copied from the Local Machine setting in the User Settings module and will be visible on the 'Del. Terms' card of the Order.

Reference
Record here any additional code by which the Order can be identified. This Reference will be copied to any Invoices that you create from the Order, and from there to the Reference field in the resulting Nominal Ledger Transactions. When you receive payment against the Invoices, the Reference will be copied to the Reference Number field on flip G of the relevant Receipt row.

Cust. Ord. No.
Record the Customer's Purchase Order Number here. It will be printed on all documentation associated with the Order, providing you have included the "Customer Order Number" field in your Form Template designs.

If you need a Customer Order Number to be specified in every Order, select the Require Customer Order Number option in the Order Settings setting.

Salesman
Paste Special    Person register, System module and Global User register, Technics module
Default taken from    Contact record for the Customer or current user
Enter the Signature of the Salesman responsible for the Order here. You can enter more than one Signature, separated by commas.

There are many reports in the Sales Orders and Sales Ledger modules that can be broken down by Salesman. One is the Bonus, Salesman report, which you can use to calculate commission on Items sold, using the Bonus setting in the Sales Ledger, the Bonus % field on the 'Pricing' card of each Item record or the Bonus field on the 'Sales' card of the Person record. If you specified more than one Salesman, the commission will be divided between them.

Generating an Activity from the Order using the 'Workflow Activity' function on the Create menu (Windows/Mac OS X) or + menu (iOS/Android) will place a reminder in the Salesman's Task Manager to call the Customer.

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

You can also specify a Salesman or Salesmen in an individual Order row (on flip D). If an Invoice results from the Order, the Bonus, Salesman report will assign any commission for the row in question to the Salesman specified in the row only (i.e. not to the Salesman specified in the header). However, the 'Workflow Activity' function will not create Activities for the row Salesman, and the Order will not be recognised as belonging to the row Salesman by the Limited Access feature.

Project
Paste Special    Project register, Job Costing module (if installed)
Use this field to attach the Order to a Project. This requires you to be using the Job Costing module. The Customer, Currency and Tags/Objects will be brought into the Order from the Project, and the Salesman in the Project or, if that field is blank, the Project Manager 1 will be brought in to the Salesman field in the Order.

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

After 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. If you assign a Project to an Order after it has been delivered and then save the Order, you will only be able to change or remove the Project so long as you have not created Project Transactions from the Delivery. 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 'Project' function on the Create 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.

Order Class
Paste Special    Order Classes setting, Sales Orders module
Enter the Order Class for the Order (if any). Order Classes allow you to categorise 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 Quotation Class to Order option in the Order Settings setting.

Several Maintenance functions in the Sales Orders module, including 'Create Purchase Orders' , 'Create Stock Movements', 'Group Invoicing' and 'Invoice Delivered Orders' allow you to create records in batches from Sales Orders belonging to a particular Class. You can also use the Order Class as a search criterion in many of the reports in the Sales Orders module.

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

You can specify in an Order Class that an Activity will be created automatically from each Order belonging to that Class when you save it for the first time. Please refer to the description of the Order Classes setting here for details. If an Order doesn't have an Order Class, an Activity can still be created automatically, this time controlled by the Activity Types, Subsystems setting in the CRM module.

Order Type
Paste Special    Choices of possible entries
Specify the Order Type as follows:
Normal
A "Normal" Order is one where the Customer will collect the Items from your premises or you will deliver the Items to the Customer.

Drop Ship
A "Drop Ship" Order is one where you will order the Items from a Supplier or Suppliers, and those Suppliers will deliver the Items directly to your Customer.

You cannot create a Delivery from a "Drop Ship" Order. Instead, you must create a Purchase Order from the Order using the 'Purchase Order' function on the Create menu or the 'Create Purchase Orders' Maintenance function in the Sales Orders module. When the Supplier delivers the Items to the Customer, create a Shipment Notification from the Purchase Order. This will allow you to create an Invoice from the Order.

Please refer here for more details about Drop Shipments and Shipment Notifications.
There is also an Order Type field on flip C in each Order row. If the Order Type in an Order row is "Default", that row will follow the Order Type in this field. The Type in each row that you add to the Order will be taken from the Default Order Type field in the relevant Item record. You can change the Order Type in an individual row if necessary.

Sales Contract
Paste Special    Sales Contract register, Sales Orders module
Use this field to connect the Sales Order to a record in the Sales Contract register.

Information from the Sales Contract will be printed on Order documents (and, in Ukraine, on VAT Correction S/L documents) providing you have included the following fields in your Form Template designs:

Field in Form TemplatePrints
Sales Contract DateDate
Sales Contract No. No.
Sales Contract Pay. TermPay. Term
Sales Contract TypeType

The Type of the Sales Contract will be copied to the Sales Contract Type field in each Delivery that you create from the Order. In Russia, the Sales Contract Type should be printed on Delivery Notes and Picking Lists, which you can do by including the "Sales Contract Type" field in your Form Template designs.

Closed
Tick 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 mark an Order as Closed if there is an outstanding connected Down Payment Invoice. You should credit the Down Payment Invoice first, before marking the Order as Closed.

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 granting them Full access to the 'Disallow Closing Order' Action.

Reserved
Tick this box if you have some or all of the Items on an Order in stock and you want to reserve them so that they are not sold to other Customers. If you create a Delivery for the same Items from another Order, the Avail. figures in that Delivery will exclude the reserved units, thus ensuring you maintain sufficient stock for this Order while it remains undelivered.

The Reserved check box reserves stock by quantity. So, if you have ten units in stock and you reserve eight, you will only be able to deliver two against other Orders. You can't use this check box to reserve individual Serial Numbers. If you need to reserve individual Serial Numbers (at the unit or batch level), use the 'Reservations' function on the Operations menu.

If you will use the 'Create Deliveries from Orders' Maintenance function to create Deliveries for every unfulfilled Order that can be satisfied from stock, you will be able to use the Reserved First option to priority to Orders whose Reserved box is ticked.

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 option will usually only apply to Stocked Items. If you want it to apply to Structured Items as well, select the Paste Components During Entry option in those Items ('Recipe' card). Without needing to leave the Order, you can use the 'Item Status' function (described briefly here and in full here) to check the current stock level of a particular Item together with the quantity required for other Orders and the quantity already reserved on Orders and Stock Movements. If you need to reserve Items from future Purchase Orders (i.e. if you need to reserve Items that aren't in stock yet), use the 'Reservations' function on the Operations menu.

You can use Access Groups to prevent certain users from ticking (and also from removing the tick from) the Reserved box in Sales Orders (and in Stock Movements). To do this, deny them access to the 'Change Reserved Status on Orders and Stock Movements' Action.
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The Sales Order register in Standard ERP:

Go back to:

Entering a Sales Order - Items Card Part 1 (Flips A and B)

This page describes the fields on flips A and B of the 'Items' card of the Sales Order record. Please follow the links below for descriptions of the other cards:
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Use the grid on the 'Items' card to list the Items ordered by the Customer. This grid is divided into eight horizontal flips. When you click (Windows/Mac OS X) or tap (iOS/Android) on a flip tab (marked A-H), the two or three right-hand columns of the grid will be replaced.

Before adding any rows to an Order, ensure that the Price List, Currency and Exchange Rate are correct. As you add Items to the Order, the correct prices will be brought in automatically, converted into Currency if necessary. If you change the Currency after you have added Items to the Quotation, the prices of those Items will be converted to that Currency automatically. However, if you change the Exchange Rate, prices already in the Order will not be recalculated automatically. To have prices recalculated in this situation, use the 'Update Currency Price List Items' function on the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android). If you change the Order Date and the Exchange Rate changes as a consequence, prices will be recalculated automatically if you are using the Update Prices on records with Currency when changing Dates option in the Item Settings setting in the Sales Ledger. Prices will always be recalculated automatically if you change the Price List.

If you are using Windows or Mac OS X, you can add rows to an Order by clicking in any field in the first blank row and entering 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 copy a list of Item Numbers in a spreadsheet or word processor and paste them in the Item field in the first empty row. Finally, you can use the 'Item Search' function on the Operations menu to add Items to the Order.

If you are using iOS or Android, you can add rows by tapping the + button below the matrix. To remove a row, long tap on the row number on the left of the row and select 'Delete Row' from the resulting menu. To insert a row, long tap on the row number where the insertion is to be made and select 'Insert Row' from the resulting menu.

Flip A

Item
Paste Special    Item register
With the insertion point 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 a short piece of 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 in which you have ticked the Paste Components During Entry box (on the 'Recipe' card of the Item record), its components will be listed on the following rows when you enter a Quantity. If you then change the Quantity of the Structured Item, the Quantities of the components will be updated automatically.

You can use Access Groups to prevent users from selling Items of a particular Type. Assign them an Access Group in which you have granted Full access to the 'Disallow Sales of Plain Items', 'Disallow Sales of Stocked Items', 'Disallow Sales of Structured Items' and/or 'Disallow Sales of Service Items' Actions as necessary.

Qty
Enter the number of units ordered. The Sum will then be calculated automatically.

After entering a Quantity, pressing the Return or Enter key will cause the insertion point to move to the Item field in the next row. This will allow you to choose the next Item immediately.

Negative quantities are not allowed in this field.

Description
Default taken from    Item
This field contains the name of the Item, brought in from the Item register. Usually, it will be the Item's Description that is brought in but, if you have entered various translations of the Description on the 'Texts' card of the Item record, the correct translation for the Language of the Order (specified on the 'Price List' card) will be brought in instead.

In addition to the Description or its translation, any rows of text that you have entered on the 'Texts' card of the Item record without a Language will be brought in to the following rows of the Order, as shown in rows 3 and 4 in the illustration below.

If you want to add an extra description, you can do so: there is room for up to 100 characters of text. If you need more space, you can continue on the following lines.

In multi-user systems, you can prevent certain users from changing any Description in an Invoice using Access Groups, by denying them access to the 'Change Item Description on Order' Action. Separate similar Actions are available for Quotations, Deliveries and Invoices.

Unit Price
The Unit Price of the Item according to the Customer's Price List will be brought in when you specify the Item Number. If the Customer does not have a Price List, or the Item is not on the Price List in question, the Base Price from the Item record will be brought in instead. If there is a Price List applying to an Order, it will be shown on the 'Price List' card.

The maximum number of decimal places that you can use in a Unit Price is three. If you need more decimal places, use the Unit Price in combination with the Price Factor on flip E.

This figure will include VAT (and Extra Tax) if the Price List 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 Extra Tax).

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

Please refer to the Controlling Prices in Orders page for details about how you can control access to this field and otherwise control pricing in Orders.

%
If you need to offer the Customer a discount on an Item, enter the discount percentage in this field.

A discount percentage will be brought in to this field automatically if you are using Discount Matrices and if there is a Discount Matrix that includes the Item applying to the Order. Discount Matrices allow you to offer quantity discounts based on the value, quantity, weight or volume of each Item sold, so the discount percentage will be recalculated whenever you change the Quantity. If there is a Discount Matrix applying to an Order, it will be shown on the 'Price List' card.

If the Discount Matrix is one that calculates quantity discounts based on Item Group quantities rather than Item quantities, the calculated discount 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.

Please refer here for more details about Discount Matrices.

The Discount Calculation options in the Round Off setting in the System module allow you to 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 rounding. 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.

Please refer to the Controlling Prices in Orders page for details about how you can control access to this field and otherwise control pricing in Orders.

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 & 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 the Row Sum rounding rules set for the Currency/Payment Term combination in the Currency Round Off setting in the System module. If that setting does not contain an entry for that combination, the Row Sum rounding rules in the Round Off setting also in the System module will be applied.

Please refer to the Controlling Prices in Orders page for details about how you can control access to this field and otherwise control pricing in Orders.

If you are using the Disallow Negative Row Sums on Sales option in the Account Usage S/L setting in the Sales Ledger, you will not be able to mark an Order as OK and save it if the Sum in any row is negative.

