Selecting New Order or Credit Note from the Selling ribbon displays an entry window where you can select a customer and enter the order/ credit note details.

Many of the fields described below can be made to be compulsory entry fields, see Sales Orders Options.

There is a How To topic available for further information, see Enter Sales Orders.

Each transaction consists of

Freeze - only on the transaction header

Detail - only on the transaction header

Totals - only on the transaction header

Options - only on the transaction header

Process Batch - only on the transaction header

Order Account - Enter the Customer's account code or click on the search function to open the Customer list window and select a code with a double click. If the Customer is assigned to any campaigns, you will be able to select a campaign to attach to the transaction. The Totals section, at the bottom of the panel, will automatically default to the main currency of the selected Customer. If a different currency is selected, the Totals section will default to the currency of the order.

Deliver to: - Entry of an account code will display the first five lines of the delivery address. Clicking the adjacent lookup button displays a list of the Addresses that have been set up for this Customer and flagged as Delivery Addresses.

Invoice to: - Entry of an account code will display the first five lines of the invoice address. Scrolling down the invoice address window shows further details from the Customer's record (this is not printed on the order). Clicking the lookup button displays a list of the Addresses that have been set up for this Customer and flagged as Invoice Addresses. If none of the Addresses have been flagged, then all Addresses will be included. The first Address held is normally the Invoice or Order Address, but any alternative can be selected.

Customer Orders - Clicking on the adjacent drill button displays a list of orders or credit notes that remain outstanding for the selected customer. In the top part of the Orders window, the Order Headers are listed, while in the lower part, the Detail lines for the currently highlighted Order will be shown, and below these, the Text information for the currently highlighted line. More information is available below in the Orders Menu, the Single Duplication, and Multiple Duplication sections.

Status is - When the Sales Order Header window first is displayed, the Status is... button will display the current default status. Default is set in your Security Profile. The functionality described here allows you to override the Security Profile default for the current session only. Click the adjacent drill button to display a menu where you can select the status for each order as it is entered, e.g. Pro Forma, Estimate, or Progress Claim. Orders flagged as being one of these alternative types will need to be converted to live orders. This can be done from the options on the Selling ribbon. If you are using Mail Order, two additional options are available: Credit Card Hold and Credit Card Failure.

Sub Ledger - The Sub Ledger lookup button displays a list of the Sub Ledger analysis codes from which you can select. A double click on the code in the list will select it and add it to the transaction.

Urgent - The status of the order can be changed to Urgent which may change the Required By date if a different number of days is used to estimate the date. Delivery times from Normal and Urgent orders are set as part of the Terms Template.

Do not part deliver - If the transaction option Batch Order is ticked, the additional option Do not part deliver becomes available. If this option is selected and an attempt is made to part deliver the order when it is processed, a warning message is displayed. You will be able to accept the message and continue to part deliver the order if you wish. The default setting for this option is found in the User's Security Profile.

GB VAT - If the Customer you have selected has a GB VAT status, then the EC Info button will be inactive; alternatively, if the Customer you have selected is an Any Currency customer, and if you have the appropriate Security Profile permissions, the Currency Symbol and Exchange Rate are shown. The drill button adjacent to EU State opens the EC Info window containing the VAT Registration Number and the SSD codes. The lookup button adjacent to the Currency opens a list of rates for the currency of the Customer. If the Customer is an Any Currency customer, then available options are:

Terms - Clicking on the Terms button displays the Terms window for the invoice customer. Changes entered for this order will only apply to the current order, they will not update the Customer record. When entering an order, the terms that you have set up for the selected Customer will be used. However, you can modify these for each individual order. Any modifications that you make will apply to the current order only; they will not apply to the next or any subsequent orders. The standard terms recorded for the Customer will not be changed.

Order Date - This will display the system date but you can enter any date you choose.

Depending on whether the Working Periods feature is enabled and on your Security Profile permissions, it may be possible for you to continue to post financial changes, for month end procedures, even after the posting period has been advanced; in this situation the Period becomes a drop-down and you can select the appropriate period.

Required By - This is calculated from the order date by adding the number of days defined by the Terms Template and whether the Urgent checkbox is ticked.

User Keys - If an entry has been made in the User Keys on the Customer's record, it is shown here. Clicking on the drill button displays the User Keys window so the User Keys can be changed for each individual order. The ability to change the User Keys may be restricted by your Security Profile.

Customer Ref. - This field can be used to record the Customer's order or reference number.

Campaign - If the Customer has been associated with a Campaign and this order has been raised as a result of that Campaign, you can select the Campaign from the drop-down list so that the values for the Campaign are updated.

Batch Ref. - Displayed if the order is being sent to the batch queue. Entering a batch reference will help you to locate transactions when you are ready to process them.

Description - An optional field for the entry of additional transaction header information.

Credit Card - This pull down menu is only available if Use Mail Order is enabled in System > Sales Orders Options. The pull-down menu allows you to choose to Enter Details or Ignore.

The Account Notes, which are also available from the Customer Record, are intended for retaining large quantities of data for ongoing use. If you are using combined windows, Account Notes can be accessed using the tabs on the header window of the Sales Order. If you are not using combined windows, there is a pull down Menu with the following options:

There is an Order Notes field on the Order Header's Order Info. Tab where you can write notes relating to the transaction. This Order Note field is available for all SOP transactions in entry and edit mode. The Order Notes are intended for small notes regarding the individual order, and therefore, do not store as much information as the Account Notes.

