Order/ Credit Note Detail
The look of the Sales Order (SO)/Credit Note detail window and the fields that are available, will vary depending on the type of transaction, the type of entry, and the complexity of the Stock record that is selected.
Settlement Discounts are excluded from the calculation of VAT when invoicing currency Sales Orders and you then select to revalue invoice values. This is so that VAT can be correctly calculated on the actual amount paid. See VAT on Settlement Discounts.
Contents
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Cost Price pop-up |
Additional fields for Stock items
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Currency |
Sales Orders/ Credit Note
Each transaction consists of
a set of transaction options to control the way in which the transaction is entered and processed,
a Header to hold the information that applies to the whole transaction,
one or more Detail lines holding the detail for the transaction. You should note that Settlement Discounts are excluded from the calculation of VAT on SOP and Credit Note detail lines so that VAT can be correctly calculated on the actual amount paid. See VAT on Settlement Discounts.
a set of tabs holding reference information,
a Totals pane holding the Net, Total Discount, VAT, and Gross Totals.
Detail
Transaction User Keys
As soon as the transaction detail window is opened, the Transaction User Key window will open automatically if the option Automatically Show Transaction User Keys popup has been selected in System Control Options - Transactions. The Transaction User Key window can also be opened from the button on the toolbar.
Stock Facets
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 Request To Purchase is not automatically created where the stock item does not already exist. The Enable RTP flag is displayed when creating a stock record on the fly; setting this option to on and then creating an RTP is a manual process at your discretion.
Entry type
This menu contains the entry types: Stock Entry, Price Entry, and Text Entry. The menu will default to the type that has been selected in Sales Order Options - Transactions. A single Order (or Credit Note) can combine Stock entries, Price entries and free format Text entries, each on a separate Detail line.
When selling to Customers in multiple currencies and using Stock Entry and/or Price Entry, you can select to have the system Auto-select currency Analysis; when this is selected then it also affects the default Sales Analysis on a Sub Analysis. Be aware that this currency analysis only applies to SOP transactions, and not POP.
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.
Stock Entry is used for goods that are held in the Stock module.
Price Entry is used for non-stock pre-priced goods or services that have been entered as Price Records or as Resource Records.
Text Entry is 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.
Stock Code (or Price Code)
Clicking this button, or tabbing from the Stock/Price code field when it is empty or partially entered, will display a pop up list window for Stock/Price records. Multiple selections can be made from the Stock record list.
BTB
A BTB tick-box will be displayed on Sales Orders when making a Text Entry, or when you have selected a Stock record or Price record that is flagged as Enable RTP. Ticking this option will create a Purchase Request (an outline Purchase Order) for the detail line entry; although Requests to purchase can also be raised manually from the Purchase Requests option. This will then be available in the Consolidate Requests function.
Apply Place of Supply VAT Rules
Tick this option if you supply Broadcasting, Telecommunications, and/or e-Services to a non-VAT Registered consumer or business in an EU Country. This option ensures that VAT is charged at the rate of the Delivery Address customer, and is reported against the VAT MOSS Return rather than your standard VAT Return. The option is only shown where the Delivery Customer is EU non-VAT Registered; when used, the flag can be applied to all SO-type transactions
Defaults to on-or-off from the settings made in Stock and Price records, and defaults to off for Text items; however, the defaults can be changed. Where set to on then the system applies the Standard VAT Code for the Delivery Address Country, and if no Code is found then you are prompted to set the correct VAT Rate. You are able to change the VAT Rate manually, if required.
The Flag is saved against the Detail line and is used to determine whether the Detail line is included on the standard VAT Return or the VAT MOSS Return. See Supply of Services VAT for more information.
Qty.
Stock entry lines must have a quantity entered. 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. For examples, please see below.
Available (or Free)
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.
Price
When entering a Sales Order, the Terms on the order determines the price line from the Stock or Price Record to use on the order. The adjacent drill button opens the Selling Price Table. If installed, the button to the right of the field opens the Advanced Price Matrix (further information is detailed below)
Sub Analysis
When a Stock Entry transaction is entered in SOP, then the system defaults to the specified sub analysis, when enabled. 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. If on any Transaction Detail line you select a Stock item flagged as Sub Analysis, Sub Analysis and an entry field are added to the Detail window.
Click on Sub Analysis to display a window listing all the Sub Analyses for this item: double-click on the Sub Analysis that you want to use for this Detail line.
You can use the option Only Show Items With Qty <> 0, found by clicking on the Options function, to limit the Sub Analysis records displayed in the list. This option may be selected by default when the window opens, and may result in not all Sub Analysis records showing. Click on the Options function, uncheck the option and close the Options window to display all the records.
The Show menu can help you to find the Sub Analysis record you want by displaying the records in a hierarchy or by filtering by one attribute.
Quantity Tab Card displays a summary of the Stock position for this item, and clicking on any of the enquiry buttons on the window displays an Enquiry window giving detailed information at transaction level.
