Entering a Sales Order - Items Card (Footer)
This page describes the fields in the footer of the 'Items' card of the Sales Order record. Please follow the links below for descriptions of the other cards:
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In addition to the Currency, the Order Footer contains various running totals as described below. Whenever you add or change an Order row, these totals will be updated automatically.
- Currency
- Paste Special
Currency register, System module
- Default taken from Contact record for the Customer (Sales Currency) or Default Base Currency
- The Currency of the Order: the exchange rate is shown on the 'Currency' card where you can change it for an individual Order if necessary. Leave the field blank to use your home Currency (unless you have set a Default Base Currency, in which case this will be offered as a default and should be treated as your home Currency).
- If the Contact record for the Customer has a Sales Currency specified on the 'Pricing' card, you can only use that Currency. Otherwise, you can use any Currency.
- If you change the Currency after adding Items to the Order, the prices of those Items will be converted automatically and immediately using the appropriate Exchange Rate for the date of the Order. 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. 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.
- GP%
- The overall gross profit on the Items on the Order, shown as a percentage.
- In multi-user systems, you can prevent certain users from viewing the GP % in Quotations, Orders and Invoices using Access Groups, by denying them access to the 'View Item's Cost Price' Action. In an Order, this will hide the GP % field, the Total GP field immediately below and the Cost Price and GP fields on flip C of the matrix.
- Total GP
- The total gross profit on the Items on the Order. As with the GP % field above, this excludes any profit in the Freight value, as set in the Freight or Freight/Weight Calculation settings.
- The GP % and Total GP will be calculated using the Cost Price on flip C of each row. If you are using the Update Cost Price on Order when Delivering option in the Order Settings setting, the Cost Price on flip C of each row will be updated with the unit cost of sales value when you mark the related Delivery as OK. This will mean that the GP % and Total GP will be calculated from actual cost of sales values.
- Reverse VAT
- If the Order contains any Items that you will sell on a reverse charge VAT basis to a Customer in the Domestic VAT Zone, the value of the VAT that the Customer should pay to the tax authority on the reverse charge basis will be placed in this field. 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").
- Tax2
- This field is used in Argentina.
- If the Order has a Region on its 'Inv. Address' card, and the Region is one where a Regional Perception Tax is charged on at least one of the Items on the Order, the amount of that tax will be shown in this field, in the Currency of the Order. That amount will be recalculated as you add Items to the Order.
- When you create, mark as OK and save an Invoice from the Order, the Tax2 will be credited to the Account specified in the appropriate Regional Perception Tax record. If you have specified a Min. (minimum Regional Perception Tax amount), and the Tax2 in an Order is less than this minimum amount, this field will be blank. This field will also be blank if the Customer is one whose No Region Perceptions box has been ticked ('Terms' card).
- This field will not be visible in Lithuania, Poland and the UK (i.e. when the VAT Law in the Company Info setting is "Lithuanian", "Polish" or "Default").
- Ext. Tax
- When you define VAT Code records using the setting in the Nominal Ledger, you can use the fields on flip B to specify that an additional tax, such as an environmental tax, is to be levied. This additional tax is usually termed "Extra Tax".
- If the VAT Code in any of the rows of the Order is one that you have configured to include Extra Tax, the amount of that tax will be shown in this field, in the Currency of the Order. That amount will be recalculated as you add Items to the Order.
- When you create, mark as OK and save an Invoice from the Order, this Extra Tax will be credited to the Tax Account specified for the appropriate VAT Code. The debit posting will depend on whether you are using the Total not including Ext. Tax option on the 'VAT / Tax' card of the Account Usage S/L setting. If you are not using this option, the Extra Tax will be included in the TOTAL of the Invoice and will therefore be included in the debit posting to the Debtor Account. If you are using this option, the Extra Tax will not be included in the TOTAL, and it will be debited to the Tax on Sales Account, also as specified on the 'VAT / Tax' card of the Account Usage S/L setting. You will therefore need to use this option if the Extra Tax is one that will not be paid by Customers.
- If you have specified a Tax Min. (minimum Extra Tax amount) for a VAT Code, and the Extra Tax in an Order is less than this minimum amount, this field will be blank. This field will also be blank if the Customer is one whose No Extra Tax box has been ticked ('Terms' card).
- Please refer to the description of flip B of the VAT Codes setting for more details about how the Extra Tax figure is calculated together with examples.
- VAT, Tax
- The VAT total for the Order (or tax total if you are using the Use Tax Templates for Tax Calculation option in the Transaction Settings setting in Nominal Ledger).
- This figure will be rounded up or down according to the Default for Calculated Values rounding rules set in the Round Off setting in the System module.
- Base
- The Base is the Order total including VAT in your home Currency (or in Base Currency 1 as defined in the Base Currency setting in the System module). The field will not be used if the Currency of the Order is blank.
- Subtotal
- The total value of the Order rows (i.e. the total of the values in the Sum field).
- 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 Default for Calculated Values rounding rules in the Round Off setting in the System module.
- TOTAL
- The total for the Order, including VAT.
- This figure will be rounded up or down according to the Total 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 Total rounding rules in the Round Off setting also in the System module will be applied.
- If you are using the Disallow Negative Totals on Sales option in the Account Usage S/L setting, you will not be able to mark an Order as OK and save it if the TOTAL is negative.
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The Sales Order register in Standard ERP:
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