Flip B

Cust. Item No.
If you know the Customer's code for the Item (i.e. the Customer's equivalent of the Item Number), you can enter it in this field. For a more permanent record, you can enter this code in the Customer Items setting in the Sales Orders module. After having done so, it will be brought in to this field in future Orders automatically.

If you need this code to be printed on Order and Delivery documentation, add the "Customer Item Code" field to the Form Templates.

A/C
Paste Special    Account register, Nominal Ledger/System module
The Sales Account specified here will be credited with the Sum in the. Nominal Ledger Transaction generated from the Invoice that you will eventually create from the Order. Sales Accounts are used to record the levels of sales of different types of Items in the Nominal Ledger.

Please refer here for details about how the Sales Account in each row will be chosen.

Tag/Object
Paste Special    Tag/Object register, Nominal Ledger/System module
Default taken from    Item or Item Group
You can assign up to 20 Objects, separated by commas, to an Order row. You might define separate Objects to represent different departments, cost centres or product types. This provides a flexible method of analysis that you can use in Nominal Ledger reports. Usually the Objects specified here will represent the Item.

The Objects that you specify here will be transferred to the Nominal Ledger Transaction that will be generated from any Invoice created from the Order. In that Transaction, these Objects will be assigned to the credit posting to the Sales Account and, if the Invoice will update the stock valuation in the Nominal Ledger, to the cost of sales postings. This assignment will merge these Objects with those of the parent Order (shown on the 'Terms' card).

The Objects specified here will also be transferred to the corresponding row of any Delivery issued from the Order row. They will then be assigned to the debit posting to the Cost Account (Cost of Sales Account) in any Nominal Ledger Transaction generated from that Delivery. 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 an Order, the VAT Code entered here will determine the rate at which VAT will be charged on the Item and the Output VAT Account that will be credited with the VAT value.

Please refer here for details about how the VAT Code in each row will be chosen.

Rvrs
Default taken from    Item (Reverse VAT Code)
If an Item is one that you will sell on a reverse charge VAT basis to a Customer in the Domestic VAT Zone, the Reverse Charge VAT Code will be placed in this field, copied from the Item record. Please refer to the Reverse Charge VAT in Sales Invoices page for more information. This field will only be visible in Lithuania, Poland and the UK (i.e. when the VAT Law in the Company Info setting is "Lithuanian", "Polish" or "Default").

T-Cd
Paste Special    Tax Templates setting, Nominal Ledger
In some countries, Tax Templates are used instead of VAT Codes to determine the rate at which VAT or sales tax will be charged on the Item and the Output VAT Account that will be credited with the VAT or sales tax value. VAT Codes should be used where each sales and purchase transaction (e.g. each row in an Order) is taxed at a single rate, while Tax Templates should be used where different taxes and/or several tax rates are applied to one transaction (e.g. to one row).

If you need to use Tax Templates, you should choose the Use Tax Templates for Tax Calculation option in the Transaction Settings setting in the Nominal Ledger. This option will cause a Tax Template field ("T-Cd") to appear here instead of the VAT Code field ("V-Cd"). Having done so and having entered your Tax Templates in the Tax Templates setting also in the Nominal Ledger, you should specify the Tax Templates that are to be used in each Order row here.

Please refer here for details about how the Tax Template in each row will be chosen.
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The Sales Order register in Standard ERP:

Go back to:

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)

This page describes the fields in the footer of the 'Items' card of the Sales Order record. Please follow the links below for descriptions of the other cards:
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In addition to the Currency, the Order Footer contains various running totals as described below. Whenever you add or change an Order row, these totals will be updated automatically.
Currency
Paste Special    Currency register, System module
Default taken from    Contact record for the Customer (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 an individual Order if necessary. Leave the field blank to use your 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. However, if you change the Exchange Rate, prices already in the Order will not be recalculated automatically. To have prices recalculated in this situation, use the 'Update Currency Price List Items' function on the Operations menu. If you change the Order Date and the Exchange Rate changes as a consequence, prices will be recalculated automatically if you are using the Update Prices on records with Currency when changing Dates option in the Item Settings setting in the Sales Ledger.

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

In multi-user systems, you can prevent certain users from viewing the GP % in Quotations, Orders and Invoices using Access Groups, by denying them access to the 'View Item's Cost Price' Action. In an Order, this will hide the GP % field, the Total GP field immediately below and the Cost Price and GP fields on flip C of the matrix.

Total GP
The total gross profit on the Items on the Order. As with the GP % field above, this excludes any profit in the Freight value, as set in the Freight or Freight/Weight Calculation settings.

The GP % and Total GP will be calculated using the Cost Price on flip C of each row. If you are using the Update Cost Price on Order when Delivering option in the Order Settings setting, the Cost Price on flip C of each row will be updated with the unit cost of sales value when you mark the related Delivery as OK. This will mean that the GP % and Total GP will be calculated from actual cost of sales values.

Reverse VAT
If the Order contains any Items that you will sell on a reverse charge VAT basis to a Customer in the Domestic VAT Zone, the value of the VAT that the Customer should pay to the tax authority on the reverse charge basis will be placed in this field. Please refer to the Reverse Charge VAT in Sales Invoices page for more information. This field will only be visible in Lithuania, Poland and the UK (i.e. when the VAT Law in the Company Info setting is "Lithuanian", "Polish" or "Default").

Tax2
This field is used in Argentina.

If the Order has a Region on its 'Inv. Address' 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, mark as OK and save an Invoice from the Order, the 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 Perceptions box has been ticked ('Terms' card).

This field will not be visible in Lithuania, Poland and the UK (i.e. when the VAT Law in the Company Info setting is "Lithuanian", "Polish" or "Default").

Ext. Tax
When you define VAT Code records using the setting in the Nominal Ledger, you can use the fields on flip B to specify that an additional tax, such as an environmental tax, is to be levied. This additional tax is usually termed "Extra Tax".

If the VAT Code in any of the rows of the Order is one that you have configured to include Extra 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, mark as OK and save an Invoice from the Order, this Extra Tax will be credited to the Tax Account specified for the appropriate VAT Code. The debit posting will depend on whether you are using the Total not including Ext. Tax option on the 'VAT / Tax' card of the Account Usage S/L setting. If you are not using this option, the Extra Tax will be included in the TOTAL of the Invoice and will therefore be included in the debit posting to the Debtor Account. If you are using this option, the Extra Tax will not be included in the TOTAL, and it will be debited to the Tax on Sales Account, also as specified on the 'VAT / Tax' card of the Account Usage S/L setting. You will therefore need to use this option if the Extra Tax is one that will not be paid by Customers.

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 ticked ('Terms' card).

Please refer to the description of flip B of the VAT Codes setting for more details about how the Extra Tax figure is calculated together with examples.

VAT, Tax
The VAT total for the Order (or tax total if you are using the Use Tax Templates for Tax Calculation option in the Transaction Settings setting in Nominal Ledger).

This figure will be rounded up or down according to the Default for Calculated Values rounding rules set in the Round Off setting in the System module.

Base
The Base is the Order total including VAT in your home Currency (or in Base Currency 1 as defined in the Base Currency setting in the System module). The field will not be used if the Currency of the Order is blank.

Subtotal
The total value of the Order rows (i.e. the total of the values in the Sum field).

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 that Base Prices include VAT (or VAT and TAX).

This figure will be rounded up or down according to the Default for Calculated Values rounding rules in the Round Off setting in the System module.

TOTAL
The total for the Order, including VAT.

This figure will be rounded up or down according to the Total rounding rules set for the Currency/Payment Term combination in the Currency Round Off setting in the System module. If that setting does not contain an entry for that combination, the Total rounding rules in the Round Off setting also in the System module will be applied.

If you are using the Disallow Negative Totals on Sales option in the Account Usage S/L setting, you will not be able to mark an Order as OK and save it if the TOTAL is negative.
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The Sales Order register in Standard ERP:

Go back to:

Entering a Sales Order - Currency Card

This page describes the fields on the 'Currency' card of the Sales Order record. Please follow the links below for descriptions of the other cards:
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Currency
Paste Special    Currency register, System module
Default taken from    Contact record for the Customer (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 in an individual Order if necessary. Leave the field blank to use your 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. However, if you change the exchange rate, prices already in the Order will not be recalculated automatically. To have prices recalculated in this situation, use the 'Update Currency Price List Items' function on the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android). If you change the Quotation Date and the Exchange Rate changes as a consequence, prices will be recalculated automatically if you are using the Update Prices on records with Currency when changing Dates option in the Item Settings setting in the Sales Ledger.

Exchange Rates
Default taken from    Base Currency Rates setting and/or Exchange Rate register, System module
By default, these fields will display the exchange rates for the specified Currency on the Order Date. Ensure that these rates are correct before adding Items to the Order to ensure the correct currency conversion takes place.

If you change the Order Date, the exchange rates will change automatically. The prices of any Items already in the Order will be updated automatically and immediately, providing you are using the Update Prices on records with Currency when changing Dates option in the Item Settings setting in the Sales Ledger.

You can also change the exchange rates in an individual Order yourself. In this case, the prices of any Items already in the Order will not be updated, so you will need to 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.

If you wish to prevent the changing of exchange rates, select the Prevent Base Rate Changes and/or Prevent Foreign Rate Changes options in each Currency record. If you are using these options, the exchange rates in an Order will still be changed if you change the Order Date.

The rates specified here will be copied to any Invoices created from the Order if you are not using the Update Base Currency when Invoicing and Update Foreign Currency when Invoicing options in the Account Usage S/L setting in the Sales Ledger and you have selected "From Order" as the Invoice Rate option in the Sales Invoice Settings setting. Otherwise, the current rates will be used instead of the rates specified here.

One of two conversion methods will be used to calculate prices in Currency. 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 illustrated 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 record in the Base Currency Rates setting that applies on the Order Date). 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 illustrated below, the home Currency is US Dollars (USD) and the foreign Currency Japanese Yen (JPY). JPY122.15 buys USD1.00.

Please refer here for more examples.
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The Sales Order register in Standard ERP:

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Entering a Sales Order - Del. Terms Card

This page describes the fields on the 'Del. Terms' card of the Sales Order record. Please follow the links below for descriptions of the other cards:
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Delivery Terms
Paste Special    Delivery Terms setting, Sales/Purchase Orders module
Default taken from    Contact record for the Customer (Sales Del. Terms)
Specify the Delivery Terms for the Order here. You will tend to use this field for international Customers: examples might be Cost, Insurance, Freight or Free On Board.

In each Delivery Term record, you can enter a description in your home Language and in various translations. When you print the Order or connected Delivery Notes, the correct translation for the Language of the Order (on the 'Price List' card) will be printed in the "Delivery Term Text (shiptermtext)" field, assuming you have included that field in your Form Templates.

Delivery Mode
Paste Special    Delivery Modes setting, Sales Orders module
Default taken from    Contact record for the Customer (Sales Del. Mode)
Enter the mode of shipping used for the 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.

In each Delivery Mode record, you can enter a description in your home Language and in various translations. When you print the Order or connected Delivery Notes, the correct translation for the Language of the Order (on the 'Price List' card) will be printed in the "Delivery Mode Text (levsattext)" field, assuming you have included that field in your Form designs.

Route
Paste Special    Routes setting, Stock module
You will tend to use the Route field if you have a fleet of delivery vehicles, each of which repeats the same journey or "Route" every day.

The Route in an Order will be updated if you change the Customer, the Location (immediately below) or the Address Code (i.e. Delivery Address, on the 'Del. Address' card), as follows:
  1. The Route will be taken from the record in the Routes/Locations setting in the Stock module for the Location/Customer/Delivery Address combination.

  2. If there is no Address Code in the Order, the Route will be taken from the record in the Routes/Locations setting for the Location/Customer combination in which the Delivery Address is blank. If there is no such record, the Route will be taken from the first Routes/Locations record for the Location/Customer combination, sorted by Delivery Address.

  3. In all other circumstances (e.g. there is an Address Code in the Order but there is no record in the Routes/Locations setting for the Location/Customer/Delivery Address combination), the Route will be taken from the Contact record for the Customer (Route field on the 'Delivery' card).
The Route will be used by the Sorted Order List report, a list in Route order of Orders with a particular Planned Delivery Date. You can use this report as an aid for delivery drivers.

