Entering a Sales Order - Terms Card
This page describes the fields on the 'Terms' card of the Sales Order record. Please follow the links below for descriptions of the other cards:
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- Date
- Paste Special
- Choose date
- The date the Order was placed: the current date according to the computer's clock will be entered as a default.
- Payment Terms
- Paste Special
Payment Terms setting, Sales/Purchase Ledger
- Default taken from Contact record for the Customer (Sales Pay. Terms)
- The Payment Term that you enter here will be transferred to any Invoices raised from the Order. It will determine the Due Date in those Invoices, and will ensure that the correct Payment Terms will be printed on Invoice and Order documentation (in the Language of the Customer if necessary). You can also use Payment Term to configure a system of early settlement discounts.
- Planned Delivery
- Paste Special
Choose date
- The date when the Order is scheduled to ship. Enter this date using the format specified in the Planned Delivery setting. Available options are Free Text, Date, Week Number or Year and Week (four characters). You can also specify separate Planned Delivery Dates in the Order rows (on flip E), again using the format specified in the Planned Delivery setting.
- If you are using the Force Planned Delivery Date option in the Planned Delivery setting, you must enter a Planned Delivery Date either here or in each Order row before you can save the Order.
- The options described in the next four paragraphs all require you to specify in the Planned Delivery setting that this field uses the Date format.
- If you would like to prevent Deliveries from being created before the Planned Delivery Date (either here or on flip E), select the No Deliveries before Planned Date option in the Planned Delivery setting.
- You can specify that the Delivery Dates in Deliveries issued to each Customer will default to the current date or to this Planned Delivery Date (the Planned Delivery Date field on flip E will not be used for this purpose). To do this, use the Delivery Date Based On options on the 'Delivery' card of the Contact records for each Customer. In effect, the Planned Delivery Date.option will negate the No Deliveries before Planned Date option described in the previous paragraph.
- Some businesses operate on the 'Just In Time' principle whereby Purchase Orders for Items on Sales Orders are raised as late as possible, so that the goods arrive just before they are scheduled for delivery to the Customer. You can use the 'Create Planned Records' Maintenance function to create Purchase Orders for Items on Sales Orders based on their Planned Delivery Dates and the lead times of the Items in question. If you have specified a Planned Delivery Date in any of the Order rows, the function will use that date in place of the one specified here.
- If you are using Dated Price Lists, the choice of Price List that will be used by a particular Order can depend on its Order Date, Planned Delivery Date or Despatch Date. You can make this choice for each Customer separately, using the Price Based On options on the 'Pricing' card of each Contact record. Please refer here for details about configuring a Dated Price List and here for an illustrated example.
- Despatch Date
- Paste Special
Choose date
- Record here the date when the Order is to be delivered. This field will not be updated automatically when you create a Delivery from the Order. Instead, it will be copied to the Despatch Date on flip D of each Delivery row (unless you have specified a Despatch Date on flip G of a particular Order row).
- If you are using the Copy Order Date to Despatch Date option in the Order Settings setting, the current date will appear here when you create the Order, and this date will change whenever you change the Order Date.
- When producing a Sourcing List report, you can list Orders with a particular Despatch Date, and this date will also be shown in the report if the Despatch Date field in an Order row is empty.
- If you are using Dated Price Lists, the choice of Price List that will be used by a particular Order can depend on its Order Date, Planned Delivery Date or Despatch Date. You can make this choice for each Customer separately, using the Price Based On options on the 'Pricing' card of each Contact record. Please refer here for details about configuring a Dated Price List and here for an illustrated example.
- Despatch Time
- Paste Special
Current Time
- Record here the time when the Order is to be delivered. This is for information only. You can also specify a Despatch Time on flip G in each Order row: the Sourcing List report will only take Despatch Times from the Order rows.
- Our Reference
- Use this field if you need to identify the Order by means other than the Order Number. A default will be taken from the Our Ref field on the 'Sales' card of the current user's Person record. This References will be copied to the Our Reference field in any Invoices created from the Order.
- Attention
- Paste Special
Contact Persons in Contact register
- Default taken from Contact record for the Customer
- Record here the person for whose attention all Order, Delivery and Invoice documentation is to be marked. 'Paste Special' will list the Contact Persons belonging to the Customer.
- Tags/Objects
- Paste Special
Tag/Object register, Nominal Ledger/System module
- You can assign up to 20 Tags/Objects, separated by commas, to an Order. You might define separate Tags/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 Tags/Objects specified here will represent the Customer and the Salesman.
