Sales - Order
Menu Selection: Document - Sales - Order
Purpose
This document allows the user to create or modify a sales order for a customer.
Prerequisites
The customer that is purchasing the goods must exist in the database via the Debtor - Account document.
There must be product master records established in the database via the Stock - Account document.
The Sales Exec field is not mandatory, but needs to be established via the Parameters - Sales Execs document, if the feature is to be used on this document.
If automatic Serial Number generation is required, then check list templates should have been established via the Stock - Check List Template document.
Also the Delivery Key is a search only field that corresponds to an Name Address record. This can be established on via the Name and Address - Name and Address document, or can be entered here if the order is sent to the location only a few times.
Context
A Sales Order is usually the primary data entry document in a wholesale trading or manufacturing order processing, invoicing and inventory system.
Even if you do not wish to use Sales Orders as real printed documents in your business procedures, the flexibility of a fully editable document as a preliminary stage prior to invoicing, is very convenient to have.
The freight can be entered at the freight box. Changes at the Sales Order stage can be performed at any time. No accounting transaction takes place until the confirm Invoice stage.
To cancel an order, place the cursor over the items field with your mouse, and Delete or press the space bar.
To process credit notes, create a Sales Order with negative quantities, and go through the other two stages, i.e.: Work Order and confirming an Invoice, as usual.
The LILAC order document supports 2 different styles of line input.
One style is specific to the timber industry and requires 2 lines of the document to enter in a "single" line. One the first line, specify the product key and description and the price. Make sure to leave the items field blank. On the second line, enter in the quantity length pairs into the Description field. The number of items will automatically be calculated from this information. The price will be retrieved from the previous line. For the timber industry style of entry the following feature settings are required to be set to Y in the company data: Qty Length Pairs, Sticky Prices. For additional timber industry fields to appear make sure the Timber Surcharges feature setting is set to Y.
The other style is suitable for most industries and is the simpler of the two. When using this style, simply type in the number of items, the product key and description, and change the price if required.
About This Screen
| Head of the Document | ||
| Field | Enterable? | Instructions |
| Name Key | Yes | Type in the customer's key (or click the right mouse button) and select the key from the list. |
| Order No | Yes | Enter past this field to create a new order. Otherwise type in the order number (or click the right mouse button) and select the order number from the list. |
| Date | Yes | Type in the date the order was created. If a new order is being created, this field will be be set to the Working Date. |
| Delivery Key | Yes | Type in the delivery key (or click the right mouse button) and select the key from the list. This will then change the Ship To details accordingly. This field will default to the delivery key established in the Debtor - Account document. |
| Cust Order No | Yes | Type in the customer's purchase order number if one has been provided. Otherwise this field can be left blank. |
| Price No | Yes | Type in the default price number to use for this sales order. The individual prices can be overridden on a line by line basis if needed. This will default to the price number established in the debtor master record. |
| Terms | Yes | Trading Terms in Days |
| Discount Rate | Yes | This field is shown if the Invoice Discount field in the company data is set to Y. Type in a percentage discount to apply to the whole order. If this feature is used, then GST amount shown on the Invoice, and the GST shown on the order can be out by a cent. |
| Sales Exec | Yes | Type in the sales exec key (or click the right mouse button) and select the key from the list. |
| Ship Date | Yes | Type in the expected ship date for this order. |
| Carrier | Yes | Type in the carrier key (or click the right mouse button) and select the key from the list. |
| Shipping | Yes | Displays the weight of the quotation in kilograms. |
| Stop Credit | No | If this field is ticked, the customer is on stop credit. You will need to remove this from the Debtors - Account document before the order can be processed any further. |
| Weight | No | Displays the weight of the order in kilograms. |
| Cubic Weight | No | This field is shown if the Show Cubic Weight field in the company data is set to Y. Displays the cubic weight for the order in meters cubed. |
| Cubic KGS | No | This field is shown if the Show Cubic Weight field in the company data is set to Y. Displays the cubic weight for the order in KGs. This is calculated by the following formula Cubic Weight * Cubic Rate. The Cubic Rate for a Carrier can be established in the Parameters - Carriers document. |
| Currency | No | Displays the currency for the customer. This field should be blank if referring to Australian dollars. |
| Sell Rate | Yes | Type in the current sell rate of the customer's currency. This field should be left blank if referring to Australian dollars. |
| Date | Yes | Type in the date the Sell Rate was last updated. |
| Time And Materials | Yes | This field
is shown if the
Manufacturing Work Orders field in the