The set up of the Sub Analysis for each Stock item is carried out in Records - Sub Analysis.
When Serial Numbered Stock is sold via Sales Order Processing, or moved out of stock by entering a Stock Movement Out transaction, the Serial Numbers of the stock items must be selected from those recorded in the serial tracking system.
When selling stock, these are selected from the Sales Order Processing Detail window.
For a Stock Movement transaction, the serial numbers are selected from the Stock Movements Detail window.
Serial numbers can also be selected from the Stock Allocation window and when editing a Batched Sales Order.
On the Sales Order Processing Detail window, when you select a Serial Number Stock item, the Serial No. legend will be displayed with an entry box for the Serial No.
If the serial number is known it can be entered directly into the Serial No. field. If the serial number is unknown or the quantity is greater than one, click on the button to display a Serial Number Selection window showing each of the Serial Numbers held for this Stock item.
Stock Notes tab
This panel displays, as read only, any Notes entered against 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 Sales Prices, Last Customers to whom it was sold, or Shipment Information.
Stock Picture tab
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.
Nominal Update tab
Here you are able to view the Analysis, Debit Account, Credit Account, and VAT Account details.
Detail line entry complete
When you have completed the entry of the Detail line, you have two options:
If there are more detail lines to be entered, press Tab to leave the last field of the window. The detail line information will be displayed in the grid and the totals at the bottom of the window will be updated. The detail window will then be re-displayed with all fields cleared so that you can enter the next detail line for this order.
If this is the last line for the order, instead of pressing Tab you can complete the order by clicking on OK or pressing the Enter/Return key. The order you have entered will now be processed.
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.
Workflow Forms on Transactions
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:
Transaction Header - the WFF will display on initial tab off, and can also be opened by clicking the Workflow Form button.
Transaction Detail lines - the WFF will display on initial tab off to a new line, and can also be opened by clicking the Workflow Form button.
Transaction Save - the WFF will display when clicking Save.
Cost Price pop-up
This can be switched on to display during the entry of a SOP Order or Credit Note. It will appear as you tab away from the Price field on the SOP Detail window.
The Cost Price pop-up window enables you to view and change the Cost Price that will be used to calculate the Profit Cost for the SOP Order or Credit Note being entered.
The pop-up also contains the Cost Value, Sales Value, Profit and Profit Margin for the Current line and the Order total. These values are based on the Cost Price shown. If you elect to change the Cost Price, these values will be recalculated.
The Sales Value shown will include the maximum Settlement Discount that the Customer has been given and so is the minimum value that you might achieve.
The option Use on Consolidated Requests should be ticked if the Cost Price shown, or entered, should be carried across to any Purchase Orders raised through the Consolidate Purchase Requests feature.
Setting the pop-up
The pop-up is activated from the Transactions tab card in Stock Options.
Do not Show Cost Price - The Cost Price pop-up is activated by making a selection from this menu. The menu contains various options for processing Sales Order Detail lines:
Do not show Cost Price - Pop-up is inactive.
Show Cost Price for Stock entry - Will display the Cost Price window for Stock Detail lines only.
Show Cost Price for Stock/Price entry - Will display the Profit window for Price and Stock Detail lines.
Show Cost Price for All Entries - Will display the Profit window for all Detail lines, including free format Text Detail lines.
Other settings that affect the pop-up
How the Cost Price is calculated
For Stock items - the Profit Cost method selected on the Records tab card in Stock Options will be used to calculate the Cost Price for Stock items.
For Price records - Latest cost will be used for Price records
For Text lines - The cost will be empty for Text entries.
If the option Calculate Profit Cost at time of Delivery option is selected on the Transactions tab card in Stock Options, Cost Price cannot be edited.
Additional fields when a Stock item is selected
Stock records can be given many different attributes and the fields that are displayed, in addition to those described above, will vary accordingly.
Linked Items - If the selected Stock item is flagged as having Linked items, a window is displayed listing these items. When entering Sales or Purchase Orders or Stock Movements, the stock or price list can be opened by clicking on the search function alongside the code field. Clicking on the stock or price record will highlight it in the list; a double click will select the item and add it to the transaction. When a Linked stock or price item is added to a transaction, a detail line will be automatically generated for each of the items to which it is linked.
If the stock or price record you have selected is flagged Bundle - do not include main item, no detail line will be generated for that stock or price record item. Otherwise, a detail line for the selected stock or price record will be generated in addition to those for the linked items.
Alternative Items - If the selected Stock item is flagged as having Alternative items a window is displayed listing these items. Single clicking on an item with Alternatives, and then right clicking on it displays a menu button with Linked Items and Alternative Items. Selecting Alternative Items displays the Alternative items window, from which you can make selections.