The Route will be copied to all Deliveries that you create from the Order. The Routes of Deliveries will be used by the Trip Sheet report in the Stock module. This is a list of the Deliveries on a particular Route that can be made on a specified date or during a specified period.

Location
Paste Special    Locations setting, Stock module
Used as default in    Deliveries
If the stock that will be used to satisfy the Order is to be taken from a particular Location, specify that Location here. 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. If you are using the Require Location option in the same setting, you will not have to enter a Location here, but you will have to specify one in any Deliveries resulting from the Order.

A default Location can be brought in from the 'Sales' 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. You can also prevent the current user from using a particular Location, using the Order Reserv. Access field in their Person record. If the current user specifies a Location that they should not use, the message "You are not allowed to withdraw any items from this location." will appear when they try to save the Order. Please refer to the description of the Stock Reservation Access setting here for more details about this feature.

If the 'Item Status' window is open, the quantities it shows 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, you can use the 'Stock Movement' function on the Create menu (Windows/Mac OS X) or + menu (iOS/Android) to move any stock that might exist elsewhere into the Location.

After issuing a Delivery from any of the rows in an Order, you will not be able to change the Location in that row or in this field, even if you have not yet marked the Delivery as OK.

If the Location is one in which you have selected the Require Position option, you will not be able to issue Deliveries from the Order by selecting 'Delivery' from the Create menu (Windows/Mac OS X) or + menu (iOS/Android). You must use the 'Create Deliveries from Orders' Maintenance function to issue Deliveries. This function will pick the Items from the correct Positions and create Stock Movements to move the Items from those Positions to the Delivery Position.

Branch
Default taken from    Local Machine setting, User Settings module
If your company has several Branches (e.g. several shops), you can specify the Branch where each client machine is located in the Local Machine setting in the User Settings module. You should do this individually on each client machine. When you create an Order, the Branch where the client machine is located will be recorded here and usually cannot be changed.

If you have entered a record in the Contact register for the Branch, Sales Objects in that Contact record will be copied to the Objects field on the 'Terms' card of the Order. Branch details such as the address in that Contact record will be printed on Order documentation if you have included the various Branch fields in your Form Template designs.

If you are using Tax Templates instead of VAT Codes to determine the rate at which VAT or sales tax will be charged, a Tax Template Code representing the Branch may be copied to the T-Cd field in each row in the matrix. Please refer here for more details.

If you would like it to be possible for some users to change the Branch in Orders, assign them an Access Group in which you have granted Full access to the 'Change Branch Code on Sales Order' Action. Separate similar Actions are available for Quotations and Invoices.

Total Quantity
This field shows the total number of Items on the Order and will be updated automatically each time you save the Order. If this figure becomes inaccurate for any reason, use the 'Recalculate Weight and Volume' function on the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android) to update it.

Total Weight
Default taken from    Items
This field displays the total weight of the Items on the Order, calculated from the Order Quantity and the Weight of each Item. It will be updated automatically each time you save the Order. If you change the Weight in any of the related Item records or if this figure becomes inaccurate for any other reason, use the 'Recalculate Weight and Volume' function on the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android) to update this field.

Total Volume
Default taken from    Items
This field displays the total volume of the Items on the Order, calculated from the Order Quantity and the Volume of each Item. It will be updated automatically each time you save the Order. If you save the Volume in any of the related Item records or if this figure becomes inaccurate for any other reason, use the 'Recalculate Weight and Volume' function (Windows/Mac OS X) or Tools menu (iOS/Android) on the Operations menu to update this field.

Freight
If you have used the Freight setting in the Sales Ledger to specify that an amount for Freight will be added automatically to each Order , that amount will be placed in this field.

The freight charge can be calculated using one of two methods:
  1. The freight charge can be a fixed amount. This fixed amount will be the Base Price of the Item that you specify in the Freight setting, and it will be placed in this field when you enter a Customer Number.

  2. The freight charge can be a variable amount based on the total weight of the Items sold. This variable amount will be calculated using the formula that you specify in the Freight/Weight Calculation setting. This field will be updated each time you specify or change the Quantity in one of the Order rows.
In both cases, 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 (the VAT Code will be shown in the Freight V-Cd field to the right).

If you are not using the Freight setting, you can enter an ad hoc freight amount in this field 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.

Invoice Before Delivery
Default taken from     Stock Settings setting (Invoices Before Delivery check box)
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 a Delivery that you have marked as OK from the Sales Order before you can raise an Invoice. If you would like to be able to raise an Invoice from the Order (for the complete value of the Order) before issuing any Deliveries, tick this box, save the Order and then create the Invoice.

In practice, you can only take advantage of this option if you have determined that cost of sales postings are to be made on the point of delivery. In this case, cost of sales postings will still be made when you mark the Delivery as OK and save (i.e. using this option will not affect cost of sales postings in any way). However, if you have determined that cost of sales postings are to be made from Invoices or from Invoices with Accruals from Deliveries, you won't be able to raise an Invoice if you have not issued any Deliveries. This is because cost of sales values won't be known yet as there is no Delivery. In other words, the Invoice Before Delivery option will effectively be disabled.

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 have been created from the Order first.

Set delivered quantity to Zero
Default taken from    Order Settings setting (Set delivered quantity to Zero check box)
When you create a Delivery from an Order, the Del. Qty in each row will usually be the Order Quantity or the stock level in the specified Location, if this figure is lower. If you need the Del. Qty to be set to zero in each row in the new Delivery, select this option.

This will be useful if you will use a barcode scanner to assign Items to the Delivery. In this case, you will place the insertion point in the Scan Barcode field in the Delivery and then scan the barcode of each Item on the Delivery. As you scan each Item, the Del. Qty in the appropriate row will be increased by one. You will therefore need the Del. Qty in each row to be zero when the Delivery is created.

Select this option in an Order if you need the Del. Qty to be set to zero in each row in the resulting Deliveries.

Freight V-Cd
Paste Special    VAT Codes setting, Nominal Ledger
The VAT Code entered here will determine the rate at which VAT will be charged on any freight charge that you have added to the Order (using the Freight field to the left). It will also determine the Output VAT Account that will be credited with the VAT value from the eventual Invoice.

The default will be taken from the Contact record for the Customer, from the Item specified in the Freight setting, from the Item Group to which that Item belongs, or from the Account Usage S/L setting. The correct VAT Code for the Zone of the Customer will be used.
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The Sales Order register in Standard ERP:

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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

This page describes the fields on the 'Inv. Address' card of the Sales Order record. Please follow the links below for descriptions of the other cards:
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Invoice to Address
Default taken from    Contact record for the Customer (Invoice Address)
Used as default in    Invoices
The Customer's address will be brought in from the 'Contact' card of their record in the Contact register. You can change the Address in a particular Order but if you need to make more permanent changes, you should do so in the Contact register.

If you want to give a name to each of the individual address lines, use the card of the User Defined Fields - Contacts setting in the CRM module. This can be useful if, for example, you want to indicate that the town or city is always to be typed into the third line of the address:

Country
Paste Special    Countries setting, System module
Default taken from     Contact record for the Customer (Country on 'Contact' card)
The Country where the Invoice Address is located will be brought in from the 'Contact' card of the Customer's record in the Contact register.

Account Op.
Paste Special    Banks setting, Purchase Ledger
Default taken from     Contact record for the Customer (Account Operator)
The Customer's Account Operator will be brought in from the 'Accounts' card of their record in the Contact register.

Specifying an Account Operator in an Order allows information from the corresponding record in the Banks setting to be printed on Order documentation, providing you have included the relevant fields in your Form Template designs.

Approval Status
You can use the Approval Rules register in the Business Alerts module to configure an approval process that Orders must pass through. For example, particular managers may need to check and approve every Order in which the TOTAL is greater than a certain value. If you are using such an approval process, this field will display the stage in the process that a particular Order has reached.

If an Order needs to pass through an approval process, the following functions will be disabled until the approval process has been completed:
In brief, the Approval Status of an Order can be any of the following :
Not Required
The Order does not need to pass through an approval process, so the functions listed above will be available immediately.

Not Requested
The Order does need to pass through an approval process, and you have not yet started that process. To start the process, save any changes and then choose 'Request Approval' from the Create menu (Windows/Mac OS X) or _ menu (iOS/Android).

Pending
The Order has been entered into the approval process, and is waiting to be approved or rejected. If you need to check the progress of the approval process, select 'Order Status' from the Operations or Tools menu.

If the Status of the Order is Pending, you will usually not be able to modify it. If you need certain users to be able to modify Pending records, use Access Groups to grant them Full access to the 'Change Record Header when Approval Status is Pending' and/or 'Change Record Matrix when Approval Status is Pending' Actions.

Approved
The approval process has been completed and the Order has been approved. The functions listed above will be available (the Order may have been marked as OK automatically, depending on how you have configured the approval process).

Rejected
The approval process has been completed and the Order has been rejected.
Please refer here for full details.

VAT Zone
Default taken from    Contact record for the Customer
These radio buttons show the Customer's Zone, brought in from the Contact register. The Zone can control the choice of Sales Account and VAT Code or Tax Template for each Item in the Order: you will have defined separate default Sales Accounts and VAT Codes or Tax Templates 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.

You can change the names of two of these options if they are not suitable. Using the VAT Zone Label setting in the Sales Ledger, you can replace the string "EU" with your own string (for example "SACU" in South Africa).

You can use Access Groups to prevent users from selling to Customers in a particular Zone. Assign them an Access Group in which you have granted Full access to the 'Disallow Sales to Domestic Customers' Action (if you need to prevent selling to Customers in the Domestic Zone) or the 'Disallow Sales to Export Customers' Action (if you need to prevent selling to Customers in all other Zones) as necessary.

Region
Paste Special    Regions setting, Sales Ledger
Default taken from    Delivery Address or Contact record for the Customer
The Region (e.g. the state, province or county) where the Delivery Address is to be found. In Argentina, 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.

GLN
The GLN (Global Location Number) of the Customer's warehouse will appear here, taken it from the 'Company' card of the Contact record for the Customer. This field cannot be changed.

VAT Reg. No.
Default taken from    Contact record for the Customer
The Customer's VAT registration number. This will be copied to Invoices created from the Order.

You can have a validation check carried out to ensure that the VAT Number entered here is in the correct format for the Customer's Country. If you want there to be such a validation check, define the correct formats in the VAT Number Masks setting in the System module. The validation check will take place when you save the Order, and a message will be shown if the VAT Number is in the wrong format. The check will be based on the Country specified in the Contact record for the Customer or, if that is blank, using the Country in the Company Info setting (i.e. your own Country). If that is also blank, no validation check will be made.

Telephone, Fax
Default taken from    Contact record for the Customer
The Customer's telephone and fax numbers, as entered on the 'Contact' card of the Contact record for the Customer.
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The Sales Order register in Standard ERP:

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Entering a Sales Order - Del Address Card

This page describes the fields on the 'Del. Address' card of the Sales Order record. Please follow the links below for descriptions of the other cards:
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Address Code
Paste Special    Delivery Addresses setting, Sales Orders module
If a Customer has 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 a particular Order using the 'Paste Special' function. The full Delivery Address will be brought in to the fields below. Usually, only Delivery Addresses for the specified 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, select the Paste All Delivery Addresses option in the Order Settings setting.

If you choose a Delivery Address in which you have specified a Region and./or a VAT Code or Tax Template, they will be brought into the Order. Any taxes already in the Order will be recalculated. This can be useful for international sales.

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

If you need a Delivery Address to be specified in every Order, select the Require Delivery Address option in the Order Settings setting.

Country
Paste Special    or Contact record for the Customer (Country on 'Delivery' card)
The Country where the Delivery Address is located will be brought in from the Delivery Address specified in the Address Code field above or from the 'Delivery' card of the Customer's record in the Contact register.

Delivery GLN
The GLN (Global Location Number) of the delivery address will appear here, taken from the Delivery Address record or from the 'Company' card of the Contact record for the Customer.
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The Sales Order register in Standard ERP:

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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.

