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Entering a Sales Order - Del. Terms Card

Del. Terms
Paste Special    Delivery Terms setting, Sales/Purchase Orders module
Default taken from    Contact (Sales Del. Terms)
Specify the Delivery Terms for this Order here. You will tend to use this field for international Customers: examples might be Cost, Insurance, Freight or Free On Board.

For each Delivery Term record you can specify an appropriate description in different Languages: the Language of the Order (below) will therefore determine the translation to be printed on any Delivery Notes produced from the Order.

Del. Mode
Paste Special    Delivery Modes setting, Sales Orders module
Default taken from    Contact (Sales Del. Mode)
Enter the mode of shipping used for this Order. Examples might be Post or Courier, or might specify the name of the courier that you will use to supply the goods on the Order.

For each Delivery Mode record you can specify an appropriate description in different Languages: the Language of the Order (below) will therefore determine the translation to be printed on any Delivery Notes produced from the Order.

You can also set up different versions of the Invoice, Order and Delivery documents for each Delivery Mode, perhaps incorporating appropriate payment instructions. To do this, enter the Delivery Mode in the Language field when defining documents. Document definition is described here.

Sales Group
Paste Special    Sales Groups setting, System module
Default taken from    Salesman
The Sales Group is brought in from the Person record after you have entered a Salesman (on the 'Date' card). If you have the Limited Access module, you can use this field to prevent a user from seeing all Sales Orders in the 'Orders: Browse' window by restricting their view to their own Orders or to those of their Sales Group.

Please click here for full details of the Limited Access module.

Order Class
Paste Special    Order Classes setting, Sales Orders module
Enter the Order Class for the Order (if any). Order Classes permit the analysis of Orders for reporting or prioritising.

In the case of Orders created from Quotations, the Quotation Class will be copied to this field if you are using the Transfer Qtn Class to Order option in the Order Settings setting.

If you will be using the 'Create Purchase Orders' Maintenance function to create Purchase Orders in batches from Sales Orders, you can do so for Sales Orders of a particular Class.

You must enter an Order Class if you are using the Require Order Class option in the Order Settings setting.

Location
Paste Special    Locations setting, Stock module
Used as default in    Deliveries
If the stock that will be used to satisfy this Order is to be taken from a particular Location, specify that Location here. Otherwise, stock from all Locations will be available. You can specify a separate Location for any Order row (on flip F), to override the one entered here.

If you have specified a Main Location in the Stock Settings setting, leaving this field blank means that stock will be taken from the Main Location. Note, however, that the Require Location option in the same setting has no power over this field. If you are using this option, you will not have to enter a Location here, but you will have to specify one in any Deliveries resulting from this Order.

A default Location can be brought in from the 'Bonus' card of the user's Person record or from the Local Machine setting in the User Settings module. The Local Machine setting is specific to the client machine you are working on.

If the 'Item Status' window is on screen, the quantities shown will only refer to the Location specified here if the Location field on flip F is empty. If you have not specified a Location here or on flip F, the quantities will refer to all Locations. This will be the case even if you have specified a Main Location in the Stock Settings setting.

If the 'Item Status' window shows that there is insufficient stock in the Location to fulfil the Order, use the 'Create Stock Movement' function on the Operations menu to move any stock that might exist elsewhere into the Location.

Project
Paste Special    Project register, Job Costing module (if installed)
Use this field to attach the Order to a Project. It requires the Job Costing module to be installed. The Project must have the same Customer as the Order.

If you have assigned an Order to a Project, you can still issue Deliveries in the usual way, but you must raise associated Invoices from the Job Costing module, using the 'Create Project Invoices' Maintenance function.

Once you have created a Delivery from the Order, you will only be able to change this field if it is empty. This allows you to assign a Project to an Order after the Order has been delivered. You should then use the 'Build Project Transactions from Deliveries' Maintenance function in the Job Costing module to create Project Transactions from the Delivery retrospectively. This will allow you to raise Invoices using the 'Create Project Invoices' function. Take care to choose the correct Project in this situation: after assigning a Project to an Order after it has been delivered and saving the Order, you will not be able to change or remove the Project. You cannot assign a Project to an Order if the Order has been delivered and invoiced.

You can attach an Order to an Active Project, but not to one whose Status is Finished or No More Transactions.

You can also create a new Project from an Order, using the 'Create Project' function on the Operations menu. This function will copy the Project Number of the new Project to this field automatically. If this field is not empty, the function will not create a new Project.

Invoice To
Paste Special    Customers in Contact register
Default taken from    Contact
If the invoice for this Order is to be sent to another company, such as a leasing company or a parent company, enter the Customer Number for that company here. That company must have their own Customer record in the Contact register. The default is taken from the Invoice To field specified on the 'Terms' card of the Contact record for the Order Customer.

Invoice Before Delivery
When you raise an Invoice from a Sales Order, usually only those Items that have been delivered will be included in the Invoice. This means that you must have issued an approved Delivery from the Sales Order before you can raise an Invoice. If you would like to raise an Invoice from the Order (for the complete value of the Order) before issuing Deliveries, check this box. If you have determined that cost accounting transactions are to be created at the point of delivery, stock transactions in the Nominal Ledger will still be raised when you approve and save the Delivery (i.e. use of the Invoices Before Delivery check box does not affect cost accounting in any way). However, if you have determined that cost accounting transactions are to be created from Invoices, stock transactions in the Nominal Ledger will not be raised. When you raise the Invoice, the value of the delivered Item will not be known because the Delivery does not yet exist. In this case you will need to record this transaction manually in the Nominal Ledger.

