| Supplier |
Select from the supplier register the supplier you are ordering goods from. After the transfer in the issuing invoice and after the automatic posting of this invoice this will also be the person to whom the accounts receivables will be posted 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 register. |
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If the supplier is already entered in the subjects register, just enter his name, if not, it is necessary to enter the supplier in the subjects register first. You can enter a new subject by clicking on the New Record  button in the Supplier section of the order. If you click the button, a window for entering a new subject in the subjects register opens. |
| 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 1stperson (Supplier, Customer).
In case we wish to change the carrier, a message appears:
If we choose Yes, then the Supplier is changed as well.
If we choose No, then the Supplier and it's contact person stays the same.
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| Contact |
As in the Contact field of the Supplier you can in this field select or enter a contact to the 3rd party (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). Check Limit function and issuing methods when not confirmed status are used only at sales orders!
Three statuses are predefined, however, if needed you can define new one, additional statuses:
1 - Created - This status represents information received from the supplier inquiries and does not affect available stock.
2 - Confirmed - This status represents orders that are binding for customers or suppliers, and that affect available stock.
Z - Finished - This status is used for orders that were not completely supplied. The remaining non-dispatched quantity is reversed. Orders of this kind do not affect available inventory and do not count towards the value of a customer’s credit limit. The program will use this information when calculating purchase orders or when purchase orders are added to a document.
When entering a new order, the status with the lowest alphanumeric value is used by default (so the predefined status 1 - Created will appear by default)!
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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. When checking available stock select whether orders with expired order validity shall be included in the calculation of available stock or not. |
| Order Validity (date) |
The validity date of the order. This information is linked with the information in the adjacent field (Order Validity – days). If you change the value in one field, the value of the other field will change as well. 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 goods. 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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| Purchase from |
The program looks in the supplier register for information on the moods of acquisition that suits the supplier in question. When creating the receiving invoice is of vital importance for correct Value-Added tax that you select the right manner of selling goods!
- Domestic - taxables (purchase of goods from taxable in the domestic market. VAT, they applied to you, you can assert as a debt claim on the country as the input VAT. When creating the invoice of receiving the program will offer a default tax type that is entered in the items register.)
- Other (purchase of goods from domestic subjects that are not taxable and cannot account VAT to you, because of that you cannot apply the input VAT. When creating the receiving invoice the program will automatically offer the tax type 0% of VAT, you have entered in the section "Tax Type, VAT excluded),
- Import - (goods/services from import. When creating the receiving invoice the program will offer a default tax type that is entered in the items register.) or
- Non-resident - (if you purchase goods from a non-resident of your country).
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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 a 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 converting it 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 | supplier, 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 for receiving goods) will be due to pay. By default the program fill in the value from the subjects register | supplier but it can be afterwards. |
| Deliver by |
In this field you enter the delivery deadline you set for the supplier. 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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| Text |
From the register of supplier's text select a text, which will show on the bottom of the order/footer of the order. he default text ID can be selected in the subjects register supplier. |
| Deliver Via |
By default the program enters the the predefined delivery type from the subjects register | supplier, or you can change it afterwards by selecting it from the delivery methods register. |
| Terms and 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 invoice of receiving, this date will be transferred to the invoice of receiving as well.
Information on Terms and Place is by default filled in from the subjects register | Supplier.
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| 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. |
| 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. |