If you are using Windows or Mac OS X, follow these steps:

  1. Check the Navigation Centre to ensure you are in the Sales Orders module. If you are in a different module, click the [Switch Module] button in the Navigation Centre or use the Ctrl-0 (zero) (Windows) or ⌘-0 (Mac OS X) keyboard shortcut. Double-click 'Sales Ledger' in the subsequent list.

  2. To open the Sales Order register, click the [Registers] button in the Navigation Centre and double-click 'Orders' in the resulting list. You can also use the Ctrl-1 (Windows) or ⌘-1 (Mac OS X) keyboard shortcut. The 'Orders: Browse' window will be opened, listing every Order.

  3. Double-click on the Order you want to inspect or change.
If you are using iOS or Android, follow these steps:
  1. Check the Navigation Centre to make sure you are in the Sales Orders module. If you are in a different module, tap the [Switch Module] button in the Navigation Centre and then tap 'Sales Orders' in the subsequent list.

  2. To open the Invoice register, tap the [Registers] button in the Navigation Centre and then tap 'Orders' in the subsequent list. The 'Orders: Browse' window will open, listing the Orders that are already in the system.

  3. Tap the Order you want to inspect or change.
In both cases, 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. You will not be able to change the Location on the 'Del. Terms' card or in the delivered row.

If you have marked the Order as OK, the Language field on the 'Price List' card will be the only field that you can change. Depending on how you have configured the 'Form Definition' window for the Order form, changing the Language can change the Form Template that will be used when you print the Order, and it can also determine the printer that will be used to print the form. Please refer here for more details.

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The Sales Order register in Standard ERP:

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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 (Windows/Mac OS X) or select 'Print' from the File menu (all platforms). If you want to print to screen, click the Preview icon (Windows/Mac OS X only).

  2. If you need to print several Orders at once, first ensure you are in the Sales Orders module. Then, if you are using Windows or Mac OS X, click the [Forms] button in the Navigation Centre and double-click 'Orders' in the 'Forms' list window. If you are using iOS or Android, tap the [Routines] button in the Navigation Centre and then tap [Forms]. Tap 'Orders' in the 'Forms' list window. Enter the Order Number (or range of Order Numbers) to be printed and press the [Run] button.

  3. You can have Orders printed automatically. This is controlled using the Auto Actions setting in the System module. Choose the At Insert option if you would like an Order to be printed only when you save it for the first time, or the At Insert & Update option if you would like it to be printed every time you save it.

When you print an Order using any of the methods described above, it will be printed using a Form Template. The Form Template contains the graphic layout design of the printed output i.e. it determines where on the page each piece of information will be placed. Therefore, before you can begin printing Orders, you should design a Form Template (step 1 below), and then specify that the particular Form Template will be used when printing Orders (steps 2-7). You can only follow this process using Windows or Mac OS X, not iOS or Android.
  1. Design the sales order Form Template using the Form Template register in the System module. Use the 'Properties' function on the Operations menu to name the Form Template (in this description, we have used the name "ORDER") and to assign it a Form Type of "Order". You might want to design different Form Templates for use with different Languages.

    A file containing samples of each Form Template including a sample "ORDER" is supplied with Standard ERP: if you want to use these samples as templates for your own designs, import the "UKForms.txt" file as described on the Importing Set-up Data page.

  2. Having designed the Sales Order Form Template, you should now specify that it should be used when printing Orders. Select the Sales Orders module using the [Switch Module] button in the Navigation Centre or the Ctrl-0 (Windows) or ⌘-0 (Mac OS X) keyboard shortcut.

  3. Click the [Forms] button in the Navigation Centre or use the Ctrl-D/⌘-D key combination. The 'Forms' list window will be opened: highlight 'Orders'.

  4. Select 'Define Form' from the Operations menu (with "cog" icon):

  5. In the subsequent 'Form Definition' window, enter "ORDER" in the Form Template field in the first row (you can use 'Paste Special' to ensure the spelling is correct). If appropriate, you can specify a different Form Template in the second row, to ensure both an order acknowledgement and an order authorisation are printed at all times, using different Form Templates. If so, you should also specify a numeric Seq. in both rows (for example, "1" and "2").

    If you only want to be able to print Orders that have been marked as OK, enter 'OKed' in the Status column in every row in the 'Form Definition' window. This will prevent the printing of Orders that have not yet been marked as OK. If you have also used Access Groups to control which users are able to mark Orders as OK, this feature helps prevent the fraudulent creation and printing of unauthorised Orders.

    You can also use this feature to use a different Form Template when printing Orders that have not been marked as OK, as shown below:

  6. Click [Save] to save the Order Form definition. From now on, the Order Form Template that you have designed will be used whenever you print an Order.
If you need Orders to pass through an approval process before you can print them, you can configure such a process using the Approval Rules register in the Business Alerts module. Please refer to the description of the Approval Status options on the 'Inv. Address' card 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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Operations Menu - Sales Orders

The Operations menus for Orders are shown above. On the left is the Operations menu for the 'Orders: Browse' window and on the right is the Operations menu for the 'Order: New' and 'Order: Inspect' windows.

If you are using Windows or Mac OS X, you can open the Operations menu by clicking the button with the 'cog' icon (shown highlighted in the illustration above). If you are using iOS or Android, you can access the Operations menu functions through the Tools menu (with 'wrench' icon).

Before using the functions on the Operations menu in the 'Orders: Browse' window, you should highlight a record or records in the browse window. The function will then be applied to that record or records. If you are using Windows or Mac OS X, you can highlight several Orders in the list by holding down the Shift key while clicking. If you need to apply a function to a number of Orders that aren't in a range, highlight them while holding the Ctrl (Windows) or ⌘ (Mac OS X) keys before selecting the function. If you are using iOS or Android, you can highlight a single record in the browse window by searching for it, so you can only apply these functions to a single record at a time.

Note that in Standard ERP version 8.0, some functions that were previously on the Operations menu were moved to the Create and Row menus. On iOS and Android there is no Row menu, so on those platforms the Row menu functions remain on the Operations/Tools menu.

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

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The Sales Order register in Standard ERP:

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Operations Menu - Sales Orders - Order Status

This page describes the 'Order Status' function on the Operations menus in the Sales Order browse and record windows. If you are using iOS or Android, the 'Order Status' function is on the Tools menu (with 'wrench' icon).

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The 'Order Status' function prints a report to screen summarising all aspects of the Order currently open in a record window or of the first Order highlighted in the 'Orders: Browse' window. If you are using iOS or Android, you can highlight an Order in the browse window by searching for it.

The report contains full details of the selected Order, and lists all connected transactions (e.g. Prepayments, Deliveries, Returned Goods records and Invoices).

You can click (Windows/Mac OS X) or tap (iOS/Android) on any transaction number (for example, a Delivery or Invoice Number) to open the corresponding transaction. If you want to reserve stock for the Order, you can also click or tap the "Reserved" column heading. This will open the Order Reservations report and is therefore the same as selecting 'Reservations' from the Operations menu. Please refer to the description of the 'Reservations' function here for details.

If an Order needs to go through an approval process before it can be printed and before Deliveries and Invoices can be created from it, the 'Order Status' report will contain an Approval Status section that you can use to monitor the approval process. Please refer to the description of the Approval Status options 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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Operations Menu - Sales Orders - Set Order to Invoiced

This page describes the 'Set Order to Invoiced' function on the Operations menu in the 'Orders: Browse' window. If you are using iOS or Android, the 'Set Order to Invoiced' function is on the Tools menu (with 'wrench' icon).

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The 'Set Order to Invoiced' function is only available on the Operations menu for the 'Orders: Browse' window. You can use this function when you have issued a Delivery from an Order and for some reason you want to prevent the raising of an Invoice.

If you are using Windows or Mac OS X, you can use this function to mark Orders as Invoiced in batches. Simply highlight a number of Orders in the browse window and select the function. To highlight a range of Orders, click the top one in the range and then hold down the Shift key and click the last one. If you need to apply a function to a number of Orders that aren't in a range, highlight them while holding the Ctrl (Windows) or ⌘ (Mac OS X) keys before selecting the function.

If you are using iOS or Android, you can only highlight a single Order at a time, by searching for it, so you can only mark a single Order as Invoiced at a time.

After highlighting the Order(s) in question, select this function from the Operations menu. The Invoiced Quantity on flip D of each Order row will be set to the Del. OK Quantity, thus preventing the raising of an Invoice. If the Del. OK Quantity in a row is blank (i.e. you have not issued a Delivery from that row or you have created a Delivery but not yet marked it as OK), the Invoiced Quantity will not be changed.

If the Invoiced Quantity in an Order is not updated when expected, a possible reason is that you (or another user) have made some changes to the Order in another window and you have not yet saved those changes (i.e. the window title is 'Update').

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.

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The Sales Order register in Standard ERP:

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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 - Sales Order - Recalculate Weight and Volume

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

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Each time you save an Order, the Total Quantity, Weight and Volume figures on the 'Del. Terms' card will be updated, calculated using the Order Quantities and the dimension information in the Item records. If you change the Weight or Volume of an Item or if these total figures become inaccurate for any other reason, you can recalculate them by selecting 'Recalculate Weight and Volume' from the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android). You should save the Order before using this function.

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The Sales Order register in Standard ERP:

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Operations Menu - Sales Order - Update Currency Price List Items

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

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Occasionally, you might enter a complex Order with the wrong Exchange Rate, or the Exchange Rate might change significantly between the entry of the Order and its final approval. In such a situation, you do not need to re-enter the Order. Amend the Exchange Rate as appropriate and then select 'Update Currency Price List Items' from the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android). The prices in the Order will be re-converted using the new Exchange Rate. You do not need to save the Order before using this function.

If you change the Currency or the Price List in an Order, prices in the Order will always be recalculated automatically. If you change the Order Date and the Exchange Rate changes as a consequence, prices will be recalculated automatically if you are using the Update Prices on records with Currency when changing Dates option in the Item Settings setting in the Sales Ledger. If you are not using this option, you can use this function to recalculate the prices after changing the Order Date. If you change the Prices in a Price List, you can then use this function to update an Order with those new Prices.

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The Sales Order register in Standard ERP:

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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 - Sales Order - Print Internal Order

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

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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. If you need to print Internal Orders in batches, first ensure you are in the Sales Orders module. Then, if you are using Windows or Mac OS X, click the [Forms] button in the Navigation Centre or use the Ctrl-D/⌘-D keyboard shortcut. Double-click 'Internal Sales Orders' in the 'Forms' list window, or select it and press the Enter key. If you are using iOS or Android, tap the [Routines] button in the Navigation Centre and then tap [Forms]. Tap 'Internal Orders' in the 'Forms' list window. In both cases, enter 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.
To specify the Form Template that will be used when you print Internal Orders both singly and in batches, follow these steps using Windows or Mac OS X (not iOS or Android):
  1. Design the Internal Order Form Template using the Form register in the System module. Use the 'Properties' function on the Operations menu to name the Form Template (in this description, we have used the name "INTERNAL_ORDER") and to assign it a Form Type of "Internal Sales Order".

    A file containing samples of each Form Template including a sample "INTERNAL_ORDER" is supplied with Standard ERP: if you want to use these samples as templates for your own designs, import the "UKForms.txt" file as described on the Importing Set-up Data page.

  2. Select the Sales Orders module using the [Switch Module] button in the Navigation Centre or the Ctrl-0 (Windows) or ⌘-0 (Mac OS X) keyboard shortcut.

  3. Click the [Forms] button in the Navigation Centre or use the Ctrl-D/⌘-D keyboard shortcut. The 'Forms' list window is opened: highlight 'Internal Sales Orders'.

  4. Select 'Define Form' from the Operations menu (with "cog" icon):

  5. In the subsequent 'Form Definition' window, enter "INTERNAL_ORDER" in the Form Template field in the first row (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 Template that you have designed will be used when you print Internal Orders using the 'Forms' function and using the Operations menu function.
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The Sales Order register in Standard ERP:

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Operations Menu - Reservations

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

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Standard ERP contains two separate methods that you can use to reserve stock for Sales Orders.