- In the Nominal Ledger Transactions generated from Invoices resulting from the Order, any Tags/Objects specified here will be assigned as follows:
- By default, they will be assigned to the credit posting to the Sales Account(s) and, if the Invoices will update the stock valuation in the Nominal Ledger, to the Cost of Sales postings.
These assignments will not occur if you are using the Skip Header A/C Objects on Sales and COS A/C option in the Account Usage S/L setting.
- If you are using the Tags/Objects on Debtor Account option in the same setting, these Tags/Objects will be assigned to the debit posting to the Debtor Account.
- If you are using the Tags/Objects on VAT Account option in the same setting ('VAT / Tax' card), they will be assigned to the credit posting(s) to the Output VAT Account(s).
- The Tags/Objects specified here will also be transferred to any Deliveries issued from the Order. In the Nominal Ledger Transactions generated from those Deliveries, the Tags/Objects will be assigned to the debit posting to the Cost of Sales Account and, if you are using the Tag/Object on Stock Account option in the Cost Accounting setting in the Stock module.
- Any Sales Tags/Objects specified in the Contact record for the Customer will be copied here as a default, as will any Tag/Object specified in the Person record for the Salesman. Tags/Objects representing the Branch in which the client machine is located will also be copied here, taken from the Sales Tags/Objects field in the Contact record for the Branch. The Branch itself will be copied from the Local Machine setting in the User Settings module and will be visible on the 'Del. Terms' card of the Order.
- Reference
- Record here any additional code by which the Order can be identified. This Reference will be copied to any Invoices that you create from the Order, and from there to the Reference field in the resulting Nominal Ledger Transactions. When you receive payment against the Invoices, the Reference will be copied to the Reference Number field on flip G of the relevant Receipt row.
- Cust. Ord. No.
- Record the Customer's Purchase Order Number here. It will be printed on all documentation associated with the Order, providing you have included the "Customer Order Number" field in your Form Template designs.
- If you need a Customer Order Number to be specified in every Order, select the Require Customer Order Number option in the Order Settings setting.
- Salesman
- Paste Special
Person register, System module and Global User register, Technics module
- Default taken from Contact record for the Customer or current user
- Enter the Signature of the Salesman responsible for the Order here. You can enter more than one Signature, separated by commas.
- There are many reports in the Sales Orders and Sales Ledger modules that can be broken down by Salesman. One is the Bonus, Salesman report, which you can use to calculate commission on Items sold, using the Bonus setting in the Sales Ledger, the Bonus % field on the 'Pricing' card of each Item record or the Bonus field on the 'Sales' card of the Person record. If you specified more than one Salesman, the commission will be divided between them.
- Generating an Activity from the Order using the 'Workflow Activity' function on the Create menu (Windows/Mac OS X) or + menu (iOS/Android) will place a reminder in the Salesman's Task Manager to call the Customer.
- This field is also used by the Limited Access module: please refer to the description of the Sales Group field (on the 'Price List' card) for details.
- You can also specify a Salesman or Salesmen in an individual Order row (on flip D). If an Invoice results from the Order, the Bonus, Salesman report will assign any commission for the row in question to the Salesman specified in the row only (i.e. not to the Salesman specified in the header). However, the 'Workflow Activity' function will not create Activities for the row Salesman, and the Order will not be recognised as belonging to the row Salesman by the Limited Access feature.
- Project
- Paste Special
Project register, Job Costing module (if installed)
- Use this field to attach the Order to a Project. This requires you to be using the Job Costing module. The Customer, Currency and Tags/Objects will be brought into the Order from the Project, and the Salesman in the Project or, if that field is blank, the Project Manager 1 will be brought in to the Salesman field in the Order.
- If you have assigned an Order to a Project, you can still issue Deliveries from the Order in the usual way, but you must raise associated Invoices from the Job Costing module, using the 'Create Project Invoices' Maintenance function.
- After 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. If you assign a Project to an Order after it has been delivered and then save the Order, you will only be able to change or remove the Project so long as you have not created Project Transactions from the Delivery. 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 'Project' function on the Create 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.
- Order Class
- Paste Special
Order Classes setting, Sales Orders module
- Enter the Order Class for the Order (if any). Order Classes allow you to categorise 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 Quotation Class to Order option in the Order Settings setting.
- Several Maintenance functions in the Sales Orders module, including 'Create Purchase Orders' , 'Create Stock Movements', 'Group Invoicing' and 'Invoice Delivered Orders' allow you to create records in batches from Sales Orders belonging to a particular Class. You can also use the Order Class as a search criterion in many of the reports in the Sales Orders module.
- You must enter an Order Class if you are using the Require Order Class option in the Order Settings setting.
