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Header
     
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WARNING
Although, most of the fields are entered by default values from the subjects register, you can change them afterwards if needed for any order.
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WARNING
When confirming an order a control is activated that will check delivery deadline from the order lines! Meaning, when you select the 2 - Confirm status the control will check if there is a delivery deadline that is older than the current date. This would of course mean that this order should already be realized, and the program reports a warning (see You are trying to confirm an order that should already be fulfilled!).
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WARNING
For values which are filled from the subjects register | customers (Days to pay, Pr. Level, Account, Country, Sell to, Paym. Meth., Currency) you can set in Program parameters | Company | General if the default value from the subjects register | customers shall fill in the 1st person (customer) or 3rd person (carrier/consignee) section.
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Entering sales order starts with the selection of the subject. When entering the customer or the third party who has placed the order, the program automatically transfers predefined values you have set in the subjects register | customer panel, i. e. customer's address, delivery and payment terms.
Through this procedure you can create orders in a quicker way, since most fields are filled with predefined values that do not need to be changed. Instead of entering 13 fields, in most cases it is enough to enter only two fields (the subject's name and the contact).
If a customer is already entered in the subjects register, you just have to enter its name. If a customer is not in the subjects register, it must be entered before it can be used in an order document. You can enter a new subject from the sales orders with a click on the New Record  button in the Ordered by section of the sales order. When you click the button the subjects register opens and you can enter a new customer.
| Ordered by (Customer) |
Select the subject that is placing the order from the Subject register | Customer panel. After the transfer in the issuing invoice and automatic posting of this invoice, this will also be the person to which the receivable will be posted to in the subject account/general ledger. The program automatically enters the address, place, postal area, phone and fax number.
You can change names of the fields (Payee, Customer, etc) in the document types settings. |
| Contact |
Name of the contact person that has placed the order. By default the program offers the first contact from the subjects register. If needed, you can instead select another contact or enter the information manually from the lookup list.
In the lookup list are available only contacts with the selected Active status. |
| Carrier |
The 3rd party (i. e. Carrier, Consignee) is by default the same as the primary customer (Customer, Orderer). The 3rd party is usually used, when the payee or the subject placing the order are different (i. e. in larger companies where orders are centrally recorded and goods are delivered to satellite offices). In such cases it is recommended to enter to the 3rd party the information on the payee in the subjects register | customer. This way you can enter information on the customer and carrier by simply entering information for the 3rd party and the program will automatically enter all other information.
In case we wish to change the carrier, a message appears:
If we choose Yes, then the Customer is changed as well.
If we choose No, then the Customer and it's contact person stays the same.
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| Contact |
As in the Contact field of the Customer you can in this field select or enter a contact for the carrier. |
| Number |
The unique number of the document: a two digit code for the year, a code for the type of document (identical to that found in the Document Types settings), and the six digit serial number of the document.
The number is generated automatically and cannot be changed. To insert a deleted document and to set a number counter use the insert document function.
If you double-click a document, the document type settings open on the document type the present document was created in. |
| Date |
The date on which the order was created (by default: current date).
If you change the order date, the program will offer you the possibility of changing (recalculating) the order validity date based on the number of days entered in the Order Validity field (see Do you want to update the order validity accordingly?) |
| Order Validity (days) |
The number of days that the order will be valid. A default validity period can be entered in the program parameters. While an order is valid, it generally holds that any prices listed in it will not be changed, even if the pricing policy is changed in this time. Also, during the validity period, all items in the order are on reserve. When checking available stock, select whether orders with expired order validity shall be included in available stock calculation or not.
When adding a sales order to issue documents the program will report, if an order is no longer valid. |
Order Validity
(date) |
The validity date of the order. This information is linked with the information in the adjacent field (Order Validity – days). That is, changing one of these two fields will change the other. Therefore, enter either the number of days the order will be valid or the validity date. The other field will be calculated automatically. |
| Status |
Select the status of the order. Each order can have as many statuses as you like. Statuses contain three categories: Available Stock, Check Limit and Finished (see the chapter on order document types).
Three statuses are predefined, however, if needed you can define new one, additional statuses:
1 - Created - This status function presents a customer with information and does not affect available stock. If a customers has approved credit limit, the value of this type of order will not count towards the value of the approved credit limit, regardless of the checks set in the program parameters.
2 - Confirmed - This status function presents for the customer and supplier a binding order and does affect available stock, and and the balance of a customer credit limit, provided the appropriate settings have been entered in program parameters.
