Operations Menu - Create Sales Order

To create an Order from a Project Budget, select 'Create Sales Order' from the Operations menu. All changes to the Project Budget must be saved using the [Save] button before the Order can be created.

A new record is created in the Order register (in the Sales Orders module). It is opened in a new window entitled 'Order: Inspect'. This means that it has been created and saved and is being opened for amendment and approval.

Virtually all the information entered for the Project Budget is transferred to the appropriate fields of the Order, reducing the typing load and minimising the risk of error. This is useful where you have used a Project Budget to plan precisely the Items (especially Stocked Items) that are to be supplied to complete a Project, and where special pricing has been agreed for those Items.

The Order will contain the following Items:

  • All Stocked Items in the Project Budget will be included in the Order if you are using the Stocked Items Only On Sales Orders or the Both options in the Project Item Handling setting.

  • All purchases in the Project Budget will be included in the Order if you are using the Allow Plain Items On Sales Orders option in the Project Item Handling setting.
The order quantity, pricing and Objects for these Items will be taken from the Project Budget.

The Project Number will be shown on the 'Del Terms' card of the Order. This means that the Items can be delivered from the Order in the usual way (adjusting stock levels where appropriate) but that they must be invoiced using the 'Create Project Invoices' Maintenance function.

There is no restriction on the number of Orders that can be created from a single Project Budget record. If the function does not create an Order, the probable causes are:

  1. There is no valid record in the Number Series - Sales Orders setting (in the Sales Orders module). This might be a fault in the setting itself, or it might be because the default Order Number on the 'Ser Nos' card of the current user's Person record or in the Number Series Defaults setting (in the System module) is not in a valid Number Series. This problem will usually occur at the beginning of a new year. If a change is made to the 'Ser Nos' card of the Person record, you will need to quit Hansa and restart for it to take effect.

  2. There are no Stocked Items or purchases in the Project Budget, or the Project Item Handling setting has been configured so that these are not to be transferred to Sales Orders.

  3. The Project Budget was not saved when the attempt to create a Sales Order was made.

  4. The Project Budget belongs to a Project that has been marked as Finished or No More Transactions.
Please click here for a full description of the Order screen, including detailed information about issuing Deliveries and raising Invoices.

To close the screen, click the close box. You will be asked if you would like to save any changes that you may have made.