Serial Number - 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 Sales Order 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 use, to change the NO flag to YES. Clicking the look-up function when producing a Sales Credit Note displays the Serial Number Entry window. Enter or generate the Serial Number(s) that you wish to return. 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 Credit Note, the option Allow Serial No. field to be left empty will enable you to produce and batch the Credit Note. 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 Customer record but a Stock Movement will have to be created to move the serial number into stock when it is known.
Sub Analysis - 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.
Works Order Processing - If the Works Order Processing module has been unlocked and the Stock item you have selected is an Assembly type item with a Bill of Materials, additional fields will be available to enable you to create a Works Order to manufacture the stock or, to associate the transaction with an existing Works Order.
Currency
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.
Quantity Examples
A detail line with a zero quantity and a zero value:
will appear on the Invoice/Credit Note, but no detail line will be created
will not appear on any Transaction report (Sales, Purchase, Nominal, Stock or Costing)
will not be included on any Record - Transaction enquiry (Customer, Supplier, Analysis record - Sales, Purchase or Nominal, Stock, Project).
A detail line with a quantity <> 0.00 and a value = 0.00
will appear on the Invoice/Credit Note, and a detail line will be created
will appear on Transaction reports (Sales, Purchase, Nominal, Stock or Costing)
will be included on Record - Transaction enquiries (Customer, Supplier, Analysis record - Sales, Purchase or Nominal, Stock, Project).
Permitting a zero value enables you to enter ‘Free of charge’ goods and samples.
Price - For Stock and Price entries, this displays the ten Prices for the Stock or Price code you have entered on the current Detail line. Your User Profile will control whether or not you can change (or even view) prices; see Price Change Control.
Cost Price pop-up window - If one of the Show Cost Price options has been selected in Stock Options - Transactions, a pop-up window will display the cost price of the entry when you tab from the Price field. For Stock and Price entries and for those Users with the correct Security Profile, this window has the option Use on Consolidate Requests. If selected, the Cost Price entered will be used instead of the Stock Buying Prices when the Orders are Consolidated. The Stock Buying Price will not be affected.
Value - Is calculated by the System as (Qty. * Price) and cannot be over written.
Disc - 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.
Total Disc - Is calculated by the System as (Net * Total Discount Percentage) and cannot be over written.
VAT - The VAT rate will be displayed. The default VAT rate will be determined by the system, based primarily on the tax status of the Customer. A different VAT rate can be selected but you will not be allowed to use a rate that the system cannot validate.
Advanced Price Matrix
The Price Matrix Panel can be opened from the Detail entry window when entering a Sales Order.
For all products, this enables you to search for price lists which are available to your Customer and thus offer them the best prices on products they may wish to purchase.
For products that are listed in a price list, this enables you to see which price list the price has been selected from.
Once you have selected a product, the Price Matrix Panel can be opened by clicking on the button to the right of the price field.
The Customer Code and Product Code will be transferred to the panel.
If the product exists on a price list for which the Customer is eligible:
The price list will be displayed in the Found Price Lists panel.
The Price List pane will display the price that has been selected for the product.
If the product has not been found on a price list for which the Customer is eligible:
The panel can still be opened to enable you to search for other products.
Search for other products that exist on price lists.
Select a different product to replace the one originally entered on the order.
Check user keys first on APM - This option is only available if the option Check Matrix against sales order user keys has been selected in Advanced Price Matrix Settings.
If available, then when entering a Sales Order, you will find this option on the Header window alongside the User Keys button.
If the option is ticked:
The User Keys from the order Header will be checked before the User Keys from the Customer record.
If a price list is found using the User Keys from the Order Header, it will be used.
If no price list is found, the User Keys from the Customer record will be used to search for a price list.
If the option is NOT ticked:
The User Keys from the order Header will be ignored.
The User Keys from the Customer record will be used to search for a price list.
Default to check
Alongside the option in Advanced Price Matrix Settings, is the option Default to check sales order user keys. If this option is selected the option on the Sales Order Header will be selected by default whenever a Sales Order is opened.
Priority of sales order user keys
In Advanced Price Matrix Settings, you can set the priorities for selecting price lists using the User Keys from the Sales Order Header.
This works in conjunction with Customer and Product priorities.
If you have selected to Check user keys first on APM and to Prioritise by product first, then by customer, then:
The price lists would be searched for the product and then for the User Keys from the Sales Order.
Then the price lists would be searched for the product and then for the Customer User Keys.
If you have selected to Check user keys first on APM and to Prioritise by customer first, then by product, then:
The price lists would be searched for the Customer using the User Keys from the Sales Order then for the product.
Then the price lists would be searched for the Customer using the Customer User Keys then for the product.
Your Customer, Elton Hotel, has called to place an order. Part of their order is for a French Rhone wine. This product is not included on any special price lists at the moment.
You open the panel and change the Stock Code search to look for CLASSIFICATION and enter RHONE in the search field.
Press Search for Price, and find that RHONE type wines from the USA are on a special price list. Your Customer is pleased to order one of these wines instead.
You select the wine from the price list and click Add selected item to order.
The order line is populated with the new stock code.