- You can specify in an Order Class that an Activity will be created automatically from each Order belonging to that Class when you save it for the first time. Please refer to the description of the Order Classes setting here for details. If an Order doesn't have an Order Class, an Activity can still be created automatically, this time controlled by the Activity Types, Subsystems setting in the CRM module.
- Order Type
- Paste Special
Choices of possible entries
- Specify the Order Type as follows:
- Normal
- A "Normal" Order is one where the Customer will collect the Items from your premises or you will deliver the Items to the Customer.
- Drop Ship
- A "Drop Ship" Order is one where you will order the Items from a Supplier or Suppliers, and those Suppliers will deliver the Items directly to your Customer.
- You cannot create a Delivery from a "Drop Ship" Order. Instead, you must create a Purchase Order from the Order using the 'Purchase Order' function on the Create menu or the 'Create Purchase Orders' Maintenance function in the Sales Orders module. When the Supplier delivers the Items to the Customer, create a Shipment Notification from the Purchase Order. This will allow you to create an Invoice from the Order.
- Please refer here for more details about Drop Shipments and Shipment Notifications.
There is also an Order Type field on flip C in each Order row. If the Order Type in an Order row is "Default", that row will follow the Order Type in this field. The Type in each row that you add to the Order will be taken from the Default Order Type field in the relevant Item record. You can change the Order Type in an individual row if necessary.
- Sales Contract
- Paste Special
Sales Contract register, Sales Orders module
- Use this field to connect the Sales Order to a record in the Sales Contract register.
- Information from the Sales Contract will be printed on Order documents (and, in Ukraine, on VAT Correction S/L documents) providing you have included the following fields in your Form Template designs:
Field in Form Template | Prints | | | Sales Contract Date | Date | Sales Contract No. | No. | Sales Contract Pay. Term | Pay. Term | Sales Contract Type | Type |
The Type of the Sales Contract will be copied to the Sales Contract Type field in each Delivery that you create from the Order. In Russia, the Sales Contract Type should be printed on Delivery Notes and Picking Lists, which you can do by including the "Sales Contract Type" field in your Form Template designs.
- Closed
- Tick this box when the Order has been completed. After saving, you will no longer be able to make changes to the Order. Should there be any remaining quantities that have not been delivered, these will be cancelled and will no longer appear in reports as being outstanding.
- If you mark an Order as Closed, you will not be able to create Deliveries from it. However, you will still be able to create Invoices for earlier Deliveries.
- You cannot mark an Order as Closed if there is an outstanding connected Down Payment Invoice. You should credit the Down Payment Invoice first, before marking the Order as Closed.
- You cannot re-open a Closed Order.
- In multi-user systems, you can prevent certain users from marking an Order as Closed using Access Groups, by granting them Full access to the 'Disallow Closing Order' Action.
- Reserved
- Tick this box if you have some or all of the Items on an Order in stock and you want to reserve them so that they are not sold to other Customers. If you create a Delivery for the same Items from another Order, the Avail. figures in that Delivery will exclude the reserved units, thus ensuring you maintain sufficient stock for this Order while it remains undelivered.
- The Reserved check box reserves stock by quantity. So, if you have ten units in stock and you reserve eight, you will only be able to deliver two against other Orders. You can't use this check box to reserve individual Serial Numbers. If you need to reserve individual Serial Numbers (at the unit or batch level), use the 'Reservations' function on the Operations menu.
- If you will use the 'Create Deliveries from Orders' Maintenance function to create Deliveries for every unfulfilled Order that can be satisfied from stock, you will be able to use the Reserved First option to priority to Orders whose Reserved box is ticked.
- If you are using the Do Not Allow Reserving More Than In Stock option in the Order Settings setting, you will not be able to reserve stock for an Order if the Order Quantity of an Item is greater than the quantity you have in stock. When you try to save an Order in which you have attempted to do this, you will be told, "You cannot reserve more than is available in stock". This option will usually only apply to Stocked Items. If you want it to apply to Structured Items as well, select the Paste Components During Entry option in those Items ('Recipe' card). Without needing to leave the Order, you can use the 'Item Status' function (described briefly here and in full here) to check the current stock level of a particular Item together with the quantity required for other Orders and the quantity already reserved on Orders and Stock Movements. If you need to reserve Items from future Purchase Orders (i.e. if you need to reserve Items that aren't in stock yet), use the 'Reservations' function on the Operations menu.
- You can use Access Groups to prevent certain users from ticking (and also from removing the tick from) the Reserved box in Sales Orders (and in Stock Movements). To do this, deny them access to the 'Change Reserved Status on Orders and Stock Movements' Action.
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The Sales Order register in Standard ERP:
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