Z - Finished - This status function is used for orders that are only partially dispatched and the remaining non-dispatched quantity is reversed. These kind of orders do not affect available stock and do not count towards the value of a customer’s credit limit. The program will use this information when calculating sales order or when sales orders are added to a document. An order can be finished:
- automatically, if all lines of the order and their entire quantities have been added to an issue document;
- if, for any reason, it is not and will not be possible to complete the order (for example, reversal of the remainder of an order), you can manually assign Finished status by selecting status Z - Finished from the statuses listed in the Document Types settings for the document type you are using.
When entering a new order, the status with the lowest alphanumeric value is used by default (predefined status will be 1 - Created)!
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Department
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It is possible to define the department that received the sales order. Through this you can track ordering by departments. Department can be selected from the subjects register (see Department).
- By default the program enters the department to which the user of the system/clerk that created the order belongs to (see below).
- If the department is selected and set in the document types settings the information set will be used for the department.
The department entered here will be automatically entered in the document lines.
If department has been changed, there a message appears Do you want to change department on all positions?
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| Sell to |
By default the program enters the sale type from the subjects register | customer, but can be changed afterwards. The correctness of the Sell to value is of a great importance for the correctness of VAT records!
- VAT registered (customer is registered for VAT),
- Export (the sale is for the export, by default VAT is excluded)
- End customer (customer is not registered for VAT)
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| Currency |
By default the program enters the predefined currency from the settings (program parameters | company | general), however, if you have predefined the currency for the customer in question in the subjects register | customers, the program will enter this currency. You can afterward also change the currency by selecting it from the lookup list of the Currencies register. It is requested to select the currency before you start entering lines!
If the order will be created in the foreign currency, the program will automatically convert the currency according to the selected exchange rate. Through this function you can create document in any currency, and the function also enables you to use the price list in a foreign currency and the issuing of documents in the domestic currency. See also: Monitoring exchange rates. |
| Exch. Rate |
The exchange rate from the exchange rate list is written.We can also enter or change the exchange rate manually. |
| Linked doc. 1 |
It is possible to define or name two linked documents in the document type settings. If you define them (name them), two fields show on the sales order to enter the name and the date of the linked document (i. e. contract number, etc). |
| Date |
In this field it is the date of Linked document 1. |
| Linked doc. 2 |
The entering type and the use are the same as by entering the linked document 1. |
| Date |
In this field it is the date of Linked document 2. |
| Days to Pay |
Number of days in which the invoiced order (invoice issued according to the order) will be due to pay. By default the program fill in the value from the subjects register | customers but it can be afterwards. |
| Delivery By |
In this field you enter the customer's desired delivery deadline or the deadline you forward the customer according to your capacities. The entered delivery deadline will by default be transferred to the lines of the order. However, you can afterwards change the delivery deadline in the order lines!
If you will change the delivery deadline in the header after at least one of the order lines is entered, the program will offer you the possibility to enter this new date in the document lines as well (see Do you want to update the Deliver by date in all lines?).
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| Days to del. |
In this field is specified days needed for order to be delivered to customer |
| Dispatch by |
In this field is specified Dipatch date which is calculated Deliver By - Days fo delivery. You can change it manualy. |
| Text |
From the register of customs texts select a text, which will show on the bottom of the order/footer of the order. The default text ID can be selected in the subjects register | customer. |
| Deliver Via |
By default the program enters the the predefined delivery type from the subjects register |customers, or you can change it afterwards by selecting it from the delivery methods register. |
| Del. Priority |
By default the program enters the the predefined delivery priority from the subjects register |customers, or you can change it afterwards by selecting it from the priority register. |
| Paym. Meth. |
By default the program enters the the predefined payment method from the subjects register | customer, but you can change it afterwards by selecting the payment method from the Payment methods register. |
| Clerk |
According to the settings the program offers as a clerk the user, logged in the program, or the clerk that is entered in the subjects register | customer.
If you want to change the value in this field (if you can select the clerk) or not, can be set in the program parameters. |
| Created By |
By default the program fills in the logged person. This value cannot be changed. |
| Reference |
The value is filled if Create reference is marked in the code book of document types. |
Terms,
Place |
- To orders for export select also the Terms ID from the delivery terms register;
- To orders for export select also the destination or the place for dispatch (depending on the type of Terms) from the postal zones register. In the report the description is used and not the number of the place!
When adding an order to the issue invoice, this date will be transferred to the issue invoice as well.
Information on Terms and Place is by default filled in from the subjects register | customers.
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| Triang. Tr. |
Select a type of Triangle Transaction. By default, 0 - not a Triangular Transaction is entered in this field.
In an issue invoice, you can select one of the following statuses:
- 1 - Supplier of goods
- 2 - Intermediary
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| Pr. Level |
By default the program enters the price level from the subjects register |customers, but can be changed afterwards. If you change the price level also the sale price will be changed in document lines by predefined settings!
