Language:


Entering a Sales Order - Del. Terms Card

This page describes the fields on the 'Del. Terms' card of the Sales Order record. Please follow the links below for descriptions of the other cards:
---

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

In each Delivery Term record, you can enter a description in your home Language and in various translations. When you print the Order or connected Delivery Notes, the correct translation for the Language of the Order (on the 'Price List' card) will be printed in the "Delivery Term Text (shiptermtext)" field, assuming you have included that field in your Form Templates.

Delivery Mode
Paste Special    Delivery Modes setting, Sales Orders module
Default taken from    Contact record for the Customer (Sales Del. Mode)
Enter the mode of shipping used for the 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.

In each Delivery Mode record, you can enter a description in your home Language and in various translations. When you print the Order or connected Delivery Notes, the correct translation for the Language of the Order (on the 'Price List' card) will be printed in the "Delivery Mode Text (levsattext)" field, assuming you have included that field in your Form designs.

Route
Paste Special    Routes setting, Stock module
You will tend to use the Route field if you have a fleet of delivery vehicles, each of which repeats the same journey or "Route" every day.

The Route in an Order will be updated if you change the Customer, the Location (immediately below) and the Address Code (i.e. Delivery Address, on the 'Del. Address' card), as follows:
  1. The Route will be taken from the record in the Routes/Locations setting in the Stock module for the Location/Customer/Delivery Address combination.

  2. If there is no Address Code in the Order, the Route will be taken from the record in the Routes/Locations setting in the Stock module for the Location/Customer combination in which the Delivery Address is blank. If there is no such record, the Route will be taken from the first Routes/Locations record for the Location/Customer combination, sorted by Delivery Address.

  3. The Route will be taken from the Contact record for the Customer (Route field on the 'Delivery' card).
The Route will be used by the Sorted Order List report, a list in Route order of Orders with a particular Planned Delivery Date. You can use this report as an aid for delivery drivers.

The Route will be copied to all Deliveries that you create from the Order. The Routes of Deliveries will be used by the Trip Sheet report in the Stock module. This is a list of the Deliveries on a particular Route that can be made on a specified date or during a specified period.

Location
Paste Special    Locations setting, Stock module
Used as default in    Deliveries
If the stock that will be used to satisfy the Order is to be taken from a particular Location, specify that Location here. 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. If you are using the Require Location option in the same setting, you will not have to enter a Location here, but you will have to specify one in any Deliveries resulting from the Order.

A default Location can be brought in from the 'Sales' 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. You can also prevent the current user from using a particular Location, using the Reserv. Access field in their Person record. If the current user specifies a Location that they should not use, the message "You are not allowed to withdraw any items from this location." will appear when they try to save the Order. Please refer to the description of the Stock Reservation Access setting here for more details about this feature.

If the 'Item Status' window is open, the quantities it shows 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, you can use the 'Stock Movement' function on the Create menu (Windows/Mac OS X) or + menu (iOS/Android) to move any stock that might exist elsewhere into the Location.

After issuing a Delivery from any of the rows in an Order, you will not be able to change the Location in that row or in this field, even if you have not yet marked the Delivery as OK.

If the Location is one in which you have selected the Require Position option, you will not be able to issue Deliveries from the Order by selecting 'Delivery' from the Create menu (Windows/Mac OS X) or + menu (iOS/Android). You must use the 'Create Deliveries from Orders' Maintenance function to issue Deliveries. This function will pick the Items from the correct Positions and create Stock Movements to move the Items from those Positions to the Delivery Position.

Branch
Default taken from    Local Machine setting, User Settings module
If your company has several Branches (e.g. several shops), you can specify the Branch where each client machine is located in the Local Machine setting in the User Settings module. You should do this individually on each client machine. When you create an Order, the Branch where the client machine is located will be recorded here and usually cannot be changed.

If you have entered a record in the Contact register for the Branch, Sales Objects in that Contact record will be copied to the Objects field on the 'Terms' card of the Order. Branch details such as the address in that Contact record will be printed on Order documentation if you have included the various Branch fields in your Form Template designs.

If you are using Tax Templates instead of VAT Codes to determine the rate at which VAT or sales tax will be charged, a Tax Template Code representing the Branch may be copied to the T-Cd field in each row in the matrix. Please refer here for more details.

If you would like it to be possible for some users to change the Branch in Orders, assign them an Access Group in which you have granted Full access to the 'Change Branch Code on Sales Order' Action. Separate similar Actions are available for Quotations and Invoices.

Total Quantity
This field shows the total number of Items on the Order and will be updated automatically each time you save the Order. If this figure becomes inaccurate for any reason, use the 'Recalculate Weight and Volume' function on the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android) to update it.

Total Weight
Default taken from    Items
This field displays the total weight of the Items on the Order, calculated from the Order Quantity and the Weight of each Item. It will be updated automatically each time you save the Order. If you change the Weight in any of the related Item records or if this figure becomes inaccurate for any other reason, use the 'Recalculate Weight and Volume' function on the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android) to update this field.

Total Volume
Default taken from    Items
This field displays the total volume of the Items on the Order, calculated from the Order Quantity and the Volume of each Item. It will be updated automatically each time you save the Order. If you save the Volume in any of the related Item records or if this figure becomes inaccurate for any other reason, use the 'Recalculate Weight and Volume' function (Windows/Mac OS X) or Tools menu (iOS/Android) on the Operations menu to update this field.

Freight
If you have used the Freight setting in the Sales Ledger to specify that an amount for Freight will be added automatically to each Order , that amount will be placed in this field.

The freight charge can be calculated using one of two methods:
  1. The freight charge can be a fixed amount. This fixed amount will be the Base Price of the Item that you specify in the Freight setting, and it will be placed in this field when you enter a Customer Number.

  2. The freight charge can be a variable amount based on the total weight of the Items sold. This variable amount will be calculated using the formula that you specify in the Freight/Weight Calculation setting. This field will be updated each time you specify or change the Quantity in one of the Order rows.
In both cases, 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 (the VAT Code will be shown in the Freight V-Cd field to the right).

If you are not using the Freight setting, you can enter an ad hoc freight amount in this field if applicable. In this case, VAT will not be charged and, and in the eventual Invoice, the amount will be posted to the appropriate Sales Account for the Zone of the Customer, set on the 'Sales' card of the Account Usage S/L setting.

Invoice Before Delivery
Default taken from     Stock Settings setting (Invoices Before Delivery check box)
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 a Delivery that you have marked as OK from the Sales Order before you can raise an Invoice. If you would like to be able to raise an Invoice from the Order (for the complete value of the Order) before issuing any Deliveries, tick this box, save the Order and then create the Invoice.

In practice, you can only take advantage of this option if you have determined that cost of sales postings are to be made on the point of delivery. In this case, cost of sales postings will still be made when you mark the Delivery as OK and save (i.e. using this option will not affect cost of sales postings in any way). However, if you have determined that cost of sales postings are to be made from Invoices or from Invoices with Accruals from Deliveries, you won't be able to raise an Invoice if you have not issued any Deliveries. This is because cost of sales values won't be known yet as there is no Delivery. In other words, the Invoice Before Delivery option will effectively be disabled.

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 have been created from the Order first.

Set delivered quantity to Zero
Default taken from    Order Settings setting (Set delivered quantity to Zero check box)
When you create a Delivery from an Order, the Del. Qty in each row will usually be the Order Quantity or the