  1. You can use the Reserved check box on the 'Terms' card 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 only use the Reserved check box to reserve Items that are in stock. If you need to reserve Items that are not in stock, you can use the Stock Reservations feature. When you enter a Sales Order, use the 'Reservations' function to reserve both existing stock and Items that are not in stock, that you have not yet ordered from their Suppliers. When you create Purchase Orders for the Items that are not in stock, and when those Items arrive, the Goods Receipt will reserve a sufficient quantity so that you can fulfil the Sales Order. The Stock Reservations feature also allows you to reserve particular Serial Numbers for an Order.
The Stock Reservations feature is described on this page. To configure such a system, follow these steps:
  1. In the Stock Reservations Settings setting in the Sales Orders module, select the Using Logical Stock Levels option:

    The other options in this setting are described during the illustrated example below.

  2. If you are using Locations, the Location in a new Sales Order will be taken from the current user's record in the Person record or from the Local Machine setting in the User Settings module.

    You can also specify an Order Reserv. Location in each Person record. If you as the current user use the Reservations feature in a Sales Order, the Location in that Sales Order will change to your Order Reserv. Location if you have one. If you are also using the Reservation Access feature (point iii below), this can help prevent other sales persons from taking stock that is reserved for your Sales Orders, and to provide greater detail for reporting. Note that the Order Reserv. Location must be a real Location that can be delivered to, because it will be used in Purchase Orders.

    If you change the Location or the Order Reserv. Location in a Person record, you will need to restart Standard ERP for the change to take effect. In a multi-user system, you will need to restart the server.

  3. An optional step is to use the Stock Reservation Access feature to specify the Locations from which each Person can remove stock. Please refer to the description of the Stock Reservation Access setting here for more details about this feature.
Having completed the configuration work described above, you can now use the Stock Reservations feature, as follows:
  1. Enter a Sales Order as usual.

    If an Item in the Order is Serial Numbered, you will need to reserve a particular Serial Number. Specify the Serial Number on flip E before proceeding to the next step. If the Item is Serial Numbered at the unit level and you have sold more than one, enter separate rows each with a Qty of 1.
    If you need to reserve stock for the Order, save it and then select 'Reservations' from the Operations menu (with 'cog' icon, Windows/Mac OS X) or Tools menu (with 'wrench' icon, iOS/Android). The 'Order Reservations' report illustrated below will appear.

    If you specified an Order Reserv. Location in the current user's Person record (point ii above), the Location in the Order will be changed automatically to this Order Reserv. Location before the report appears.

    If you have printed an Order Status report to screen, you can also open the Order Reservations report by clicking (Windows/Mac OS X) or tapping (iOS/Android) the "Reserved" column heading in the report. The Order Reservations report illustrated below will again appear, but in this case, the Location in the Order will not be changed automatically to the current user's Order Reserv. Location:

    In this example, the Sales Order contains one Item that is in stock and one that is not. For the purposes of the example, we will reserve stock of the first Item while waiting for the second Item to be ordered and received.

    If any Items in the Order are Serial Numbered, the Serial Numbers (from flip E of each Order row) will be listed individually.

    The Order Reservations report offers three ways that you can use to reserve stock: Manual, Automatic and Reserve All Lines Automatically. If you use the Manual method, you will make decisions at each stage of the process. If you use either of the Automatic methods, these decisions will be made in the background. To be able to use the Automatic methods, you must select the Automatic option in the Stock Reservation Settings setting (point i above) (the Reserve All Lines Automatically option will not be visible if you are not using this option). In the examples below, we will use the "Manual" option to illustrate the process.

  2. The first Item, Item 10130, is in stock. To reserve stock of this Item against the Order, follow these steps:

    1. Click or tap the [Manual] text link next to the first Item in the report. A second Order Reservations report is produced, showing stock levels of the Item in each Location:

      The report can contain up to three sections, as shown in the illustration:

      1. The first section displays details from the Order row.

      2. The second section displays stock in each Location. The Reserved column shows the quantity reserved for other Sales Orders, while the Net column shows the quantity that is available for reservation.

        In the example above, Location IRELAND is marked as "Not Allowed" because the current user is not allowed to take stock from this Location. This is controlled using the Stock Reservation Access setting: please refer here for details.

        In this example, the Location in the Sales Order is WHS. It is possible to reserve stock in other Locations, but this is not recommended. Instead, you should move stock to the Order Location before reserving it. You can do this by creating a Stock Movement from the Order (by selecting 'Stock Movement' from the Create menu).

      3. The third section displays open Purchase Orders for the Item (Purchase Orders where the Items have not yet been received into stock). You can reserve stock from a Purchase Order before it has arrived, but again it is recommended that you only do so from Purchase Orders issued from the same Location as the Sales Order.

    2. Click the [Reserve] text link next to the Location that is to supply the stock to satisfy the Sales Order (in this example, the WHS Location, the same Location as the Sales Order). A new record will be created in the Stock Reservations setting, and will be 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 10130 that is currently in Location WHS. The To Location: is the Location where the stock should be when it is reserved. The default in this field will be the Location in the Order.

    3. Save the Stock Reservation record.

  3. The second Item in the Order, Item 10131 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 or tap the [Manual] text link next to the second Item, 10131. A second Order Reservations report is produced:

    2. As there is no stock and no open Purchase Orders, the report is empty apart from [Automatically Reserve from Next Purchase Order] and [Reserve Back to Back Purchase Order] text links. For this Item, click or tap the [Automatically Reserve from Next Purchase Order] button to open a second new Stock Reservation record:

    3. 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 steps 10 and 11).

  4. If you used the Automatic method, the process would first attempt to reserve existing stock. If there is insufficient stock to satisfy the Order, that stock would be reserved and the remaining stock would be reserved from existing open Purchase Orders. Any remaining quantity would be reserved from the next Purchase Order.

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

    The Reserved column shows that the necessary Items are now fully reserved. As the Items have now been fully reserved, the [Manual] and [Automatic] text links have been replaced by [Details] and [Release] links. If you click or tap the [Details] links, more details about each Reservation will be shown:

    The Register column shows the nature of each reservation, from stock and from the next Purchase Order respectively.

    Each reservation is in fact a record in the Stock Reservations setting. You can open these records by drilling down from the Reservation Number in the reports (left-hand column), or you can open them directly from the setting:

    The To field shows the nature of each Reservation. In the Stock Reservation record for the Item that is in stock, this field contains "Stock", and in the Stock Reservation record for the Item that is not in stock it contains "Next Purchase Order".

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

  7. If the Sales Order Quantity decreases, you will be told "Reserved quantity is higher than ordered quantity, please update the reservations accordingly" when you try to save the Order. Cancel the changes to the Order, then select 'Reservations' from the Operations (Windows/Mac OS X) or Tools (iOS/Android) menu and use the [Release] text link for the relevant Item(s) to remove the reservations. This will delete the relevant records from the Stock Reservations setting. Reduce the Quantity in the Order, save the Order and then use the 'Reservations' function to reserve once again.

  8. If you need to remove a reserved Item from the Sales Order or change to a different Item, you must first find and delete the Stock Reservation record. To do this, you can use the 'Reservations' function and the [Release] text link as described in the previous step. An alternative method (which you can also use in the previous step) is to find the relevant record in the Stock Reservations setting, open it and select 'Release Reservation' from the Operations or Tools menu.

  9. 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 'Purchase Order' (Create menu or Maintenance functions.

  10. Mark the Purchase Order as OK and save it. The Purchase Order Number will be copied to any "Next Purchase Order" Stock Reservation records for the Item/Location combination, and the To field in those records will be changed from "Next Purchase Order" 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 Purchase Order" Stock Reservation records for the Item/Location, 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 Purchase Order" status, waiting for the next Purchase Order.

    If a Stock Reservation is not connected to a Purchase Order as described and when expected, the probable reason is that the Location in the Purchase Order is not the same as the To Location in the Stock Reservation.

    You must mark a Purchase Order as OK and save it in order for it to be connected to a Stock Reservation. As this is a vital part of the reservation process, you will not be able to create a Goods Receipt from any Purchase Order that has not been marked as OK if there are any "Next Purchase Order" Stock Reservations. This will ensure that this step is not forgotten.

  11. The Operations/Tools menu of the Purchase Order has its own 'Reservations' function. After you have marked the Purchase Order as OK and saved it, 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 or tap 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.

  12. When the goods arrive in stock, create a Goods Receipt from the Purchase Order in the usual way. The Goods Receipt will contain separate rows for each connected "Purchase Order" Stock Reservation, and one for the remaining quantity:

  13. Mark the Goods Receipt as OK and save it to bring the Items into stock. The connected "Purchase Order" Stock Reservation record will be marked as Finished and a new "Stock" Stock Reservation record will be created, containing the Goods Receipt Number. The quantity received will be placed in the Received field in both records:

    If you did not receive the full Purchase Order Quantity, change the Quantity in any Goods Receipt row, as normal. If you change the Quantity in a row that receives stock against a Stock Reservation, the result will be that the Received figure in the connected "Purchase Order" 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. A "Stock" Stock Reservation will still be created for the quantity that you did receive.

  14. From the Sales Order, you can use the 'Reservations' function to monitor when the reserved Items arrive in stock. In the example, the Received column in the 'Order Reservations' report will now show that the five reserved units of Item 10131 are in stock:

  15. The reserved quantity will be reflected in the 'Item Status' window (Reserved = Stock - Not Reserved):

    If you enter an Order for an Item that has a quantity reserved for an earlier Order and then create a Delivery from the new Order, the Avail. figure in that Delivery will not include the reserved quantity. In the example, the Avail. quantity in a new Delivery for Item 10130 will be 20.

  16. Once the Items are in stock, you can issue a Delivery from the Order in the usual way, by selecting 'Delivery' from the Create menu. When you mark the Delivery as OK and save it, 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.
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The Sales Order register in Standard ERP:

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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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Create Menu - Sales Orders - Delivery

This page describes the 'Delivery' function on the Create menus in the Sales Order browse and record windows. If you are using iOS or Android, the 'Delivery' function is on the + menu.

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You can issue a Delivery from a Sales Order using the following methods:

When you create a Delivery from an Order, a new record will be created in the Delivery register (in the Stock module). If you created the Delivery by selecting 'Delivery' from the Create or + menu, the new Delivery will be opened in a new window, entitled 'Delivery: Inspect'. This means that it has been created and saved and is being opened for checking, amendment and approval.

The Delivery record takes its information from the Order, and tries to ship as many Items on the Order as possible. So, in the first Delivery that you create from an Order, every Order row (except "Header" and "Subtotal" rows) will be copied to the Delivery. If the first Delivery is partial, fully delivered rows will not usually be included in subsequent Deliveries.

The stock Location specified on flip F of an Order row or on the 'Del. Terms' card of the Order will be copied to flip B of the corresponding 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 (excluding any units that have been reserved for other Orders). The default quantity in the Del. Qty field will usually be the ordered quantity (or the maximum shippable quantity in the Location if this is insufficient to fulfil the Order). 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 and Service Items will be shipped without any checking of stock levels. The Avail. field in the Delivery will be left blank for these Items (an example is shown in row 4 in the illustration above). These Items 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 mark the Delivery as OK. 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' Row 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. If you are using iOS or Android, the 'Split Row' function will be on the Tools menu (with 'wrench' icon). 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 you do not mark the Delivery as OK and save immediately, there will be 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 will use a barcode scanner to assign Items to the Delivery, place the insertion point in the Scan Barcode field and then scan the barcode of each Item on the Delivery. As you scan each Item, the Del. Qty in the appropriate row will be increased by one. You will therefore need the Del. Qty in each row to be zero when the Delivery is created. To accomplish this, select the Set delivered quantity to Zero option on the 'Del. Terms' card of the Order. If you would like the Set delivered quantity to Zero option to be selected in every Order, tick the option with the same name in the Order Settings setting.