The values in this field are from the Items calculations register and can be as following:
- Sale price;
- Wholes. price 1;
- Wholes. price 2.
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Header
Header
Header
Entering sales order starts with the selection of the subject. When entering the customer or the third party who has placed the order, the program automatically transfers predefined values you have set in the subjects register | customer panel, i. e. customer's address, delivery and payment terms.
Through this procedure you can create orders in a quicker way, since most fields are filled with predefined values that do not need to be changed. Instead of entering 13 fields, in most cases it is enough to enter only two fields (the subject's name and the contact).
If a customer is already entered in the subjects register, you just have to enter its name. If a customer is not in the subjects register, it must be entered before it can be used in an order document. You can enter a new subject from the sales orders with a click on the New Record button in the Ordered by section of the sales order. When you click the button the subjects register opens and you can enter a new customer.
| Ordered by (Customer) |
Select the subject that is placing the order from the Subject register | Customer panel. After the transfer in the issuing invoice and automatic posting of this invoice, this will also be the person to which the receivable will be posted to in the subject account/general ledger. The program automatically enters the address, place, postal area, phone and fax number.
You can change names of the fields (Payee, Customer, etc) in the document types settings. |
| Contact |
Name of the contact person that has placed the order. By default the program offers the first contact from the subjects register. If needed, you can instead select another contact or enter the information manually from the lookup list.
In the lookup list are available only contacts with the selected Active status. |
| Carrier |
The 3rd party (i. e. Carrier, Consignee) is by default the same as the primary customer (Customer, Orderer). The 3rd party is usually used, when the payee or the subject placing the order are different (i. e. in larger companies where orders are centrally recorded and goods are delivered to satellite offices). In such cases it is recommended to enter to the 3rd party the information on the payee in the subjects register | customer. This way you can enter information on the customer and carrier by simply entering information for the 3rd party and the program will automatically enter all other information. |
| Contact |
As in the Contact field of the Customer you can in this field select or enter a contact for the carrier. |
| Date |
The date on which the order was created (by default: current date).
If you change the order date, the program will offer you the possibility of changing (recalculating) the order validity date based on the number of days entered in the Order Validity field (see Do you want to update the order validity accordingly?) |
| Number |
The unique number of the document: a two digit code for the year, a code for the type of document (identical to that found in the Document Types settings), and the six digit serial number of the document.
The number is generated automatically and cannot be changed. To insert a deleted document and to set a number counter use the insert document function.
If you double-click a document, the document type settings open on the document type the present document was created in. |
| Status |
Select the status of the order. Each order can have as many statuses as you like. Statuses contain three categories: Available Stock, Check Limit and Finished (see the chapter on order document types).
Three statuses are predefined, however, if needed you can define new one, additional statuses:
1 - Created - This status function presents a customer with information and does not affect available stock. If a customers has approved credit limit, the value of this type of order will not count towards the value of the approved credit limit, regardless of the checks set in the program parameters.
2 - Confirmed - This status function presents for the customer and supplier a binding order and does affect available stock, and and the balance of a customer credit limit, provided the appropriate settings have been entered in program parameters.
Z - Finished - This status function is used for orders that are only partially dispatched and the remaining non-dispatched quantity is reversed. These kind of orders do not affect available stock and do not count towards the value of a customer’s credit limit. The program will use this information when calculating sales order or when sales orders are added to a document. An order can be finished:
- automatically, if all lines of the order and their entire quantities have been added to an issue document;
- if, for any reason, it is not and will not be possible to complete the order (for example, reversal of the remainder of an order), you can manually assign Finished status by selecting status Z - Finished from the statuses listed in the Document Types settings for the document type you are using.
When entering a new order, the status with the lowest alphanumeric value is used by default (predefined status will be 1 - Created)!
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| Order Validity (days) |
The number of days that the order will be valid. A default validity period can be entered in the program parameters. While an order is valid, it generally holds that any prices listed in it will not be changed, even if the pricing policy is changed in this time. Also, during the validity period, all items in the order are on reserve. When checking available stock, select whether orders with expired order validity shall be included in available stock calculation or not.
When adding a sales order to issue documents the program will report, if an order is no longer valid. |
Order Validity
(date) |
The validity date of the order. This information is linked with the information in the adjacent field (Order Validity – days). That is, changing one of these two fields will change the other. Therefore, enter either the number of days the order will be valid or the validity date. The other field will be calculated automatically. |
Department |
It is possible to define the department that received the sales order. Through this you can track ordering by departments. Department can be selected from the subjects register (see Department).