company data is set to Y. This order is for a Time & Materials Job |
| Itemise | Yes | This field
is shown if the
Manufacturing Work Orders field in the
company data is set to Y. Want a itemised invoice |
| Create Serial Nos | Yes | This field is shown if the Manufacturing Work Orders and the Hydrapower fields in company data are set to Y. This will create the necessary number of serial numbers for each line on the order, and a corresponding checklist available via Stock - Check List. Serial numbers are only created for those products which are set up correctly in the Stock - Check List Template document. |
| Subtotals Only | No | Only want to see sub-totals on invoice |
| Unregistered | No | Quantity not yet registered |
| Sub Total | No | This field displays the total of the Extension field for all the lines on the quotation. This may or may not include GST. |
| Freight | Yes | Type in the freight applicable to this shipment. If both Sales Exclude GST and the Prices Exclude GST features are blank type in the freight including GST else type it in excluding GST. |
| Discount | No | This field is shown if the Invoice Discount field in the company data is set to Y. Displays the monetary discount applied to the order. |
| GST | No | Displays the GST amount of the order. |
| Total | No | Displays the GST inclusive amount to charge the customer. |
Lines of the Document |
||
| Field | Enterable? | Instructions |
| Items | Yes | Type in the number of items to be sold to the customer. If the the Qty Length Pairs is set to Y in the company data, leave this field blank. It will automatically be filled in once the Quantity Length pairs have been entered into the Description field. |
| Product Code | Yes | Type in the product’s key (or click the right mouse button) and select the key from the list. |
| Part Number | Yes | This field is only seen if the Part No Support feature setting is set to Y. Displays the part number that is associated with the product master record. |
| Description | Yes |
Displays the product description from the product master record.
If the the Qty Length Pairs is set to Y in the company data, type in the quantity length pairs in the format length/quantity length/quantity etc... |
| Metres | Yes | This field is only shown if the Qty Length Pairs is set to Y in the company data. This will show the total lineal metres entered in the Description field. |
| Quantity | Yes | This field
displays the quantity of the product to sell to the customer.
If the Qty Length Pairs is set to Y in the company data, then this field is calculated using the following formula: - if Unit = M3 then Quantity :=
Area * Metres else If the Qty Length Pairs is blank in the company data, then this field is calculated using the following formula: - if Unit = M and Per = T then
Quantity := Items * Weight / 1000.0 else |
| Unit | Yes | Displays the of measure which the stock is to be sold out at. |
| Price No | Yes | This field is only shown if either the Timber Surcharges or the Sticky Prices is set to Y in the company data. If the Timber Surcharges field is set to Y this field will automatically be calculated from the Description field. Otherwise this field is set from either the debtor master record, or if the product field is blank, from the previous line. |
| Price | Yes | Type in the price to sell the individual item for. This field will automatically be calculated from the product master record, using the price number for either the individual line (if available), or for the entire quote. |
| Surcharge | Yes | This field is only shown if the Timber Surcharges is set to Y in the company data. Type in any surcharge that applies to this line. This will automatically be calculated from the Description field. |
| Dis Count | Yes | Type in the percentage discount the customer is to receive for this line. |
| Freight | Yes | This field is only shown if the Timber Surcharges is set to Y in the company data. Type in the freight to be applied to this line on the quotation. |
| Extension | Yes |
Displays the unmarked up extension of the order line. This field is
calculated using the following formula: -
if Timber Surcharges ="Y" then rc is a special operator that rounds the value to 2 decimal places. |
| Issue Work Ord | Yes | Type in the number of items to issue a work order for. |
| Work In Progress | No | Displays the number of items in manufacture (Work Order but not yet invoiced) stage. |
| Items Shipped | No | Displays the number of items which have been invoiced. |
Transaction Processing
| Button | Description |
| DownLoad | This button is only available if the Barcode Scanning feature setting is set to Y. Click the DownLoad button to retrieve the barcode scans from a JANUS 2020 scanner. |
| Import | This button is only available if the Barcode Scanning feature setting is set to Y. Click the Import button to import a sales order. |
| Fax | Clicking the Fax button will fax a copy of the quotation to either the customer, the delivery location, or the sales exec. The fax number used can be determined by the red check next to the number. You can toggle these fields beside the three different fax numbers. |
| Register | This button is only available if the Barcode Scanning feature setting is blank. Click this button to register the order with the product master records. |
| Invoice | This field is shown if Direct Invoicing is set to Y in the company data. Click the Invoice button to turn the sales order into a Tax Invoice. |
| WorkOrder | This field is not shown if Direct Invoicing is set to Y in the company data. |
From Here
If Direct Invoicing is set to Y in the company data, click the Invoice button to generate an invoice. Otherwise click the Work Order button to produce a work order.