If you need to make a part shipment, you can reduce the Del. Qty in an individual Delivery row. You can also remove entire rows, by clicking on the row number to the left and pressing the Backspace key (Windows/Mac OS X). If you are using iOS or Android, long tap on the row number on the left of the row and select ‘Delete Row’ from the resulting menu. You will not be able to deliver a greater Quantity than was ordered unless you are using the Allow Delivered 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, a second Delivery created from an Order will again attempt to ship as many of the remaining Items on the Order as possible, depending on stock levels. The default quantities in the second Delivery will be the same, irrespective of whether you have marked the first Delivery as OK. Rows that were fully delivered in the first Delivery will not usually be included in the second Delivery: if you would like them to be included, select the Transfer all Order rows to Delivery option in the Order Settings setting.

The Date of the Delivery can default to the current date or to the Planned Delivery Date of the Order. This depends on the Delivery Date Based On option that you have 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 from the Delivery, select Print Freight Labels from the Operations (Windows/Mac OS X) or Tools (iOS/Android) menu. To print a Picking List, click the Printer icon (Windows/Mac OS X) or select 'Print' from the File menu (all platforms). To print a Delivery Note, mark the Delivery as OK (see next paragraph), save it and then click the Printer icon or select the 'Print' function. You can also print Picking Lists and Delivery Notes from the Stock module, using the [Forms] button in the Navigation Centre.

When the Delivery is complete, tick the OK check box and save. This signifies that the Delivery has been approved. If you have determined that cost of sales postings are to be made on the point of delivery, a Nominal Ledger Transaction will be created (cost of sales postings will otherwise be made from the Invoice). You will no longer be able to modify the Delivery. You will not be able to raise an Invoice for the Delivery until you have marked it as OK.

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

To close the window and return to the Order, click the close box (Windows/Mac OS X) or tap < (iOS/Android). You will be asked if you want to save any changes. The Del. and Del. OK figures in each row 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.

The Order and the Delivery will be connected to each other through the Link Manager facility. This allows you to open the Order quickly and easily when reviewing the Delivery, or to open the Delivery from the Order.

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

  1. The Order has been marked as Closed.

  2. Every Item on the Order has 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 (you have ticked the On Hold box on the 'Terms' card of their Contact record).

  5. You are using the No Deliveries before Planned Date option in the Planned Delivery setting, and the Planned Delivery Date in the Order (in the header or in every row) is in the future.

  6. The Order Type on flip C in every row in the Order is "Drop Ship". This means you will create Purchase Orders for those Items and the Suppliers will deliver directly to the Customer. Please refer here for more details about Drop Shipments.

  7. 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 'Number Series' 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 you make a change to the 'Number Series' card of the Person record, you will need to quit Standard ERP and restart for it to take effect.
You can use Access Groups to prevent certain users from creating Deliveries from Orders. To do this, deny them access to the 'Delivery from Order' Action. An alternative method also using Access Groups is to ensure that Deliveries can only be created from Orders that have been marked as OK (by restricting access to the 'Disallow Delivery from not OKed Order' Action) and to restrict users' ability to mark Orders as OK (using the 'OK Orders' Action).

You can also control whether it is possible to create Deliveries from Orders in which the gross profit of at least one Item is less than a specified percentage. Please refer to the GP Below Minimum Alerts page for details.

If you need Orders to pass through an approval process before you can create Deliveries from them, you can configure such a process using the Approval Rules register in the Business Alerts module. Please refer to the description of the Approval Status options on the 'Inv. Address' card for brief details about the approval process and here for full details.

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The Sales Order register in Standard ERP:

Go back to:

Create Menu - Sales Orders - Invoice

This page describes the 'Invoice' function on the Create menus in the Sales Order browse and record windows. If you are using iOS or Android, the 'Invoice' function is on the + menu.

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You can raise an Invoice from a Sales Order using the following methods:

Usually you must have issued at least one Delivery that you have marked as OK from an Order before you can issue an Invoice. The exceptions to this are described later on this page.

When you create a Invoice from an Order, a new record will be created in the Invoice register (in the Sales Ledger). If you created the Invoice by selecting 'Invoice' from the Create or + menu, the new Invoice will be opened in a new window, entitled 'Invoice: Inspect'. This means that it has been created and saved and is being opened for checking, amendment and approval.

The Invoice takes its information from the Order, and, as a default, assumes that every delivered Item is to be invoiced. If you have made and marked as OK a partial Delivery, the Invoice will be for the quantities in that Delivery. If you have made and marked as OK two partial Deliveries, the quantities in the Invoice will be the aggregate from both Deliveries. If you have created a Delivery that you have not yet marked as OK, it will not be included in the Invoice.

If the Order contains an Item that requires Serial Numbers, it will usually be in a single Order row with the correct Quantity. When you create the Delivery, 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, select the Invoice Based on Delivery option 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, Deliveries will not be created for Service and Plain Items because the Del. and Del. OK quantities for these Items will be changed to the Order Quantity when you save the Order. As a result, you will be able to invoice these Items 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.

  2. If you have selected the Invoice Before Delivery option on the 'Del. Terms' card of the Order, you will be able to raise an Invoice for the whole Order before you issue a Delivery providing that you have determined that cost of sales postings are to be made on the point of delivery. As cost of sales postings will be made when you mark the Delivery as OK and save, using the Invoices before Delivery option will not affect cost of sales postings in any way. However, if you have determined that cost of sales transactions are to be made from Invoices or from Invoices with Accruals from Deliveries, you won't be able to create an Invoice before issuing a Delivery, even if you have selected the Invoice before Delivery option. This is because cost of sales values won't yet be known as there is no Delivery. The Invoice Before Delivery option in an Order will be selected by default if you are using the Invoices Before Delivery option in the Stock Settings setting.
Subject to access rights, 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 was delivered. If you need to use Access Groups to prevent certain users from changing the quantity in Invoice rows, deny them access to the 'Disallow Changing quantity on an Invoice created from an Order' Action.

You can also remove entire rows from the Invoice, by clicking on the row number to the left and pressing the Backspace key (Windows/Mac OS X). If you are using iOS or Android, long tap on the row number on the left of the row and select 'Delete Row' from the resulting menu. You can also 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 ticked so that stock levels are updated accordingly and, if appropriate, to cause cost of sales postings to be made 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 and you have selected "From Order" as the Invoice Rate option in the Sales Invoice Settings setting, the rates will be copied from the Order. Otherwise, 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 your 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 your home Currency and in the Nominal Ledger), enter the correct rates and then select 'Update Currency Price List Items' from the Operations menu.

If you have assigned a Default Item record to the Customer (on the 'Pricing' card of their Contact record), every Item 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 marking the Invoice as OK or printing it.

If an open Prepayment (i.e. one that has not yet been allocated to an Invoice) exists in the Customer's name, a message will appear when the Invoice opens. This will remind you to allocate the Prepayment to the Invoice. You can do this by selecting 'Connect to Prepayment' from the Operations menu and then choosing the Prepayment using 'Paste Special'. If you would like to have the Invoice connected to any relevant Prepayments automatically, select the Connect to Prepayments when Invoicing option in the Order Settings setting. A relevant Prepayment is one created from the Order (i.e. with the Order Number on flip D of the Receipt row). Please refer here for more details about Prepayments.

To print an Invoice, click the Printer icon (Windows/Mac OS X) or select 'Print' from the File menu (all platforms). If you have not yet marked the Invoice as OK 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, tick the OK check box and save. This signifies that the Invoice has been approved. Associated transactions in the Nominal Ledger (including cost of sales postings if you are using this option) will be created if you have so determined using the Sub Systems setting in the Nominal Ledger and in the Number Series - Invoices setting. 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 you have not marked the previous one as OK.

Please refer here for a full description of the Invoice window, including detailed information about marking Invoices as OK, printing them and generating Nominal Ledger Transactions.

To close the window and return to the Order, click the close box (Windows/Mac OS X) or tap < (iOS/Android). You will be asked if you want to save any changes. The Invoiced figure in each row 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).

The Order and the Invoice will be connected to each other through the Link Manager facility. This allows you to open the Order quickly and easily when reviewing the Invoice, or to open the Invoice from the Order.

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, you must raise the Invoice from the Job Costing module, using the 'Create Project Invoices' Maintenance function.

  3. You have selected the Group Invoicing Only option in the Contact record for the Customer ('Terms' card).

  4. 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 'Number Series' 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 you make a change to the 'Number Series' card of the Person record, you will need to quit Standard ERP 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 marked it as OK:
  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 (which has a 'cog' icon if you are using iOS or Android).
If you want to prevent the raising of an Invoice from a delivered Order, use the 'Set Order to Invoiced' Operations menu function.

  • You can use Access Groups to prevent certain users from creating Invoices from Orders. To do this, deny access to the 'Invoice from Order' Action.

    If you need Orders to pass through an approval process before you can create Deliveries and Invoices from them, you can configure such a process using the Approval Rules register in the Business Alerts module. Please refer to the description of the Approval Status options on the 'Inv. Address' card for brief details about the approval process and here for full details..

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    The Sales Order register in Standard ERP:

    Go back to:

    Create Menu - Sales Order - Down Payment Invoice

    This page describes the 'Down Payment Invoice' function on the Create menus in the Sales Order browse and record windows. If you are using iOS or Android, the 'Down Payment Invoice' function is on the + menu.

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    You should raise a Down Payment Invoice when you receive a deposit against an Order or if you wish to ask for one.

    A Down Payment Invoice must be connected to a Sales Order. If you need to issue a Down Payment Invoice, you must therefore create a Sales Order first.

    You can create a Down Payment Invoice in two ways:

    1. Open a Sales Order and use the 'Down Payment Invoice' function. Use this method to create a Down Payment Invoice before a Customer has paid a deposit. This function is described on this page.

    2. If a Customer pays a deposit before you have issued an Invoice, you can create an Invoice as described in point 1 and then enter the payment as a normal Receipt against that Invoice. An alternative method is to enter the deposit as a Prepayment Receipt against the relevant Sales Order. After marking the Receipt as OK and saving, select 'Down Payment' from the Create (Windows/Mac OS X) or + (iOS/Android) menu. The new Invoice will immediately be treated as paid. This option is described here.
    The process of creating a Down Payment Invoice from an Order is governed by the Down Payments setting. In this setting, you can compose a standard text that will be printed on Down Payment Invoices, you should specify the percentage that will be used to calculate the value of each Down Payment, and you should specify the Sales Account that is to be credited from Down Payment Invoices.

    You can specify that a dedicated Debtor Account will be used in Down Payment Invoices. To do this, enter the dedicated Debtor Account in each Order Class (in the Debtors A/C field on the 'Accounts' card). If you have not specified a Debtor Account in an Order Class or an Order does not belong to an Order Class, the usual Debtor Account will be used (taken from the Customer Category or the Account Usage S/L setting).

    If you need Orders to pass through an approval process before you can create Down Payment Invoices from them, you can configure such a process using the Approval Rules register in the Business Alerts module. Please refer to the description of the Approval Status field on the 'Inv. Address' card for brief details about the approval process and here for full details.

    To create a Down Payment Invoice from an Order, first open the Order in a record window. If the Order is already open in a record window, ensure you have saved all changes. Then select 'Down Payment Invoice' from the Create menu (Windows/Mac OS X) or + menu (iOS/Android).

    The 'Down Payment Invoice' function will behave in one of two ways, depending on whether you are using the Details on Invoice option in the Down Payments setting. The two options are described in separate sections below the illustration. After creating a Down Payment Invoice, its value including VAT will be shown in the Downpaid column in the 'Orders: Browse' window:

    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 and opened in a window entitled 'Invoice: Inspect'. This means that it has already been saved and is being opened for checking.

    The Down Payment Invoice will contain a single row with the Down Payment amount. This row will contain the following information:

    In cases 2-4, the appropriate Sales Account for the Zone of the Order will be used. You can change this Account in a particular Down Payment Invoice if necessary.

