Creating a sales order

In the module Sales orders, you can keep track of orders, offers and preliminary invoices received from customers. Creating purchase order documents is optional, however, they provide a good basis for creating the documents that follow. From the sales orders, you can create an invoice for the issue of goods or a work order for manufacturing without re-entering the data.

This chapter shows an example of how to create a new sales order in PANTHEON. The example illustrates the entire process from receiving the sales order from the customer to saving of the order in the eDocumentation.

CASE SUMMARY Sally Sales, Head of Wholesale at Tecta, received orders from the customer INTERSPORT. She wants to create a sales order document, save it in the eDocumentation and send it to the customer for confirmation using eDocument. This is done as follows: Selecting the appropriate document type Creating a sales order document Entering data in the sales order header Entering lines in the sales order Checking sales order values and adding a note Printing sales order eDocumentation

1. Selecting the appropriate document type

Business document types are very important and condition the behavior of the program by determining all the actions that can be performed in the program and, in this case, in the Orders module.

In order to start entering a new sales order document, the person responsible at the Wholesale Department must first select the appropriate sales order document type.

For this purpose, the Orders | Sales orders menu is opened and the document type 0100 - Sales order is selected from the list.

The person responsible then creates the order document.

2. Creating a sales order document

The document form 0100 – Sales order appears on the screen.

To create a new document, the person responsible clicks the toolbar button (Insert record).

Among the navigation buttons, a new record appears in the field , which receives a new serial number and is saved, when you click the button (Post edit).

In the next step, the person responsible starts entering the data in the document header.

3. Entering data in the sales order header

The sales order document is divided into three parts: the document header, the document lines and the value bar.

The person responsible first enters the customer and the carrier.

HINT If you have started doing business with a new customer and have not yet entered the customer into the program, you must do so in the Subjects register. See the example of how to enter a new customer.

The order has been received from the customer INTERSPORT, so the person responsible starts entering INT in the field Ordered by. This opens the Subjects register and the list of subjects that match the entry.

The person responsible selects the desired subject from the list and the data is populated in the field Ordered by. The field Carrier is also automatically populated.

The following data is automatically transferred from the Subjects register or from the settings in the Document types register:

• Date
• Order validity
• Department
• Sell to
• Currency
• Days to pay
• Days for delivery
• Text
• Deliver via
• Terms/Place
• Payment method
• Pricing level

The person responsible checks the data and corrects it if necessary.

Then, the Status of the document is entered to define the stage of the order. In this case, the customer's confirmation is still pending, so the status 1-Created is left as is.

HINT You can check the status settings in the chapter Orders document types.

The person responsible enters the order ID and customer Order date in the field Order and the delivery date in the field Deliver by.

This completes the entry of all the main data in the order header. The person responsible then enters data in the order lines.

4. Entering lines in the sales order

The person responsible enters the actual content of the sales order, which may consist of goods, services, etc., into the lines of the sales order.

In this case, the customer is ordering goods from a purchase: 20 pieces of tent item LARA 3.

For this purpose, the person responsible first specifies the warehouse where the goods are located. This is done in the field Warehouse, where Warehouse Wholesale is selected from the drop-down list.

Available warehouses are defined in the Subjects register.

Then, the person responsible enters the ordered items into the lines by clicking on an empty field in the column Item ID or Description.

By typing the name of an item in the empty field or by clicking the drop-down menu arrow, the table of items from the Items register is displayed.

The person responsible clicks in the field Quantity field to enter the desired quantity of ordered items and confirms the selection using the key ENTER or the navigation key .

The item LARA3 with a quantity of 20 pieces entered.

The program automatically populates other main data in the item line (price, value, VAT, etc.), which are specified in the Items register. The data can be manually filled in or corrected.

In this case, the person responsible enters an additional 5% discount by entering the number 5 in the empty field in the column D1 %.

This completes the process of entering lines.

5. Checking sales order values and adding a note

In the value bar, the person responsible checks the Total value of the order as well as VAT and Discount values.

The order value is appropriate. A note is added to the order.

This is done by clicking and entering text in the field Document note, which is later also displayed on the order report. The person responsible enters a note that the ordered goods are to be delivered to the PE Ljubljana.

6. Printing sales order

The person responsible wants to see a visualization of the created order.

This is done by clicking the button Order in the value bar.

Because the person responsible also wants to specify the type of the report, the person responsible clicks the above button with the right mouse button. From the drop-down menu, 095 - Order is selected.

This opens a preview of the desired report for the order document.

By clicking the toolbar button (Print), the person responsible prints the document.

7. eDocumentation

eDocumentationis the repository of all documentation used the company. Incoming and outgoing mail, commercial documentation, technical documentation, in short, ALL documents that have been filed in binders or papers that have been circulated around the company are stored in the eDocumentation.

HINT You can send Orders and Invoices electronically if you have activated the service eInvoice. To check all packages and obtain more information, please see the eDocumentation website.

Tecta has activated the service eDocumentation, which is why it stores all documents, including the orders created, in a secure storage.

The person responsible wants to save the sales order in the eDocumentation and send it to the customer for confirmation using bizBox.

On the created order, the person responsible clicks the toolbar button  (Import/export data) and selects the menu option Export Sales Order as eDocument.

The window Export document as eDocument opens. In the field ESlog type of the document header, Eslog 2.0 is selected from the drop-down list. By default, the checkboxes for sending the order document to eDocumentation, exporting the document in the PDF format and exporting the XML and envelope required for sending the order through bizBox are checked.

HINT From 1 October 2020, it is mandatory for budget users to send eInvoices using the eSlog 2.0 version.

The person responsible clicks the button Create to export the sales order document to the documentation.

The window Documents opens showing the newly created document. In the tab Files, the created documents are displayed.

The person responsible wants to send the order to the customer for confirmation through bizBox.

In the Documents toolbar, the person responsible clicks the button (Import/export data) and selects the menu option Send to bizBox.

This completes the process of creating a sales order document.