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Entering a Sales Order - Date Card

Date
Paste Special
Choose date
The date the Order was placed: the current date according to the computer's clock is entered as a default.

Planned Del.
Paste Special    Choose date
The date on which 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-week (four characters).

Using the options on the 'Delivery' card of the Contact record each Customer, you can choose to have the Delivery Date of the Deliveries created from this Order default to the current date or to this Planned Delivery Date. If you use the latter option, this field must use the Date format, set in the Planned Delivery setting.

You can specify a separate Planned Delivery Date for any of the Order rows (on flip E). However, these dates cannot be used to determine the Delivery Date of Deliveries created from the Order in the manner described in the previous paragraph.

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.

If you would like to prevent Deliveries from being created before the Planned Delivery Date (either here or on flip E), check the No Deliveries before Planned Date box in the Planned Delivery setting.

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 for any of the Order rows, the function will use that date in place of the one specified here. Again, this field must use the Date format, set in the Planned Delivery setting, if you wish to use this feature.

Desp. Date
Paste Special    Choose date
Record here the date the Order was delivered. This field is not updated automatically when a Delivery is issued from the Order. However, 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.

Pay. Term
Paste Special    Payment Terms setting, Sales/Purchase Ledger
Default taken from    Contact (Sales Pay. Terms)
Payment Terms entered here will be transferred to any Invoices raised from the Order. In addition simply to ensuring that the correct Payment Terms appear on Invoices (in the Language of the Customer if necessary), entering basic Payment Terms records using the Sales Ledger setting can enable you to configure a system of early settlement discounts.

Salesman
Paste Special    Person register, System module
Default taken from    Contact
Register the Salesman responsible for the Order here. There are many reports in the Sales Orders and Sales Ledger modules that can be broken down by Salesman. It is also possible to assign commission on Items sold, using the Bonus setting in the Sales Ledger, the Bonus % field on the 'Pricing' card of the Item screen or the Bonus field on the 'Bonus' card of the Person screen.

This field is also used by the Limited Access module: please refer to the description of the Sales Group field (on the 'Del Terms' card) for details.

Despatch Time
Paste Special    Current Time
Record here the time the Order was delivered. This field is not updated automatically when a Delivery is issued from the Order.

Our Ref.
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 'Serial Nos' card of the Person record of the current user. References entered will appear on any Invoices created from the Order.

Attn.
Paste Special    Contact Persons in Contact register
Default taken from    Contact
Record here the person for whose attention any Deliveries made from this Order are to be marked. 'Paste Special' will list the Contact Persons belonging to the Customer.

Object
Paste Special    Object register, Nominal Ledger/System module
You can assign up to 20 Objects, separated by commas, to an Order. You might define separate Objects to represent different departments, cost centres or product types. This provides a flexible method of analysis that can be used in Nominal Ledger reports.

In any Nominal Ledger Transactions generated from Invoices raised from this Order, any Objects specified here will be assigned to the credit posting to the Sales Account(s), the debit posting to the Cost Account (Cost of Sales Account) (if you are making cost accounting postings from Invoices), and the debit posting to the Debtor Account (if you are using the Objects on Debtor Account option in the Account Usage S/L setting).

The Objects specified here will also be transferred to any Deliveries issued from this Order and will be assigned to the debit posting to the Cost Account (Cost of Sales Account) in any Nominal Ledger Transactions generated from those Deliveries.

Any Objects specified for the Customer will be copied here as a default, as will any Objects specified in the Person records for the Customer's Salesman or, if the Customer does not have a Salesman, the current user. Usually these Objects will represent the Customer and the Salesman.

Cust Ord. No.
Record the Customer's Purchase Order Number here. It will be printed on all documentation associated with the Order.