Selling ribbon
The Sales Order Processing (SOP) module is used to generate Delivery Notes and Sales Invoices and a wide range of additional documents such as Credit Notes, Order Confirmation Notes and Picking Lists, Pro Forma Invoices and Estimate / Quotations.
It also maintains:
Price Records, which are non-Stock goods and services.
Sales Orders for Stock items, reserve Stock, by decreasing the Free quantity available.
Delivery Notes for Stock items reduce the Physical Stock quantity.
Orders and Credit Notes update values to both the Sales Ledger and the Nominal Ledger, and optionally the Cost Ledger.
Orders can be free format, you may enter any combination of Stock items, Price list items, Cost ledger items (Timesheets and Miscellaneous charges), and free format Text.
An Order may have any number of items and may be several pages in length. The number of items or paragraphs (240 characters) of text, that can be entered, is limited only by your RAM memory.
(Reports) Transactions
ACR for CRM
Batch Processing Introduction
Campaigns
Cancellations
CRM - Batch
CRM - Bulk Update
CRM - Campaign
CRM - Convert to Customer
CRM - Data Entry - Company Info pane
CRM - Data Entry - Contact Info
CRM - Data Entry
CRM - Letter Setup
CRM - Letters
CRM - Options
CRM - Postcode Management
CRM - SOP Estimates
CRM Control
CRM Entry - Campaign History
CRM Entry - Document History
CRM Entry - Pop Up Lists
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CRM Intro
CRM Reports
Deliveries
Estimate Transactions
Invoice Batch Selection
Order/ Credit Note - Options
Order/ Credit Note Detail
Order/ Credit Note
Order/Credit Note Totals
Orders Status Introduction
Orders/ Deliveries/ Credit Notes Detail
Orders/ Deliveries/ Credit Notes Options
Orders/ Deliveries/ Credit Notes
Price List Report
Price Records
Pro Forma Transactions
Sales Order Batch Selection
SOP Purge
Considerations
Decide how you want to enter transactions, see Sales Order Options - Transactions tab. For example:
Do you want to make the entry of certain fields on the transaction Header compulsory?
Do you want to use the Mail Order functions on the Header windows?
When converting Currency orders to invoices, do you want to Recalculate Home values from the currency values, or currency values from the Home values, or recalculate depending on transaction options set for the order?
Do you want to enforce the printing of hard copies of invoices and credit notes?
Do you want to display the order number when saving the order?
If using stock, do you want to hide Sub Analysis stock items if there is no stock for a Sub Analysis, and do you want to omit stock items with no physical stock from the popup list window?
Do you want to set the default type of entry for Detail lines to Stock, Price or Text?
Do you want to copy the description from the stock record to the detail line?
Do you want to be able to override the default price line?
Other options available on the System Options - Transactions tab.
Do you want to see the notes held for any stock item that is selected when entering an order detail line (Sales Orders only)?
Do you want to make the entry of a Sub Ledger compulsory?
If using Sub Ledgers, do you want to allow the Ref. to be changed?
Do you want the Transaction User Keys window to be displayed automatically?
Do you want to allocate to the latest year/period of the transactions selected?
Do you want to use Multi User locking when posting batched transactions?
Do you want to use Default Batch references?
Do you want to use the Analysis Matrix?
Other options available on the System Options - System Format tab.
Do you want selection lists of records to be displayed automatically?
Do you want these lists to be populated automatically?
Do you want to set a limit to the number of records displayed in a 'page' (you can display further pages if necessary)?
When printing Documents: See System Options - Documents tab.
Do you want to print the Delivery Address on invoices?
Do you want to print stock item codes as well as the descriptions?
Do you want to print a blank line between items?
Do you want to print an order confirmation when saving the order?
Do you want to suppress the printing of delivery notes? You should select this option if you use multi-part stationery to print invoices and delivery notes together.
Do you only want to invoice the full order? This option will disable partial invoicing.
Do you want to be able to see transactions that are no longer outstanding (they have been allocated in the current month) on the current month statements?
Have you set the document numbers that you want to use for invoices, credit notes, orders and delivery notes, perhaps because you start a new series each month?
Make sure that the document numbers are correct for SOP invoices, credit notes, sales orders and delivery notes.
Do you want to send documents by email using XML Schemas?
Are you going to use the Access Crystal Design versions of any documents?
Make sure that you have selected the correct stationery and if your pre-printed orders, delivery notes and invoices already include your Company Name and other details, you will probably need to de-select the Pre-printed Headings, Lines, and Company Name options.
Setting Up SOP
Before you use this module you should ensure that the system is set up ready for your use. You should follow these steps:
Check that current VAT Rates are entered in VAT.
Enter the first Invoice Number and Credit Note Number that you want to use and ensure you have selected the correct Stationery Options in System Options - Documents .
Enter the Customers, Sales Analysis codes and Stock records you are likely to work with.
Check the standard Terms for each Customer you will enter Orders for.
Ensure you have entered the correct Selling Prices for Stock and Price items.
Check that each Stock record Selling Price is analysed to the correct Sales Ledger Analysis account, and that the Analysis account is analysed to the correct VAT Rate and Nominal accounts.
Many of the points described above can be checked or entered as you process Orders, however it makes sense to prepare in advance where possible.
SOP Transactions Setup
System Options control how all transactions are entered and processed.
Transaction Options enable you to control how individual transactions are entered and processed.
These options are selected by opening the Options window from the function on the transaction toolbar.
Any option that you select, or de-select, will remain unchanged during the current working session and when you exit the application you will be asked if you want to save the settings for next time.
Do you want to allocate stock to orders automatically?
Do you want to enter and post transactions (orders and credit notes) immediately, or enter them and process them later as a batch?
If you batch orders, you will be able to edit the order whilst it remains in the batch and part deliver and part invoice the order.
Do you want to ensure that the order is only invoiced in full?
When the invoice is processed, do you want to enter the receipt immediately?
Do you want to be able to enter the gross price?
Do you want to be able to enter currency values?
Are there any fields on the transaction that you want to bypass as you do not normally use them?
Transaction options enable you to flag certain fields so that the cursor skips them when tabbing between fields. You can move the cursor to them manually if you need to use one of them. System Options can make the entry of some fields compulsory.
Do you use Serial Number or Sub Analysis stock?
If this information will not be available when the order is created, you can select to leave these fields empty.