Any WFF associated with the transaction will automatically display as a popup window for initial entry. Existing WFF can then be edited by clicking on the Workflow Form button. If no WFF is associated with the transaction, the window will not display.

WFF can be attached to the:

The Orders menu on the Order/Credit Note drill down window displays further options:

The list is displayed in Sequence Number/Date order. The order of the display can be changed to sort by Order Number or Date, by clicking on the column label (the labels on these columns are red). A small arrowhead indicates that the column has been sorted in ascending or descending order.

The Item menu enables you to switch the details displayed in the lower part of the window between Show Profit, Show Outstanding (the default), it also allows you to Duplicate the selected single line on to the Order you are currently creating.

Note: When Orders are duplicated, the 2nd base values are recalculated using the current Exchange Rate.

As Serial Numbers are unique to each stock item, they will not be duplicated with the Order line. The Serial numbers should be added on the Order Detail window.

If the stock item is a Sub Analysis type, the Sub Analysis will not be populated as this is directly linked to the Serial Number of the stock. The Sub Analysis must be selected manually to complete the Order.

When duplicating part of an order using the Item option, the VAT will not be refreshed to use the current rate stored for the VAT code: You should always check the new line on the details window. However, this is a useful feature if you are duplicating the line to create a credit note as the VAT will automatically match the original invoice.

This function is available when entering Sales Orders to enable you to quickly reproduce an earlier order.

On the Sales Order entry window, after selecting the Customer, click on the Customer Orders button below the Account on the Header window.

The SOP Orders drill-down window will be displayed.

Use the Orders menu to view previous orders placed by the Customer.

Using the Orders menu, you can then produce a single duplicate of a complete order.

Orders for Serial Numbered Stock Items

As Serial Numbers are unique to each stock item, they will not be duplicated with the Order. The Serial numbers should be added on the Order Detail window.

If the stock is also a Sub Analysis type stock item, the Sub Analysis will not be populated as this is directly linked to the Serial Number of the stock. The Sub Analysis must be selected manually to complete the Order.

This functionality can be particularly useful for Customers who place regular repeat orders.

The Duplicate option is also available on the Item menu so that you can duplicate individual detail lines from an order shown in the list. The selected items will be added to the end of the order you are currently entering.

The duplicate feature can also be used from a Credit Note Header window; this enables you to generate a Credit Note that is the exact reverse an earlier order or order line.

See also: Multiple Duplication and the "How to... topic Duplicating an Order

Whole Order Duplicates

When duplicating a whole order, the VAT will be refreshed to use the current rate stored for the VAT code.

This is important if you are duplicating to produce a new order; the current rate must be used.

However, this has implications if you are duplicating the order as a credit note and the rate at which VAT is charged has changed since the original order was produced. The credit note will not match the invoice.

VAT rate printed in invoice

The VAT rate printed in the footer of the invoice will always be the current rate for the VAT code.

This information is drawn from the VAT record at the time the invoice is produced.

This function is available when entering Sales Orders, by clicking on the Customer Orders button below the Account on the Header window. The SOP Orders drill-down is displayed.

The Orders menu enables you to create multiple duplicates of a selected Order (i.e. recurring Orders), from an original Order.

Number of Orders to Create This should be set to the number of complete copies of the original that you wish to create.

Date of the First Order This defaults to the System Date, but can be set to any future date, and will represent the Order Date on the Order created.

Create a New Order every Enables you to specify the interval for the created Orders.

Months - Clicking this will display a drop down menu, from which you can select the frequency, having set the interval.

Allocate Stock - Ticking this box will Allocate Stock for each of the created Sales Orders.

Note: If you normally use the Automatically Allocate Stock option for Sales Orders you should tick this box. The Sales Order options are not inherited when using the Multiple Duplicate process.

Keep Order Date the same - Clicking this box will give each Order the same Order Date as for the first Order. If this is not selected, the Order Date will be based on the date implied by the Frequency you have chosen, i.e. if you have selected Months, then the Orders will be dated from the date of the First Order (above) plus one month, plus two months etc.

As Serial Numbers are unique to each stock item, they will not be duplicated with the Order. The Serial numbers should be added to the Orders via the Stock Allocations window or by editing the Orders in the Process Batch window.

Note: Even if you normally use the Always Select First Serial Numbers option for Sales Orders, the Serial Numbers will be left empty. The Sales Order options are not inherited when using the Multiple Duplicate process.

The stock will be allocated. These orders will appear in the Process Batch window but you will not be able to process them until the Serial Numbers have been added. These Orders can be edited in the Process Batch window.

The stock will not be allocated. These orders will appear in the Stock Allocations window and you will be able to add the Serial Numbers when the stock is allocated.

If the stock is also a Sub Analysis type stock item, the Sub Analysis will not be populated as this is directly linked to the Serial Number of the stock. The Sub Analysis must be selected manually to complete the Order.

Multiple duplicates are whole order duplicates and the VAT will be refreshed to use the current rate stored for the VAT code.

This is important. The current rate must be used.

The VAT rate printed in the footer of the invoice will always be the current rate for the VAT code.

This information is drawn from the VAT record at the time the invoice is produced.