If you process a Sales Order immediately, without batching, you may only print and post the Order Confirmation, Delivery Note and Invoice for the full Order. If you wish to deliver or invoice only part of a Sales Order, you should batch the order and complete the processing from within the batch.

Depending on the Transaction Options you have selected, further processing may occur, such as the generation and posting of a Receipt (the Customer has taken the goods and paid immediately); Allocation of this Invoice against the implied Receipt and so on.

When you click on OK or press Enter at the end of the Order, a message will be displayed, asking you to confirm that you want to save the Order (or if you have selected the Batch Option, to batch the Order).

If you reply No, then you will be returned to the Header window, so that you can continue to enter (or amend) this Order.

If you reply Yes, the Order will be saved (see Transaction Updates) and the Order Confirmation, Delivery Note and then the Invoice will be printed:

If selected in System Control Options - Documents, an output window is displayed for you to select where you want the Order Confirmation to be printed.

Make your selection and click on OK.

When the Order Confirmation has been printed, you are asked if you would like to print another.

If you select Yes, you will be returned to the print output window. You can reprint the document as many times as required.

If you select No, the Delivery Note Output window will be displayed.

The Order Confirmation is an optional document, if you select Cancel (on the output window) and do not print the Order Confirmation, processing will still continue and the Delivery Note Output window will be displayed.

In System Control Options - Documents, you can select to Combine Delivery and Invoice. This stops the System from prompting to print Delivery Notes, you would take this option if you use multi-part stationery to print Invoices and Delivery Notes together, or if you have no need for Delivery Notes.

If you have not selected to Combine Delivery and Invoice, an output window is displayed for you to select where you want the Delivery Note to be printed.

Make your selection and click on OK.

When the Delivery Note has been printed, you are asked whether you want to accept it and reminded that, if accepted, you will not be able to print it again.

If you select No, you will be asked whether you want to print the Delivery Note again.

Select Yes to reprint the document. You can reprint the Delivery Note as many times as required.

If you choose not to reprint by selecting No at this point, or by selecting Cancel on the output window, the Order will be Batched.

The delivery of the order will not be updated until you answer Yes to the acceptance message.

If you accept the document by selecting Yes, the Delivery Note will be flagged as accepted; the delivery will be updated and the Invoice Output window displayed.

If you select Cancel (on the output window) and do not print the Delivery Note, processing will not continue and the Order will be batched.

The Invoice must be printed to Printer, or to File, to be regarded as having been printed. When the Invoice is printed, it will be allocated an Invoice number automatically. See Transaction Reference Information.

Make your selection and click on OK.

The Invoice will be printed and you will be asked if the Invoices are OK.

If you select No, you will be asked if you would like to print another Invoice.

Select Yes to reprint the invoice. You can reprint the document as many times as required, invoicing will be assumed to have not taken place until you confirm that the Invoices are OK.

If you select No, do not reprint, or if you select Cancel (on the output window), the invoice will be regarded as not having been printed and the order will be batched.

If you select Yes, to confirm that the invoice is OK, you will be asked if it is 'OK to post the Order?'

If you select Yes, the Invoice will be flagged as accepted, and will be posted to the Sales and Nominal Ledgers and to Costing if involved, and if there are Stock items involved, the Stock records will be updated.

If you select No, the order will be batched as the processing has not been completed..

If the following Transaction Options have been selected, the two further processes may occur, before you can enter the next Order:

If Enter Receipt Now has been selected, a Sales Ledger Receipts Header window will be displayed, with the details completed. You can change the Receipt Reference information, Analysis Code and other details, but not the Value.
Click on OK to post the Receipt.

If Allocate Invoice Now has been selected, a Sales Ledger Allocation window for this Customer Account will be displayed, with the Invoice details completed to match the Order. Whilst this window is displayed you can also allocate other transactions.

When you are satisfied, click on OK and the Allocations will be completed.

The processing of this Order is now finished. The Order may now be complete or it may be in the batch awaiting completion, depending on the selections you have made.

A fresh Sales Order Header window will now be displayed ready for you to enter the next Order.

If the Order has been batched, it will be placed in a queue, where it will stay, without affecting the Ledgers, until you are ready to process it.

When you wish to Deliver and/or Invoice all or part of some Batched Sales Orders:

See also: Process Batched Sales Orders.

Important note: If during the batch processing a document is set to be sent by email and you are presented with an Outlook Logon prompt which you cancel, then the entire batch process will be cancelled. The Cancel button will be treated as a Cancel Batch Process request.

From this window you can:

either post all batched sales orders without selection or review,

or, select the orders that you might wish to post so that you can then review them, selecting each one individually for posting; deletion or editing.

Non Selective Batch Processing

If you do not want to make any selection and want to post ALL the orders that are currently in the Batch queue, click on Process All Batched Orders.

All batched orders that are not subject to a constraint (out of Stock, on Hold etc.) are selected and displayed in the Process Batch list window. The orders will be flagged as YES (to be processed) and the Process Batch options window will be displayed to enable you to select the processing you require. Generally this function is designed to be used for bulk processing (possibly overnight), only when the Orders have been fully checked.

You do not need to use the Display icon, this option should be used with care.

Selective Batch Processing

Limit the batched orders that are displayed in the Process Batch list window by entering selection criteria that is to be met by the orders.

See: Sales Orders Batch Selection Criteria. Note: the selection criteria for Credit Notes are similar but slightly more restricted.

Click on the Display icon. The Process Batch list window will open listing the batched Orders (Credit Notes) that match your selection criteria.

This window lists those Orders that satisfy your selection criteria.