- By default the program enters the department to which the user of the system/clerk that created the order belongs to (see below).
- If the department is selected and set in the document types settings the information set will be used for the department.
The department entered here will be automatically entered in the document lines.
If department has been changed, there a message appears Do you want to change department on all positions?
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| Sell to |
By default the program enters the sale type from the subjects register | customer, but can be changed afterwards. The correctness of the Sell to value is of a great importance for the correctness of VAT records!
- VAT registered (customer is registered for VAT),
- Export (the sale is for the export, by default VAT is excluded)
- End customer (customer is not registered for VAT)
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| Pr. Level |
By default the program enters the price level from the subjects register |customers, but can be changed afterwards. If you change the price level also the sale price will be changed in document lines by predefined settings!
The values in this field are from the Items calculations register and can be as following:
- Sale price;
- Wholes. price 1;
- Wholes. price 2.
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| Currency |
By default the program enters the predefined currency from the settings (program parameters | company | general), however, if you have predefined the currency for the customer in question in the subjects register | customers, the program will enter this currency. You can afterward also change the currency by selecting it from the lookup list of the Currencies register. It is requested to select the currency before you start entering lines!
If the order will be created in the foreign currency, the program will automatically convert the currency according to the selected exchange rate. Through this function you can create document in any currency, and the function also enables you to use the price list in a foreign currency and the issuing of documents in the domestic currency. See also: Monitoring exchange rates. |
| Paym. Meth. |
By default the program enters the the predefined payment method from the subjects register | customer, but you can change it afterwards by selecting the payment method from the Payment methods register. |
| Days to Pay |
Number of days in which the invoiced order (invoice issued according to the order) will be due to pay. By default the program fill in the value from the subjects register | customers but it can be afterwards. |
| Text |
From the register of customs texts select a text, which will show on the bottom of the order/footer of the order. The default text ID can be selected in the subjects register | customer. |
| Deliver Via |
By default the program enters the the predefined delivery type from the subjects register |customers, or you can change it afterwards by selecting it from the delivery methods register. |
| Del. Priority |
By default the program enters the the predefined delivery priority from the subjects register |customers, or you can change it afterwards by selecting it from the priority register. |
Terms,
Place |
- To orders for export select also the Terms ID from the delivery terms register;
- To orders for export select also the destination or the place for dispatch (depending on the type of Terms) from the postal zones register. In the report the description is used and not the number of the place!
When adding an order to the issue invoice, this date will be transferred to the issue invoice as well.
Information on Terms and Place is by default filled in from the subjects register | customers.
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| Linked doc. 1 |
It is possible to define or name two linked documents in the document type settings. If you define them (name them), two fields show on the sales order to enter the name and the date of the linked document (i. e. contract number, etc). |
| Date |
In this field it is the date of Linked document 1. |
| Linked doc. 2 |
The entering type and the use are the same as by entering the linked document 1. |
| Date |
In this field it is the date of Linked document 2. |
| Deliver By |
In this field you enter the customer's desired delivery deadline or the deadline you forward the customer according to your capacities. The entered delivery deadline will by default be transferred to the lines of the order. However, you can afterwards change the delivery deadline in the order lines!
If you will change the delivery deadline in the header after at least one of the order lines is entered, the program will offer you the possibility to enter this new date in the document lines as well (see Do you want to update the Deliver by date in all lines?).
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| Days for del. |
In this field is specified days needed for order to be delivered to customer |
| Disp. date |
In this field is specified Dipatch date which is calculated Deliver By - Days fo delivery. You can change it manualy. |
| Clerk |
According to the settings the program offers as a clerk the user, logged in the program, or the clerk that is entered in the subjects register | customer.
If you want to change the value in this field (if you can select the clerk) or not, can be set in the program parameters. |
| Created By |
By default the program fills in the logged person. This value cannot be changed. |
 |
Although, most of the fields are entered by default values from the subjects register, you can change them afterwards if needed for any order. |
|
When confirming an order a control is activated that will check delivery deadline from the order lines! Meaning, when you select the 2 - Confirm status the control will check if there is a delivery deadline that is older than the current date. This would of course mean that this order should already be realized, and the program reports a warning (see You are trying to confirm an order that should already be fulfilled!). |
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For values which are filled from the subjects register | customers (Days to pay, Pr. Level, Account, Country, Sell to, Paym. Meth., Currency) you can set in Program parameters | Company | General if the default value from the subjects register | customers shall fill in the 1st person (customer) or 3rd person (carrier/consignee) section. |
| In this field is specified Dipatch date which is calculated Deliver By - Days fo delivery. You can change it manualy. |
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