The look of the Order/Credit Note detail window and the fields that are available, will vary depending on:

If the option 'Automatically Show Transaction User Keys' popup has been selected in System Options - Transactions, as soon as the transaction detail window is opened the Transaction User Key window will open automatically; otherwise, the Transaction User Key window can be opened from the function on the tool bar.

Where you have selected a Facet Template-type stock item, a dialog is opened where you can select the relevant facets. When you save the combination of facets, the system automatically checks whether that combination has been previously used, and if so, it uses the existing facet record; if not, the combination is saved as a new facet record.

Where you add multiple stock detail lines to an order where Facet Template is on for one or more of those stock items, the system prompts you to ensure the relevant facets are specified for each detail line.

A single Order (or Credit Note) can combine Stock entries, Price entries and free format Text entries, each on a separate Detail line.

When inserting a new line into an Order or Credit Note, by tabbing past the last field of the current Detail line entry window, the entry type defaults to the entry type last used.

This drop-down menu contains the entry types: Stock, Price and Text. The menu will default to the type that has been selected in System Control > Purchase Order Options.

Clicking the adjacent lookup button, or tabbing from the Stock/Price code field when it is empty or partially entered, displays a list window for Stock/Price records where single/multiple selections can be made.

Used for goods that are held in the Stock module. When entering a Purchase Order, the Terms on the order determines which price line from the Price Record to use on the order.

When using default Sub Analysis against the Security Profile, when a stock transaction is entered in POP then the system defaults to the specified sub analysis. The system will validate the sub analysis records for the stock code that has been entered. If it is not valid for the stock code then the sub analysis list is shown where you can select the code you want.

Used for non-stock pre-priced goods or services that have been entered as Price Records or as Resource Records. When entering a Purchase Order, the Terms on the order determines which price line from the Price Record to use on the order.

Used for lines that do not involve Stock or Price Records. You do not have to enter a quantity or a price for a text entry so they can be used to add general narrative to an order.

Enter or select the Analysis Code that you want to use, or accept the default displayed. The analysis code information appears on the Nominal Update tab card to the right of the entry fields.

This field will only be available for Stock entries when you have selected Update Stock to Nominal in the System Control Stock Options. Enter or select the Analysis Code that you wish to use, or accept the default displayed.

For Stock entries only. This button initially displays the overall quantities for all locations of the Stock record displayed. For Sub Analysis stock items when a Sub Analysis Code has been entered, the window will display the quantity for that one Sub Analysis.

Stock entry lines must have a quantity entered; however, for Price and Text entries the quantity can be left empty: in this case it will be treated as a multiplier of 1. The quantity on the order will be left blank rather than printing 0.00.

A detail line with a zero quantity and a zero value:

A detail line with a quantity <> 0.00 and a value = 0.00

Permitting a zero value enables you to enter ‘Free of charge’ goods and samples.

Example:
You buy a box of 24 eggs, but use them in ones and twos, or re-package them into boxes of 6. In this example you would enter the Buy Unit as 24 so that when you buy three items the physical quantity of stock would be increased as 3 x 24.

This field is labelled with the Currency symbol.

The adjacent button, when clicked for Stock entries, displays up to ten prices for the Stock code you have entered on the current Detail line. Your User Profile will control whether or not you can change (or even view) prices.

Is calculated by the System as (Qty. * Price) and cannot be over written.

Is the discount for each line item calculated by the System as (Value * Line Discount Percentage). The discount value and the line discount percentage can be changed.

Is calculated by the System as (Value - Disc) and cannot be over written.

The Cost button will pop up a list of active Projects. Entry of a Project code will require you to enter a Cost Centre code as well.

If Costing is installed, two further fields are available, Project Code and Cost Centre Code; the Project and Cost Centre names are displayed beside the codes.

Entry of these two fields will cause the values from this Detail line to be written to the indicated Project/Cost Centre in the Costing module.

The entry of a Project Code and Cost Centre Code may be obligatory if the Compulsory Costing option has been set in Purchase Analysis record or a Nominal Account record.

Enter descriptive or narrative information pertaining to this Detail line.

If this is a Text line, you MUST enter information in this field. For Stock and Price items, you can leave this field empty if you wish. If the Purchase Orders system option to Copy Stock Descriptions to POP Detail is selected then, on selection of a Stock Code, the Description from the Stock record is automatically copied to the Detail field.

Use the Return key to move to a new line within the text box. The Enter key should not be used as this will try to complete the order.

Also see the Partial Exemption VAT overview and VAT Rate record topics.

