Entering a Sales Order - Items Card
Use the grid on the 'Items' card to list the Items ordered. This grid is divided into four horizontal flips. When you click on a flip tab (marked A-D), the two or three right-hand columns of the grid are replaced.
To add rows to an Order, click in any field in the first blank row and enter appropriate text. To remove a row, click on the row number on the left of the row and press the Backspace key. To insert a row, click on the row number where the insertion is to be made and press Return. You cannot remove or insert rows after you have issued a Delivery, but you can still add rows to the end of the Order.
You can also bring Items into an Order by opening the 'Items: Browse' window, selecting a range of Items by clicking while holding down the Shift key, and then dragging them to the Item field in the first empty Order row. You can also copy a list of Item Numbers in a spreadsheet or word processor and paste them in the Item field in the first empty row.
Flip A
- Item
- Paste Special
Item register
- With the cursor in this field, enter the Item Number or Bar Code for each Item ordered. Pricing, descriptive and other information will be brought in from the Item record. If you leave this field blank, you can enter any text in the Description field, perhaps using the row for additional comments to be printed on Order documentation.
- Qty
- Enter the number of units ordered. Press Return to calculate the Sum, and the cursor will move to the Item field on the next row.
- Description
- Default taken from
Item
- This field shows the name of the Item, brought in from the Item register. If you want to add an extra description, you can do so: there is room for up to 100 characters of text.
- FirstOffice will take any rows of text that have been entered on the 'Texts' card of the Item record and move them into the Description field, as shown below.
- Unit Price
- Paste Special
Price register, Sales Ledger
- The Unit Price of the Item according to the valid Price List for the Customer is brought in. If the Customer has no Price List specified, or the Item is not on the Price List in question, the Base Price from the Item record is brought in. This figure will include VAT if the Price List specified is one that is Inclusive of VAT or if you have specified on the 'Debtors' card of the Account Usage S/L setting in the Sales Ledger that Base Prices include VAT.
- In multi-user systems, you can prevent certain users from changing any Unit Price in an Order using Access Groups (by denying access to the 'Change Unit Prices' Action).
- Use 'Paste Special' if you want to choose a Unit Price from a different Price List to the Customer's usual one.
- %
- Discount percentage.
- In the Round Off setting in the System module, you can determine whether the discount is to be applied to the Unit Price before it has been multiplied by the Quantity or to the Sum. In certain circumstances (where there is a very small unit price and a large quantity) this choice can cause the calculated discount to vary due to the rounding system used within FirstOffice. Please click here for details and an example.
- Sum
- The total for the row: Quantity multiplied by Unit Price less Discount. Changing this figure will cause the Discount Percentage to be recalculated. This figure will include VAT if the Price List specified is one that is Inclusive of VAT or if you have specified on the 'Debtors' card of the Account Usage S/L setting that Base Prices include VAT.
Flip B
- Object
- Paste Special
Object register, Nominal Ledger
- You can assign up to 20 Objects, separated by commas, to this Item and all transactions generated from it. You might define separate Objects to represent different departments, cost centres or product types. This provides a flexible method of analysis that can be used in Nominal Ledger reports.
- In any Nominal Ledger Transactions generated from Invoices raised from this Order, any Objects specified here will be assigned to the credit posting to the Sales Account and, if you are using cost accounting, the debit posting to the Cost Account. This assignment will merge these Objects with those of the parent Order (shown on the 'Date' card).
- The Objects specified here are also transferred to the corresponding row of any Delivery issued from this Order row, although they will not be visible in the Delivery window. They will be assigned to the debit posting to the Stock Cost Account in any Nominal Ledger Transactions generated from those Deliveries.
- Account
- Paste Special
Account register, Nominal Ledger/System module
- This Nominal Ledger Sales Account for this Item, which will be credited with the Sum in the Nominal Ledger Transactions generated by Invoices created from this Order. A default is offered, taken from the record in the Price register for the Item/Price List combination. If there is no such record, or it has no Sales Account specified, the default will be taken from the Item record, the Item Group or from the 'VAT' card of the Account Usage S/L setting. You can change this default in a particular Order row if necessary.
