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Entering a Sales Order - Items Card Part 1 (Flips A and B)

This page describes the fields on flips A and B of the 'Items' card of the Sales Order record. Please follow the links below for descriptions of the other cards:
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Use the grid on the 'Items' card to list the Items ordered by the Customer. This grid is divided into eight horizontal flips. When you click (Windows/Mac OS X) or tap (iOS/Android) on a flip tab (marked A-H), the two or three right-hand columns of the grid will be replaced.

Before adding any rows to an Order, ensure that the Price List, Currency and Exchange Rate are correct. As you add Items to the Order, the correct prices will be brought in automatically, converted into Currency if necessary. If you change the Currency after you have added Items to the Quotation, the prices of those Items will be converted to that Currency automatically. However, if you change the Exchange Rate, prices already in the Order will not be recalculated automatically. To have prices recalculated in this situation, use the 'Update Currency Price List Items' function on the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android). If you change the Order Date and the Exchange Rate changes as a consequence, prices will be recalculated automatically if you are using the Update Prices on records with Currency when changing Dates option in the Item Settings setting in the Sales Ledger. Prices will always be recalculated automatically if you change the Price List.

If you are using Windows or Mac OS X, you can add rows to an Order by clicking in any field in the first blank row and entering 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 copy a list of Item Numbers in a spreadsheet or word processor and paste them in the Item field in the first empty row. Finally, you can use the 'Item Search' function on the Operations menu to add Items to the Order.

If you are using iOS or Android, you can add rows by tapping the + button below the matrix. To remove a row, long tap on the row number on the left of the row and select 'Delete Row' from the resulting menu. To insert a row, long tap on the row number where the insertion is to be made and select 'Insert Row' from the resulting menu.

Flip A

Item
Paste Special    Item register
With the insertion point in this field, enter the Item Number, Alternative Code 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 a short piece of text in the Description field, perhaps using the row for additional comments to be printed on Order documentation.

If the Item is a Structured Item in which you have ticked the Paste Components During Entry box (on the 'Recipe' card of the Item record), its components will be listed on the following rows when you enter a Quantity. If you then change the Quantity of the Structured Item, the Quantities of the components will be updated automatically.

You can use Access Groups to prevent users from selling Items of a particular Type. Assign them an Access Group in which you have granted Full access to the 'Disallow Sales of Plain Items', 'Disallow Sales of Stocked Items', 'Disallow Sales of Structured Items' and/or 'Disallow Sales of Service Items' Actions as necessary.

Qty
Enter the number of units ordered. The Sum will then be calculated automatically.

After entering a Quantity, pressing the Return or Enter key will cause the insertion point to move to the Item field in the next row. This will allow you to choose the next Item immediately.

Negative quantities are not allowed in this field.

Description
Default taken from    Item
This field contains the name of the Item, brought in from the Item register. Usually, it will be the Item's Description that is brought in but, if you have entered various translations of the Description on the 'Texts' card of the Item record, the correct translation for the Language of the Order (specified on the 'Price List' card) will be brought in instead.

In addition to the Description or its translation, any rows of text that you have entered on the 'Texts' card of the Item record without a Language will be brought in to the following rows of the Order, as shown in rows 3 and 4 in the illustration below.

If you want to add an extra description, you can do so: there is room for up to 100 characters of text. If you need more space, you can continue on the following lines.

In multi-user systems, you can prevent certain users from changing any Description in an Invoice using Access Groups, by denying them access to the 'Change Item Description on Order' Action. Separate similar Actions are available for Quotations, Deliveries and Invoices.

Unit Price
The Unit Price of the Item according to the Customer's Price List will be brought in when you specify the Item Number. If the Customer does not have a Price List, or the Item is not on the Price List in question, the Base Price from the Item record will be brought in instead. If there is a Price List applying to an Order, it will be shown on the 'Price List' card.

The maximum number of decimal places that you can use in a Unit Price is three. If you need more decimal places, use the Unit Price in combination with the Price Factor on flip E.

This figure will include VAT (and Extra Tax) if the Price List is one that is Inclusive of VAT or if you have specified on the 'VAT / Tax' card of the Account Usage S/L setting in the Sales Ledger that Base Prices include VAT (or VAT and Extra Tax).

If the Order has a Currency and Exchange Rate, this figure shown will be in the Currency concerned (i.e. having undergone currency conversion).

Please refer to the Controlling Prices in Orders page for details about how you can control access to this field and otherwise control pricing in Orders.

%
If you need to offer the Customer a discount on an Item, enter the discount percentage in this field.

A discount percentage will be brought in to this field automatically if you are using Discount Matrices and if there is a Discount Matrix that includes the Item applying to the Order. Discount Matrices allow you to offer quantity discounts based on the value, quantity, weight or volume of each Item sold, so the discount percentage will be recalculated whenever you change the Quantity. If there is a Discount Matrix applying to an Order, it will be shown on the 'Price List' card.