The VAT Code recorded on the selected Analysis code will normally be displayed in the VAT field. There are some exceptions based on VAT Registration number and Tax Representative values. Clicking the search button will display a list of VAT Codes from which you can select the code you require. The codes listed are dependent on the VAT status of the selected Supplier.

The VAT Value displayed on the Detail line is the entire VAT value, however, the Non-recoverable VAT Nominal Update Account, Value, and Recovery Rate are saved to the transaction Detail line. The Nominal Update Account specified on the VAT Rate is updated with the Non-recoverable VAT value and, if none is specified, then the Debit Update Account from the Analysis record is used. The VAT Value posted to the VAT Control Account is the VAT less the non-Recoverable element.

If a VAT Rate that is flagged as Partially Recoverable is selected and there is no effective Recovery Rate for the transaction date then you are cautioned that you have selected a VAT Rate that is flagged for partial recovery and no valid recovery rate has been specified, and the VAT is calculated as if the VAT Rate were Fully Recoverable. It is your responsibility to ensure that VAT Recovery Rates have been correctly entered.

When a VAT Rate that is flagged as Partially- or Non-Recoverable is selected on an Invoice or Credit Note Detail line then extra fields are displayed on the Nominal Update tab that show the Nominal account to be updated with the non-recoverable VAT and the value of the non-Recoverable VAT.

Is calculated by the System as (Net * Total Discount Percentage) and cannot be over written.

This date is copied from the header window, but you can change it for each line. This date can be seen in the Scheduled Orders report window and is used for selection purposes.

When entering a Stock, this panel displays a read only view of any notes that have been entered on the Stock Record.

Additionally, if enabled in Order Views Configuration, this panel displays key information about the current Customer and/or Product, where you will have chosen to display the Last Sold Prices, Last Customers from whom it was bought, or Shipment Information.

The Stock Picture tab displays the Picture held for a Stock item, as saved against the Stock record. A click on the picture displays the stock picture in a pop-out window.

Here you are able to view the Analysis, Debit Account, Credit Account, and VAT Account details.

Even though no VAT is charged, the VAT Rate Code of A is used to calculate Acquisition Tax for EU Suppliers with a VAT Registration number

This creates a total of VAT to be accounted for but NOT charged, thus the figure that appears in the Purchase Order Totals window does NOT form part of the Gross figure shown, but is to be added to boxes 2 and 4 of the VAT return.

When you have completed the entry of the Detail line, you have two options:

If you accidentally start a new Detail line, you can still end the transaction, as at 2 above, so long as the detail line is empty. Use the Clear button to clear the line if necessary.

The processing of the order will now start.

Stock records can be given many different attributes and the fields that are displayed, in addition to those described above, will vary accordingly.

If the selected Stock item is flagged as having Linked items, a window is displayed listing these items.

If the selected Stock item is flagged as having Alternative items a window is displayed listing these items.

If you are not using the combined entry window, there will be a picture function present when you are entering a detail line for stock. A click on the function will display the picture of the stock item as stored on the stock record. When using the combined entry window, the picture can be viewed on the Stock Picture tab card.

If the Stock record is flagged for Serial Number tracking, a Serial number entry field will be displayed and you will be prompted for the entry of a serial number. The look-up function will appear alongside the field.

Clicking the look-up function when producing a Purchase Credit Note displays the Serial Number Selection window, listing those numbers available for the selected Stock item.

Double click on the Serial Number(s) that you wish to return, to change the NO flag to YES.

To produce the Credit Note without the Serial Number, you should select the option Do not Update Stock. This will enable you to update the Supplier record but a Stock Movement will have to be created to move the serial number out of stock when it is known.

Clicking the look-up function when producing a Purchase Order displays the Serial Number Entry window.

Enter or generate the Serial Number(s) that has been delivered. If any are unfit for Sale, they can be flagged as Exclude from SOP.

If the Serial Number is not known at the time of producing the Order, the option Allow Serial No. field to be left empty will enable you to produce and batch the Order.

If the Stock record is flagged Sub Analysis, a Sub Analysis code entry field will be displayed and you will be prompted for the entry of a sub analysis. The look-up function will appear alongside the field.

Clicking the look-up function displays a selection list of all the Sub Analysis codes available for the selected Stock item.

Double click on the Sub Analysis that you wish to use.

If the transaction involves currency, in addition to the Currency Symbol and Exchange Rate being shown on the Order Header window, the Detail window will display the currency values calculated using the Exchange Rate from the Header, and the default Analysis code for the selected currency.

Care should be taken if you choose to edit the value fields - once edited, related values may not be automatically recalculated.

The Totals section at the bottom of the list panel will be shown in the currency of the order.