Some lines may have an indicator:

When the Delivered Quantities and Invoiced Quantities reach the Ordered Quantities for all items on an Order, the Order is deemed to be complete, and will no longer appear on this Batch list.

Note: In this description, the 'Locking' option available for Sales Orders has not been selected, and the two Padlock icons for this feature are inactive.

This window enables you to process the orders in various ways:

If a Delivery Note has been printed but not updated, it will have a print status of 'printed'.

To reprint the Delivery Note:

Select the Order by setting the process flag to YES.

Click on the Keys menu and select Reset Print Status.

This will enable you to reprint the Delivery Note for the selected Order. You may reset the print status for multiple orders by setting the process flag for each to YES and selecting Reset Print Status in the same way.

Delivery Notes can be reprinted in this way until the delivery is updated.

If you wish to deliver and invoice the full quantities included on the Orders, and you are sure they are ready for processing, the Orders should be selected by double clicking them to turn their process flag from NO to YES.

The process status of orders can be changed using the buttons at the top of the list. This button changes the status of all the orders in the list. This button changes the status of the currently selected order.

When you have selected the orders to be processed, click on OK to display the Process Batch options window (see below).

Once an Order has been fully processed, it cannot be changed, and will not be displayed in future batch lists.

To change an Order, select the Order on the Process Batch list window and click Edit. The selected Order will be displayed in the three part Sales Order window (Header, Detail and Total) in the same way as when the Transaction was originally entered. You can make a wide variety of changes, but certain fields may not be changed when editing from a Batch.

You can add lines to the Order. Changes to quantities, prices and other details will be restricted if part of the order has been delivered or invoiced. You may only delete lines from the order if no part of the line has been delivered or invoiced.

When you click OK on the Sales Order window, you will have the opportunity to print an Order Confirmation (on the assumption that it has changed) and you will then be returned to the Process Batch list window.

Selecting an Order on the Process Batch list window and clicking Detail displays a window listing the Detail lines for that Order.

This window is a very fast means of viewing the contents of a batched Order and enables part processing of these Orders.

You can enter the quantity of items to be delivered and/or invoiced for each line of the Order.

For each detail line of the order the following information is displayed.

The original quantity Ordered, the quantity Outstanding to be Delivered and the quantity Outstanding to be Invoiced.

Further details for the selected details line are displayed in the area below the list.

To part deliver the order; enter the quantity to be delivered in the Qty to Deliver field.

To part invoice the order; enter the quantity to be invoiced in the Qty to Invoice field.

You cannot enter a quantity that exceeds O/S Del (the outstanding to deliver) quantity.

You cannot enter a quantity that exceeds O/S Inv (the outstanding to invoice) quantity.

However, in Purchase Order Processing quantities exceeding the outstanding amounts are permitted. This is to allow for occasions when your Supplier has over-supplied.

Out of stock

The system will not allow you to deliver more stock than is available, unless the Option Allow Negative Stock has been ticked in Stock Options - Transactions.

Deliver ALL outstanding items

If you want to Deliver and Invoice all the outstanding items, double clicking on the detail line item will set the Qty to Deliver and Qty to Invoice, to match the two outstanding quantities for that line. You can also use the To Receive and To Invoice buttons to set these values for all the lines in the Order.

Do not part deliver

If when the Order was originally entered, the Do not part deliver option was selected, a warning message is displayed to remind you of this but you will be able to accept this and continue.

When you have entered the quantities to be delivered and invoiced, the total value that will be invoiced for all selected Detail lines together will be displayed in the bottom of the window.

Delete Will delete a line from the Order, providing no part of the line has been Delivered or Invoiced. The Stock Quantities and the Order Value are both adjusted accordingly.

The remaining icons on this window can be used to Close Order, Close Line and Create Line for O/S Bal. See: SOP Batch Detail window for a full explanation of these options.

Having entered the delivery and invoice quantities on the Detail window, you can process the Order immediately, by clicking on OK. The Process Batch options window will be displayed (see below) and enable you to print the Documents and post the Order.

When the processing is complete, close the Order detail window, and return to the Process Batch list window.

On this window you can specify the processing details for the Orders selected for full processing or part processing.

Each of the options on the Process Batch options window can be taken individually, before another option is selected, or all options can be taken at the same time.

See: Process Batch Options.

For example you could select to Print all your Delivery Notes as one operation, followed by Invoices as another operation, perhaps because you wish to change stationery.

As you finish some of these processes, you have the option to Update the system to say that the process has been completed.

If more than one processing stage is selected you can confirm completion of that stage before the System continues to the next stage.

The following Documents can be printed:

For each selected Order, you can select the following processes:

Print Delivery Note

Update Delivery Leave this unticked if you want to be able to decide this after printing.

Print Invoice

Update Invoice Leave this unticked if you want to be able to decide this after printing.

Confirm after printing for both Delivery Note and Invoice. This gives you the opportunity to tell the system that the documents have been printed correctly, or if not, to print them again.

Print Picking List, when selected, a menu is displayed which enables you to Subtotal the picking list in various ways and additional options enable you to Show Order Detail in the list. See: Process Batch Options for a detailed description of these options.

Having made your selections for processing the selected batch orders, click OK. If there are documents to be printed, the print Output selection window will be displayed.

When printing and processing is completed, you will return to the Process Orders window. Orders that have been processed will be displayed with a P, to indicate the Order has been partially invoiced or delivered, or with a C, to indicate the Order has been completed.

Completed orders will not be displayed the next time the Process Orders list is refreshed.

Further processing can now be undertaken. For example, if you have some partially processed Orders for which you have Printed Delivery Note and Updated Delivery, you can now select the same transactions for further processing, this time selecting to Print Invoice and Update Invoice.