This check box applies to this Order only. If you would it to be switched on by default in all new Orders, check the Invoices Before Delivery box in the Stock Settings setting in the Stock module.

This option will have no effect if you are also using the Invoice Based on Delivery option in the Order Settings setting. Since this option ensures an Invoice has the same appearance as the related Delivery, and also includes the Delivery Number and total Delivery value in the Invoice, it requires a Delivery to be created from the Order first.

Price List
Paste Special    Price List register, Pricing module
Default taken from    Contact, Customer Category or Payment Term
Specify here the Price List that will determine the prices used on this Order. Ensure you have chosen the correct Price List before adding rows to the Order: if you forget, use the 'Update Currency Price List Items' function on the Operations menu to change the prices of Items added to the Order before the Price List was specified (save the Order before using this function).

When you add a row to the Order and specify an Item, HansaWorld Enterprise searches either in the Price register or in the Quantity Dependent Prices setting for the single record representing the Item/Price List combination and brings in the Unit Price from there. If the Price List is a Discount Price List, HansaWorld Enterprise will search in the Price register. Otherwise, it will search in the Quantity Dependent Prices setting. If no appropriate Price or Quantity Dependent Price record is found, the Unit Price will be brought in from the Item record.

If the Price List specified is one that is Inclusive of VAT, the Unit Prices and Sums of each Order row will include VAT.

When you create a new Order and specify a Customer, HansaWorld Enterprise will first look to the Contact record for that Customer for an appropriate Price List. If one hasn't been specified there, the Price List for the Customer Category to which the Customer belongs will be used. If this is blank, or the Customer does not belong to a Category, HansaWorld Enterprise will look to the Payment Term record allocated to the Customer. If the Payment Term is subsequently changed for this Order only, the Price List will only be changed if it is blank.

If you are using dated Price Lists the choice of Price List can depend on the Order Date, the Planned Delivery Date or the Despatch Date. Use the Price Based On options on the 'Pricing' card of each Contact record to specify the date that will be used for each Customer.

If you choose the Planned Delivery Date option, the standard Price List will be used if the Planned Delivery Date in the Sales Order is blank or in the wrong format. The Planned Delivery Date field must use the Date format, set in the Planned Delivery setting in the Sales Orders module. If you choose the Despatch Date option, the standard Price List will be used if the Despatch Date in the Sales Order is blank. The standard Price List is the one specified for the Customer on the 'Pricing' card, or the one in the Customer Category.

Dated Price Lists are described here, with an example here.

In multi-user systems, you can prevent certain users from changing the Price List in an Order using Access Groups (by denying access to the 'Change Price Lists' Action).

Credit Card
Paste Special    Credit Card register, Cheques module (if installed)
If the Order will be paid using a credit card, enter its number here. You can store known credit card numbers for each Customer in the Credit Card register in the Cheques module.

Language
Paste Special    Languages setting, System module
Default taken from    Contact
The Language Code determines the text to be transferred from various registers and settings, for example the Item Name, text for Payment Terms and Payment Mode, and the selection of document forms etc. Leave the field blank to use the home Language.

You can also use the Language to determine the Form that will be used when you print the Sales Order, and the printer that will be used to print it. This can include sending the document to a fax machine, if your hardware can support this feature. Do this in the 'Define Document' window for the Sales Order document, as described here. You can change the Language before printing the Sales Order even if it has been approved, to ensure it is printed on the correct printer or fax machine.

Authorisation
If the Order will be paid using a credit card, record the authorisation code here once it has been obtained.

Discount Matrix
Default taken from    Contact or Customer Category
If there is a Discount Matrix applying to this Order, it will be shown here. You cannot change this field. You can use Discount Matrices to administer quantity discounts.

Comment
Default taken from    Contact (Order Comment)
Record here any comment about this Order: the comment will not be printed on Delivery Notes and will not be transferred to Invoices.

Tot Quantity
This field shows the total number of Items on the Order and is updated automatically whenever the Order is saved. If this figure becomes inaccurate for any reason, use the 'Recalculate Weight and Volume' function on the Operations menu to update it.

Tot Weight
Default taken from    Items
This field will contain a calculated value based on the Order Quantity and the Weight of the Items and is updated automatically whenever the Order is saved. If the Weight of one of the Items is changed or if this figure becomes inaccurate for any other reason, use the 'Recalculate Weight and Volume' function on the Operations menu to update this field.

Tot Volume
Default taken from    Items
This field will contain a calculated value based on the Order Quantity and the Volume of the Items and is updated automatically whenever the Order is saved. If the Volume of one of the Items is changed or if this figure becomes inaccurate for any other reason, use the 'Recalculate Weight and Volume' function on the Operations menu to update this field.

Commission, Tot Incl. Com
These fields are used in Russia. Please refer to your local HansaWorld representative for details.

Sorting
Default Taken from    Contact (Sort Key)
The Sort Key (post code or your own routing code) will be entered here automatically when you specify a Customer. It will be used by the Sorted Order List report, a list in Sort Key order of Orders with a particular Planned Delivery Date. You can use this report as an aid for delivery drivers.

GP%
The overall gross profit for the Order, shown as a percentage.

Total GP
The total gross profit for the Order.