  • The VAT Code in the Down Payment row will be taken from the VAT Code field in the Down Payments setting. If you have not specified a VAT Code there, it will be chosen in the same way as the Account: it will be taken from the Item specified in the Down Payments setting, from the Item Group to which this Item belongs or from the Account Usage S/L setting in the Sales Ledger will be used. In each case, the appropriate VAT Code for the Zone of the Order will be used.When you are sure the Down Payment Invoice is correct, mark it as OK and save it. As with all Invoices, this will cause the Sales Ledger to be updated and, if so defined in the Sub Systems setting in the Nominal Ledger and in the Number Series - Invoices setting, a Nominal Ledger Transaction to be created. You can then print the Invoice and send it to the Customer.

    In the Nominal Ledger Transaction, the Account shown in the first row of the Invoice will be credited with the value of the Down Payment, while the Debtor Account will be debited as usual. It might be that you need to use a dedicated Account to hold the value of a Down Payment until you issue the final Invoice. This has been done in the illustration, using Account 194.

    The postings illustrated above are not correct for some countries (e.g. Slovenia). As there has not yet been a Delivery or sales event, the postings to the Debtors and Sales Accounts should not occur. Instead, only the VAT should be posted. If you need such a Transaction from a Down Payment Invoice, select the Post VAT Only from Down Payments option on the 'VAT / Tax' card in the Account Usage S/L setting. The VAT will be credited to the Output VAT Account and debited to the VAT (A/C) Account, also specified on the 'VAT / Tax' card in the Account Usage S/L setting.

    After delivering the Items on the Order, raise the final Invoice from the Order in the usual way (e.g. from the Create menu in the Order or Delivery or using a Maintenance function such as 'Invoice Delivered Orders'). This Invoice will contain a row deducting the Down Payment amount. The effect will be that the aggregate total of the Down Payment Invoice and the final Invoice will equal the Order total.

    In the resulting Nominal Ledger Transaction, the Down Payment Account will be debited with the Down Payment amount.

    Details on Invoice on

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

    Enter the percentage that is to be used to calculate 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%).

    If you have already created at least one Down Payment Invoice from an Order and you want to create a new Invoice for the remaining Order amount, enter 100 as the Percentage and select the Use Remaining % option. If you do not select this option while entering a Percentage that is too high, the new Invoice will not be created. A Percentage is too high if it means that the total value of the existing Down Payment Invoices plus the new one would be greater than the value of the Order.

    When you press [Run], a Down Payment Invoice will be created:

    The Order Items will be 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 whether to apply the percentage to sums including or excluding VAT will not be used.

    The Account in the Down Payment row (Account 194 in the illustration above) will be chosen as follows:

    1. If the originating Order belongs to an Order Class in which you have specified a Deposits Account, that Deposits Account will be used.

    2. If this is blank or the Order does not belong to an Order Class, the Sales Account in the Item specified in the Down Payments setting will be used.

    3. If no Sales Account has been specified in that Item, the Sales Account in the Item Group to which that Item belongs will be used.

    4. If this is blank, or if you have not specified an Item in the Down Payments setting, the Sales Account specified on the 'Sales' card of the Account Usage S/L setting in the Sales Ledger will be used.
    In cases 2-4, the appropriate Sales Account for the Zone of the Order will be used. You can change this Account in a particular Down Payment Invoice row if necessary.

    One reason for using the Details on Invoice option is so that VAT in a Down Payment can be calculated using the VAT Codes of each Item in the Order instead of an overall VAT Code. The VAT Code in each Order row will therefore be copied to the corresponding row in the Down Payment. If you are using the Details on Invoice option for this reason, do not specify a VAT Code in the Down Payments setting. If you do, this VAT Code will be used in each row in the Down Payment, which would defeat the purpose of the Details on Invoice option.

    When you are sure the Down Payment Invoice is correct, mark it as OK and save it. As with all Invoices, this will cause the Sales Ledger to be updated and, if so defined in the Sub Systems setting in the Nominal Ledger and in the Number Series - Invoices setting, a Nominal Ledger Transaction to be created. You can then print the Invoice and send it to the Customer.

    In the Nominal Ledger Transaction, the Account in the each row in the Invoice will be credited with the Down Payment value in that row, while the Debtor Account will be debited as usual. It might be that you need to use a dedicated Account to hold the value of a Down Payment until you issue the final Invoice. This has been done in the illustration, using Account 194.

    The postings illustrated above are not correct for some countries (e.g. Slovenia). As there has not yet been a Delivery or sales event, the postings to the Debtors and Sales Accounts should not occur. Instead, only the VAT should be posted. If you need such a Transaction from a Down Payment Invoice, select the Post VAT Only from Down Payments option on the 'VAT / Tax' card in the Account Usage S/L setting. The VAT will be credited to the Output VAT Account and debited to the VAT (A/C) Account, also specified on the 'VAT / Tax' card in the Account Usage S/L setting.

    After delivering the Items on the Order, raise the final Invoice from the Order in the usual way (e.g. from the Create menu in the Order or Delivery or using a Maintenance function such as ''Invoice Delivered Orders'). This Invoice will contain rows deducting the Down Payment amounts. The effect will be that the aggregate total of the Down Payment Invoice and the final Invoice will equal the Order total.

    In the resulting Nominal Ledger Transaction, the Down Payment Accounts in each row will be debited with the relevant Down Payment amounts.

    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 saved it after marking it as OK:
    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, follow the standard crediting procedure. Open the Down Payment Invoice and select 'Credit Note' from the Create menu, then mark the resulting Credit Note as OK and save. Using the 'Credit Note' function will ensure that Downpaid figure in the 'Orders: Browse' window will be updated with the value of the Credit Note. If you try to reverse a Down Payment using other methods (e.g. creating a second Down Payment Invoice from the Order in which the Down Payment value is negative), the Downpaid figure in the 'Orders: Browse' window will not be updated. It is also not possible to create a Credit Note by duplicating a Down Payment Invoice and changing the Payment Term.

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    The Sales Order register in Standard ERP:

    Go back to:

    Create Menu - Sales Orders - Purchase Order

    This page describes the 'Purchase Order' function on the Create menus in the Sales Order browse and record windows. If you are using iOS or Android, the 'Purchase Order' function is on the + menu.

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    The 'Purchase Order' function allows you to create "back-to-back" Purchase Orders from a Sales Order or Sales Orders. Usually a back-to-back Purchase Order will contain the same Items and quantities as the Sales Order from which it was created. So, when calculating the quantities to be ordered, the function will not take any stock that you may already have into account.
    You can create "back-to-back" Purchase Orders using the following methods:

    In all three cases, Purchase Orders will be created in the same way. Please refer to the description of the 'Create Purchase Orders' Maintenance function here for full details.

    If you use the Maintenance function, you will be able to use the 'Specify Create Purchase Orders' window to influence how the function will operate. If you use the 'Purchase Orders' function on the Create or + menu, the 'Specify Create Purchase Orders' window won't open and Purchase Orders will be created immediately, as follows:

    If this behaviour does not suit your requirements, use the 'Create Purchase Orders' Maintenance function instead.

    You can use Access Groups to prevent certain users from creating Purchase Orders from Orders. To do this, deny them access to the 'Purchase Order from Order' Action. This Action does not apply to the 'Create Purchase Orders' Maintenance function but, as with all Maintenance functions, you can explicitly deny access to the function as well.

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    The Sales Order register in Standard ERP:

    Go back to:

    Create Menu - Sales Orders - Activity, Workflow Activity

    This page describes the 'Activity' function on the Create menu in the Sales Order browse window and the 'Workflow Activity' function on the Create menu in the Sales Order record window. If you are using iOS or Android, these functions are on the + menu.

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    Creating an Activity from a Sales Order can be useful when you need to schedule a follow-up task related to the Order, such as calling the Customer to check finance has been put in place or to arrange delivery.

    You can create an Activity from a Sales Order using the following methods:

    1. Highlight the Order in the 'Orders: Browse' window and select 'Activity' from the Create menu (Windows/Mac OS X) or + menu (iOS/Android).

      If you are using Windows or Mac OS X, you can create Activities from several Orders at once by highlighting a number of Orders in the browse window before selecting the function. To highlight a range of Orders, click the top one in the range and then hold down the Shift key and click the last one. To highlight Orders that aren't in a range, click them while holding the Ctrl (Windows) or ⌘ (Mac OS X) keys.

      If you are using iOS or Android, you can only highlight a single Order at a time, by searching for it, so you can only create an Activity from a single Order at a time.

      Separate Activities will be created for each Order highlighted. These Activities will not be opened for checking or amendment.

    2. Open the Order in a record window and select 'Workflow Activity' from the Create or + menu. Save any changes you have made to the Sales Order before selecting the function. The new Activity will be opened automatically for checking and approval.

    3. Open the Order in a record window and then open the 'Workflow Manager' window. Click or tap the [+] button in this window to create a new Activity. Again, the new Activity will be opened automatically for checking and approval.

    4. You can have an Activity created automatically from an Order when you save it for the first time. This is controlled by the Order Class of the Order: please refer to the description of the Order Classes setting here for details. If an Order doesn't have an Order Class, it will be controlled by the Activity Types, Subsystems setting in the CRM module, where you can specify that Activities will be created from Orders automatically. These Activities will not be opened for checking or amendment.
    If you create an Activity using methods 2 and 3 above, the new Activity will be opened in a new window, entitled 'Activity: Inspect'. This means that it has been created and saved and is being opened for checking. If you use methods 1 or 4, the new Activity will not be opened. If you need to check it, you can open it from the Order through the Workflow Manager (or from your Task Manager if you are the Salesman in the Order).

    The new Activity will contain the following information:
    After amendment if necessary, save the record in the Activity register by clicking the [Save] button (Windows/Mac OS X) or tapping √ (iOS/Android). You can then close it using the close box (Windows/Mac OS X) or by tapping < (iOS/Android). Alternatively, if you no longer require the Activity, remove it using the 'Delete' function on the Record menu (which has a 'cog' icon if you are using iOS or Android). In either case, you will be returned to the Sales Order window.

    The Order and the Activity will be connected to each other through the Link Manager and Workflow Manager. When reviewing the Activity, you can return to the Order quickly and easily using the Link Manager in the Activity, while you can open the Activity from the Order using the Workflow Manager.

    You must save an Order before you can create an Activity. This is to ensure the links mentioned in the previous paragraph can be established.

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

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

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    The Sales Order register in Standard ERP:

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    Create Menu - Sales Order - Email

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

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    The 'Email' function allows you to create a Mail containing details of an Order, which you can use to send the Order to the Customer by email. To be able to use this function, the Email and Conferences option in the Configuration setting in the System module must be ticked.

    To create a Mail from an Order, first open the Order in a record window and then select 'Email' from the Create menu (Windows/Mac OS X) or + menu (iOS/Android). The following window will appear, in which you can create a new Mail:

    A new record will be opened in a window entitled 'Mail: Inspect'. This means that it has already been saved and is being opened for checking. The details in the Mail will be as follows:
    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 (Windows/Mac OS X) or tapping √ (iOS/Android) in the Button Bar. If you are using the Lock and Send emails Automatically option in the Mail and Conference Settings setting in the Email and Conferences 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 email' from the Mail's Operations or Tools menu after you have saved the Mail. Finally, close the Mail using the close box (Windows/Mac OS X) or by tapping < (iOS/Android). 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. No suitable recipient email address was found.

    3. The Order has not been saved.

    4. The Approval Status of the Order does not allow a Mail to be created from it. If you need Order to pass through an approval process before you can create Mails from them, you can configure such a process using the Approval Rules register in the Business Alerts module. Please refer to the description of the Approval Status field on the 'Inv. Address' card for brief details about the approval process and here for full details.
    If you wish to use this function to send Mails to other members of staff, the intended recipients must have Mailboxes. If you need to send Mails to Customers, you must be using the External Gateway module, and you must have configured the Email SMTP Server setting. Please refer here for full details about the mailing features in Standard ERP.

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    The Sales Order register in Standard ERP:

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    Create Menu - Sales Order - Project

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

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    This ‘Project’ function allows you to create a Project from a Sales Order. To be able to use this function, the Job Costing option in the Configuration setting in the System module must be ticked.