- V-Cd
- Paste Special
VAT Codes setting, Nominal Ledger
- When you raise an Invoice from this Order, the VAT Code entered here will determine the rate at which VAT will be charged on this Item and the Output VAT Account to be credited, when the Invoice is raised. A default is offered, taken from the Sales VAT Code field in the Customer record. If that field is empty, the default is taken from the Item, the Item Group or from the 'VAT' card of the Account Usage S/L setting. You can change this default in a particular Order row if necessary.
Flip C
- Cost
- Default taken from
Item (Cost Price + Extra Cost)
- The Cost Price is used in Gross Profit and Margin calculations. You can change this figure if necessary.
- If you duplicate an Order, the new Order will contain the latest Cost Price from the Item register, and the Gross Profit will be recalculated accordingly. The Cost Price in the original Order will not be transferred to the new Order.
- GP
- The Gross Profit for the Order row is calculated by subtracting the Cost Price (multiplied by the Quantity) from the Sum. The figure is therefore absolute, not a percentage.
Flip D
- Del 1, Del 2
- The quantity delivered for each Order row will be updated automatically when you create Deliveries using the 'Create Delivery' function on the Operations menu (you will need to close the Order and re-open it to see the updated figure). The Del 1 quantity includes both approved and unapproved Deliveries, while the Del 2 field only shows approved Deliveries. You cannot raise Invoices for Deliveries that have not yet been approved.
- Invoiced
- The quantity invoiced for each Order row will be updated automatically when you raise Invoices using the 'Create Invoice' function on the Operations menu (you will need to close the Order and re-open it to see the updated figure). The quantity shown includes both approved and unapproved Invoices. You cannot raise an Invoice until you have issued and approved at least one Delivery. In the case of partial Deliveries, you can only raise Invoices for the quantity delivered.
- Price Factor
- Default taken from
Item
- The Price Factor is the quantity of the Item that can be bought by the Unit Price. For example, if the Item Unit Price of an Item refers to a box of 24 units, its Price Factor will be 24. The Price Factor will be brought in to the Order from the Item record automatically. When you enter a Quantity, FirstOffice will calculate the Sum using the formula Sum = (Quantity/Price Factor) * Unit Price.
Footer
The Order Footer contains various running totals as described below. Whenever an Order row is added or changed, these totals are updated.
- OK
- You can approve the Order by clicking this check box. Once you have done this and have saved the Order, it will no longer be modifiable. If you do need to change an approved Order, first remove the check from the OK box and save.
- You do not have to approve an Order to deliver goods from it, or for its Items to be included in the Order total displayed by the 'Item Status' function. Nevertheless, in larger systems, once you have finalised a Sales Order, it is recommended that you approve it for security reasons.
- You can use Access Groups to control who can approve Sales Orders, who can unapprove Sales Orders, who if anyone can create Deliveries from unapproved Sales Orders and who if anyone can receive Prepayments against unapproved Sales Orders. To do this, deny access to the 'OKing Orders', 'UnOK Orders', 'Disallow Delivery from not OKed Order' and 'Disallow Prepayment for not OKed Order' Actions respectively. The 'Delivery from Order' Action allows you to control the creation of Deliveries from both approved and unapproved Sales Orders.
- References in these web pages to approved Sales Orders are to those whose OK check box has been switched on.
- Freight
- The Freight setting in the Sales Ledger allows a fixed amount for Freight to be added automatically to each Order. If you are using this setting, the appropriate amount will be placed in this field when you enter a Customer Number. You can change the figure if necessary. The VAT Code and the Sales Account for the freight charge will be taken from the Item entered in the Freight setting.
- If you are not using the Freight setting, enter a freight amount if applicable. In this case, VAT will not be charged and, in the eventual Invoice, the amount will be posted to the appropriate Sales Account for the Zone of the Customer, set on the 'VAT' card of the Account Usage S/L setting.
- VAT
- The VAT total for the Order.
- This figure is rounded up or down according to rounding rules set in the Round Off setting in the System module.
- Sum
- The total for the Order, excluding VAT.
- TOTAL
- The total for the Order, including VAT.
- This figure is rounded up or down according to rounding rules set in the Round Off setting in the System module.
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