If the Discount Matrix is one that calculates quantity discounts based on Item Group quantities rather than Item quantities, the calculated discount may become incorrect if you specify another Item belonging to the same Item Group in a later row in the Order. To cater for this, be sure to select 'Recalculate Discount' from the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android) when the Order is complete. This will recalculate the discount percentage for each Item in the Order.

Please refer here for more details about Discount Matrices.

The Discount Calculation options in the Round Off setting in the System module allow you to 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 rounding. Please refer here for details and an example.

The percentage entered here can act as a discount, margin factor or markup. This is controlled using the Discount Options setting in the System module.

Please refer to the Controlling Prices in Orders page for details about how you can control access to this field and otherwise control pricing in Orders.

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 (and TAX) if the Price List specified is one that is Inclusive of VAT or if you have specified on the 'VAT & Tax' card of the Account Usage S/L setting that Base Prices include VAT (or VAT and TAX).

This figure will be rounded up or down according to the Row Sum rounding rules set for the Currency/Payment Term combination in the Currency Round Off setting in the System module. If that setting does not contain an entry for that combination, the Row Sum rounding rules in the Round Off setting also in the System module will be applied.

Please refer to the Controlling Prices in Orders page for details about how you can control access to this field and otherwise control pricing in Orders.

If you are using the Disallow Negative Row Sums on Sales option in the Account Usage S/L setting in the Sales Ledger, you will not be able to mark an Order as OK and save it if the Sum in any row is negative.

Flip B

Cust. Item No.
If you know the Customer's code for the Item (i.e. the Customer's equivalent of the Item Number), you can enter it in this field. For a more permanent record, you can enter this code in the Customer Items setting in the Sales Orders module. After having done so, it will be brought in to this field in future Orders automatically.

If you need this code to be printed on Order and Delivery documentation, add the "Customer Item Code" field to the Form Templates.

A/C
Paste Special    Account register, Nominal Ledger/System module
The Sales Account specified here will be credited with the Sum in the. Nominal Ledger Transaction generated from the Invoice that you will eventually create from the Order. Sales Accounts are used to record the levels of sales of different types of Items in the Nominal Ledger.

Please refer here for details about how the Sales Account in each row will be chosen.

Tag/Object
Paste Special    Tag/Object register, Nominal Ledger/System module
Default taken from    Item or Item Group
You can assign up to 20 Objects, separated by commas, to an Order row. You might define separate Objects to represent different departments, cost centres or product types. This provides a flexible method of analysis that you can use in Nominal Ledger reports. Usually the Objects specified here will represent the Item.

The Objects that you specify here will be transferred to the Nominal Ledger Transaction that will be generated from any Invoice created from the Order. In that Transaction, these Objects will be assigned to the credit posting to the Sales Account and, if the Invoice will update the stock valuation in the Nominal Ledger, to the cost of sales postings. This assignment will merge these Objects with those of the parent Order (shown on the 'Terms' card).

The Objects specified here will also be transferred to the corresponding row of any Delivery issued from the Order row. They will then be assigned to the debit posting to the Cost Account (Cost of Sales Account) in any Nominal Ledger Transaction generated from that Delivery. They will also be assigned to the credit posting to the Stock Account if you are using the Object on Stock Account option in the Cost Accounting setting in the Stock module.

V-Cd
Paste Special    VAT Codes setting, Nominal Ledger
When you raise an Invoice from an Order, the VAT Code entered here will determine the rate at which VAT will be charged on the Item and the Output VAT Account that will be credited with the VAT value.

Please refer here for details about how the VAT Code in each row will be chosen.

Rvrs
Default taken from    Item (Reverse VAT Code)
If an Item is one that you will sell on a reverse charge VAT basis to a Customer in the Domestic VAT Zone, the Reverse Charge VAT Code will be placed in this field, copied from the Item record. Please refer to the Reverse Charge VAT in Sales Invoices page for more information. This field will only be visible in Lithuania, Poland and the UK (i.e. when the VAT Law in the Company Info setting is "Lithuanian", "Polish" or "Default").

T-Cd
Paste Special    Tax Templates setting, Nominal Ledger
In some countries, Tax Templates are used instead of VAT Codes to determine the rate at which VAT or sales tax will be charged on the Item and the Output VAT Account that will be credited with the VAT or sales tax value. VAT Codes should be used where each sales and purchase transaction (e.g. each row in an Order) is taxed at a single rate, while Tax Templates should be used where different taxes and/or several tax rates are applied to one transaction (e.g. to one row).

If you need to use Tax Templates, you should choose the Use Tax Templates for Tax Calculation option in the Transaction Settings setting in the Nominal Ledger. This option will cause a Tax Template field ("T-Cd") to appear here instead of the VAT Code field ("V-Cd"). Having done so and having entered your Tax Templates in the Tax Templates setting also in the Nominal Ledger, you should specify the Tax Templates that are to be used in each Order row here.

Please refer here for details about how the Tax Template in each row will be chosen.
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The Sales Order register in Standard ERP:

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