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Create Menu - Project Budget - Sales Order

This page describes the 'Sales Order' function on the Create menu in the Project Budget record window. If you are using iOS or Android, the 'Sales Order' function is on the + menu.

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If you need to create a Sales Order from a Project Budget, open the Project Budget in a record window and select 'Sales Order' from the Create menu (Windows/macOS) or + menu (iOS/Android).

The function will create a new record in the Order register (in the Sales Orders module). It will be 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 will be transferred to the appropriate fields in the Order, reducing the typing load and minimising the risk of error. This will be useful when you have used a Project Budget to plan precisely the Items (especially Stocked Items) that you will need to supply to complete a Project, and when you have agreed special pricing 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.

  • If you have already created a Sales Order from the Project Budget, the next Sales Order will only include the Items and/or additional Quantities that you have added to the Project Budget since you created the previous Sales Order.
The order quantity, pricing and Tags/Objects for these Items will be taken from the Project Budget.

The Project Code will be copied to the Project field on the 'Terms' card of the Order. When an Order includes a Project Code, you can deliver the Items from the Order in the usual way (adjusting stock levels where appropriate) but you must invoice them using the 'Create Project Invoices' Maintenance function or the 'Invoice' function on the Create or + menu in the Project Budget. The Sales Order and the Project Budget will also be connected to each other through the Link Manager.

As already mentioned, if you have already created a Sales Order from the Project Budget, the next Sales Order will only include the Items and/or quantities that are not included in the first one. This is controlled using the Sales Orders that are listed in the Link Manager of the Project Budget. If you remove a Sales Order from the Project Budget's Link Manager, or if you use another method to create a Sales Order (e.g. you add a Sales Order directly to the Order register and specify the Project in the Sales Order but do not place the Sales Order in the Project Budget's Link Manager), the Items and quantities in subsequent Sales Orders that you create from the Project Budget may not be as expected.

If the function does not create a Sales 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 'Number Series' 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 you change the 'Number Series' card of the Person record or the Number Series Defaults setting, you will need to quit Standard ERP and restart for it to take effect.

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

  3. You had not saved the Project Budget when you tried to create a Sales Order.

  4. The Project Budget is connected to a Project whose Status is No More Transactions or Finished.
Please refer here for a full description of the Order window, including detailed information about issuing Deliveries.

To close the Sales Order window, click the close box (Windows/macOS) or tap < (iOS/Android). You will be asked if you would like to save any changes that you may have made.

If you need Project Budgets to pass through an approval process before you can create Sales Orders from them, you can configure such a process using the Approval Rules register in the Business Alerts module. Please refer to the description of the Approval Status options on the 'Members' card of the Project Budget window for brief details about the approval process and here for full details.

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The Project Budget register in Standard ERP:

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