    Creating a Project from an Order can 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 ‘Project’ from the Create menu (Windows/Mac OS X) or + menu (iOS/Android). 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 first line of the Comment field on the '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 (Windows/Mac OS X) or tapping √ (iOS/Android) in the Button Bar and close it using the close box (Windows/Mac OS X) or by tapping < (iOS/Android). Alternatively, if you no longer require the Project, select 'Delete' from the Record menu (which has a 'cog' icon if you are using iOS or Android).

    The Project Number will be copied to the Project field on the '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:

    After creating a Project from an Order, you may wish to create a Project Budget for the Project containing the Items in the Order. To do this, open the Order in a record window once again and select 'Project Budget' from the Create or + menu.

    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, also in the Job Costing module. If you create a Project from a delivered Order, you will only be able to change or remove the Project from the field on the 'Terms' card of the Order so long as you have not created Project Transactions for the Delivery.

    After creating a Project from an Order (i.e. if the Project field in an Order contains a Project Number), you will not be able to create an Invoice directly from the Order. 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 or from an Order that has been invoiced.

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    The Sales Order register in Standard ERP:

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    Create Menu - Sales Order - Project Budget

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

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    The ‘Project Budget’ function allows you to create a Project Budget record from an Order. It will be an exact copy of the Order, reducing typing load and reducing the risk of error. To be able to use this function, the Job Costing option in the Configuration setting in the System module must be ticked.

    Creating a Project Budget from an Order can be useful when you use an Order to plan precisely the Items (especially Stocked Items) that you will supply to complete a Project, and where you have agreed special pricing for those Items.

    After saving the Order, create the new Project Budget by selecting ‘Project Budget’ from the Create menu (Windows/Mac OS X) or + menu (iOS/Android). 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 (Windows/Mac OS X) or tapping √ (iOS/Android) in the Button Bar and close it using the close box (Windows/Mac OS X) or by tapping < (iOS/Android). Alternatively, if you no longer require the Project Budget, click [Cancel]. In both cases, 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 ''Terms' card of the Order is empty. If you haven’t created a Project from the Order, you can do so by selecting 'Project' from the Create or + menu. This will close the Order window: re-open the Order and then create the Project Budget.

    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) on the Row menu (Windows/macOS) or Tools menu (iOS/Android), it will not be transferred to the Project Budget. Lines below the Hidden Line in the Order will be transferred to the Budget.

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    Create Menu - Sales Order - Returned Goods

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

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    If goods that you have delivered to a Customer are returned to you, you can bring them back into stock using the following methods:

    You must use the second method (i.e. 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, if 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 least 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. Creating a Return from a Delivery will usually have more accurate results than creating it from an Order.

    When you create a Return, 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 checking, amendment and approval.

    The Returned Goods record takes its information from the Order: the default Quantity in each row will be the quantity that you have 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 (Windows/Mac OS X). If you are using iOS or Android, long tap on the row number on the left of the row and select 'Delete Row' from the resulting menu. You cannot enter a quantity greater than was 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/or 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. An alternative method is to create the Return from the Delivery, in which case the Serial Numbers will be transferred to the Return from the Delivery.

    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 window. Then, once you have marked the Returned Goods record as OK and saved, you can return to the Order and raise another Delivery for the appropriate quantity to fulfil the Order. In this instance you might choose not to update the stock levels and to treat the Items as written off, or you might choose to update stock levels and to write the Item off using a Stock Depreciation. 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 before marking the Returned Goods record as OK and saving. If the Order has been invoiced, you can credit the original Invoice using the 'Credit Note' function on the Create menu (Windows/Mac OS X) or + menu (iOS/Android) from the Returned Goods record. 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 'Credit Note' from the Create or + menu (you can locate the original Invoice from the Order through the Link Manager). 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. You should not create the Credit Note from the Order by selecting 'Invoice' from the Create or + menu, as this will result in an Invoice with negative quantities, not a true Credit Note.

    When the Returned Goods record is complete, tick the OK check box and save the record. This signifies that you have approved the Return. Once you have done this, 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 you have approved the Return in this way. A stock transaction in the Nominal Ledger will be created if you have so determined using the Sub Systems setting in the Nominal Ledger and in the Number Series - Returned Goods setting.

    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 update stock levels accordingly.

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

    To close the window and return to the Order, click the close box (Windows/Mac OS X) or tap < (iOS/Android). You will be asked if you want to save any changes. The Del. and Del. OK figures in the Order (visible on flip D) will be updated automatically (as will the Order Quantity on flip A if you have so chosen). You will need to close the Order and re-open it to see these changes.

    You can use Access Groups to prevent certain users from creating Returned Goods reccords from Orders. To do this, deny them access to the 'Returned Goods from Order' Action.

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    Create Menu - Sales Order - Stock Movement

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

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    If there is insufficient stock in the Location specified in an Order to fulfil that Order (you can ascertain this information using the 'Item Status' function), you can move any stock that might exist elsewhere into that Location using a Stock Movement.

    You can create a Stock Movement from an Order using one of two methods:

    In both cases, the Stock Movement will move stock into the Location specified on the 'Del. Terms' card of the Order or, if that field is empty, to the Main Location specified in the Stock Settings setting. The function will not attempt to move stock into any Location that you may have specified on flip F of an Order row, but you can modify the resulting Stock Movement to this effect. Stock Movements will not be created from Orders that have been fully delivered.

    When you create a Stock Movement from an Order, a new record will be created in the Stock Movement register (in the Stock module). If you created the Stock Movement by selecting 'Stock Movement' from the Create or + menu, the new Stock Movement will be 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) will be copied to the To Location field in the Stock Movement, to enable the moving of stock to that Location, while the Main Location will be copied to the From Location. If you have specified a Via Location in the record for the To Location in the Locations setting, it will be brought in to the Via Location field in the Stock Movement.

    The Text field in the Stock Movement will contain a reference to the Order from which it was created. Every row from the Order will be transferred to the Stock Movement except those from which full or partial Deliveries have already been issued. The Quantity will be taken from the Order: there will be no attempt to calculate the existing stock level in the Location and to move in the balance.

    Change the From Location (the Location from which the stock is to be moved) if necessary, tick the Received box and click the [Save] button to save (Windows/Mac OS X) or tap √ (iOS/Android).

    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 mark the Stock Movement as Received and save 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 whether the From Location has sufficient stock for the transfer, use the 'Item Status' function on the Row menu (Windows/Mac OS X only) 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. 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 in the Stock module 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, the Extra Cost will also be included in the Weighted Average figure for the Item in the To Location.

    You can run the function more than once from a particular Order. This can be useful if you need to move stock to the Order Location from different Locations, or if you need to move stock to different Locations because you have specified different Locations in the Order rows.

    You can use Access Groups to prevent certain users from creating Stock Movements from Orders. To do this, deny them access to the 'Stock Movement from Order' Action. This Action does not apply to the 'Create Stock Movements' Maintenance function but, as with all Maintenance functions, you can explicitly deny access to the function as well. You can also use Access Groups to control who can mark Stock Movements as Received, by denying access to the 'Receiving Stock Movements' Action.

    Please refer here for full details about the 'Stock Movement: Inspect' window, and here for detailed information about any Nominal Ledger Transactions that will be created from the Stock Movement.

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    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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    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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    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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    Row Menu - Sales Order - Item Status

    This page describes the 'Item Status' function on the Row menu in the Sales Order record window. This function can't be used on iOS or Android.

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    The 'Item Status' function displays the current status (for example, the quantity in stock, the quantity on unfulfilled Sales Orders, etc) of any of the Items in an Order in a separate 'Item Status' window.

    To open the 'Item Status' window, first click in any field in the Order row containing the Item you are interested in. Then open the Row menu by right-clicking (Windows) or ctrl-clicking (Mac OS X) the row number and select the 'Item Status' function. The 'Item Status' window will be opened. For the example illustrated below, we clicked in the second row of an Order (containing Item 10102) before selecting the 'Item Status' function:

    The 'Item Status' window is unusual in that it always "floats" on top of other windows, even when those windows are active. Therefore, without closing the 'Item Status' window, you can click in another Order row containing a different Item, and the figures in the 'Item Status' window will be updated accordingly. If you then select 'Paste Special' from the Item Number field in any row and highlight an Item in the 'Paste Item' window, the 'Item Status' window will again be updated to show figures for the highlighted Item.

    If you have specified a Location in an Order or in the active Order row, the figures in the 'Item Status' window will refer to that Location. If you have not specified a Location, 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.

    If you would like the 'Item Status' window to open automatically whenever you open an Order (if it isn't open already), select the Show Item Status option in the Item Settings setting in the Sales Ledger.

    Please refer here for full details about the 'Item Status' window, including details about how the figures are calculated, about using the Item Status Settings setting in the Sales Ledger to choose which figures will be shown in the 'Item Status' window and about displaying different figures in the 'Item Status' window to different users.

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    Row Menu - Sales Order - Previous Sales Prices

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

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    The 'Previous Sales Prices' function prints a report to screen listing the prices previously paid by the Customer for one of the Items in an Order.
    To use this function, first place the insertion point in the Order row containing the Item in which you are interested. Then open the Row menu by right-clicking (Windows) or ctrl-clicking (Mac OS X) the row number. When the Row menu opens, select 'Previous Sales Prices'. If you are using iOS or Android, select 'Previous Sales Prices' from the Tools menu (with 'wrench' icon). A report will be printed to screen, listing each price paid by the Customer for the Item, together with the Invoice Number of the most recent Invoice in which they were charged each different price.

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    Row Menu - Sales Order - Add Header Line

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

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    You can use the 'Add Header Line' function in an Order when you need to insert a row above the Order Items where you can enter some descriptive text. You can use this function at any time while entering the Order, as follows:

    In this "Header" row, you can type the descriptive text in the field to the right of the "Header" text, as has been done in row 1 in the illustration below:

    When you design the Form Template 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 Template window.

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

    If you have issued at least one Delivery from an Order, you will only be able to add a “Headerl" row below the rows that have been delivered.

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    The Sales Order register in Standard ERP:

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    Row Menu - Sales Order - Add Hidden Line

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

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    The 'Add Hidden Line' function allows you to ensure certain rows in an Order will not appear when you print the Order or send it by email.

    Enter the Order so that the rows to be printed are listed first, above those that are not to be printed. Then, place the insertion point in the first row that is not to be printed. Open the Row menu by right-clicking (Windows) or ctrl-clicking (Mac OS X) the row number and select the 'Add Hidden Line' function. If you are using iOS or Android, select 'Add Hidden Line' from the Tools menu (with 'wrench' icon). A new row will be inserted above the row containing the insertion point (row 8 in the illustration below). This new row and all those below it will not be printed.

    "Hidden" rows will be transferred to all Deliveries and Invoices created from the Order.

    You can prevent certain users from using the 'Add Hidden Line' function in Quotations, Orders and Invoices using Access Groups, by denying them access to the 'Hidden Line' Action.

    If you have issued at least one Delivery from an Order, you will only be able to add a “Hidden” row below the rows that have been delivered.

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    Row Menu - Sales Order - Add Subtotal

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

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    The 'Add Subtotal' function allows you to add rows displaying subtotals to an Order.

    Place the insertion point anywhere in the Order row that is to be the first row after the subtotal row. Then, open the Row menu by right-clicking (Windows) or ctrl-clicking (Mac OS X) the row number and select the 'Add Subtotal' function. If you are using iOS or Android, select 'Add Subtotal' from the Tools menu (with 'wrench' icon). A special "Subtotal" row will be inserted in the grid above the row containing the insertion point (row 8 in the illustration below). A subtotal will be 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 the Order already has a "Subtotal" row, only the Items below that row will be included in the new subtotal.

    When you design the Form Template 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 Template window.

    "Subtotal" rows will be transferred to all Invoices created from the Order, but not to Deliveries.

    If you have issued at least one Delivery from an Order, you will only be able to add a "Subtotal" row below the rows that have been delivered.

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    The Sales Order register in Standard ERP:

    Go back to:

    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:

    Go back to:
    Standard changes made to all Operations menu>>Item Status descriptions