Sales Order Document types

Order

Stock items included are allocated from stock on Save. Items can be entered on back-order if there is insufficient stock available. Back-orders can be fulfilled when stock becomes available and an invoice generated from orders.

Standing Order

Use Standing Orders to create templates for Orders. Items are not allocated from stock for Standing Orders. When an Order is duplicated from a Standing Order, items will be allocated from stock or back-ordered.

Hint: To use a Standing Order for many customers, click Duplicate (Shift+F4) and change the Customer code.

Toolbar

Expand Toolbar (Alt+F9)

Expand the toolbar to give access to all toolbar options. Press Esc to close the expanded toolbar.

Edit (F11)

Click to edit the saved document.

Insert (F4)

Select a document type from the drop-down menu to create a new document.

Duplicate (Shift+F4)

Select a document type from the drop-down, to create a duplicate document. You can duplicate documents as different types.

Delete (F3)

Delete the document. Only available for saved, unposted documents, when the user has permission.

Drill down (Shift+F12)

View the source document, only available if the order is saved and sourced from another document.

Print Packing Slip (Ctrl+P)

Print as a packing slip. In Edit mode, the Order is saved first. Packing Slips can also be batch printed.

Once a Packing Slip has been printed, the Packing Slip (P/Slip) Number and Customer Code cannot be changed unless OE Settings allow.

Print Label (Ctrl+L)

Print labels for the current order. The number of labels defaults to the total of the quantities in the Shippers grid in the Charges tab, if this is greater than zero.

Links (Alt+F6)

Opens Links On... for the record, with a list of links for the record. The button changes to indicate if links are present.

Memos (F6)

Memos and alarms can be entered or edited. The button changes to indicate if memos and alarms are present. Opens Memos On... with a list of Memos.

Print Preview (Ctrl+R)

View on screen what the printed version of the document will look like. This does not change the print status.

Reprice (Alt+R)

When details in the Header tab are changed, changes will apply to new Order lines, but not to existing Order lines. Use the Reprice option to update prices for all lines.

Re-pricing defaults to updating the current Cost Price, Selling Price, Discount and GST Code. These are based on the Customer and Product.

Select Description to update the order line Description based on the current description for the product. Select Sales Group to update the order line Sales Group codes based on the current Sales Group for the product.

If you use Special Pricing, select Selling Price and Discount to include all Special Pricing rules. Re-pricing does not affect Automatic Kitset lines, but is applied to all the component lines that comprise the Automatic Kitset.

See also Reprice Orders for re-pricing bulk orders.

Delete Nil Lines (Alt+D)

Available when editing. A line is considered to be nil if the quantity ordered, quantity supplied, quantity back ordered, extended cost and extended amount are zero, that is lines containing just a description are considered to be nil. Often this is used when duplicating a Standing Order, entering quantities supplied, then deleting lines not being supplied.

Mark Historic (Alt+T)

Available for Standing Orders only.

Changes standing order from current to history. The Post Status is changed to Processed. The Standing Orders can be viewed in OE Sales Order List when you select History documents.

Orders move to history when printed and posted or deleted.

Refresh Weight and Volume (Alt+W)

If the weight and / or volume of a Product changes, existing lines on orders are not automatically updated. Click Refresh Weight and Volume to re-calculate weight and volume from current Product Weight and Volume figures for all lines.

Print Product Labels (Alt+U)

Print IC Product Batch Labels for Diminishing products, manual kitsets and Supplied quantities (rounded up to nearest whole number). Product Label design is set in Document Defaults.

Recalculate Supply (Alt+C)

Recalculates Ordered, Supply and Back Order figures for all lines on the order as if the Order Quantities were re-entered.

Generate Invoice (Alt+N)

Available for Orders only.

Saves the order and generates an invoice, see Generate Invoices for batch generating. This is useful when entering an order where some stock can be supplied and some is on back order and you want to invoice immediately for available stock.

If you are generating invoices per customer or order, OE Select Invoice opens if there are saved unposted invoices that can be appended to. This is determined by OE Setting for Generate Invoices Per.

If some lines remain on back order after generation behavior depends on Order Generation Basis in OE Settings.

Note: Net negative value supplies will generate as a credit.

Generate and Print Invoice (Alt+I)

Available for Orders only.

You can enter an order, access back ordering, invoice if stock is available, and print the invoice for dispatch with the goods. Or you can print in a batch after the invoices for the day have been generated. The generated invoice will be available for posting to AR and can be edited and printed prior to posting.

Quote from Order (Alt+Q)

Available for Orders only.

Creates a new Quote in IN Enter Invoices based on the current Sales Order.

Mark as Processed
(Alt+P)

Available for Orders only, marks the Order as Processed, zeroing any un invoiced Supply or Back Order quantities and hence Allocations and Back Order quantities relating to the Order in Inventory Control.

Manual Packing Slip

Available for Orders only. Only available if the order has a Packing Slip No and the Print Status is not Printed. This sets the Print Status to Manual. This is useful when a computer printed document is not required and Order Completion Basis in OE Settings is Printed and Processed.

Print Confirmation (Alt+F)

Print as a confirmation. In Edit mode, the Order is saved first. Confirmations can also be batch emailed or printed.

Once a Confirmation has been printed, the Packing Slip (P/Slip) Number and Customer Code cannot be changed unless OE Settings allow.

Customise Toolbar

Customise Toolbar or right-click in the toolbar below the buttons to access the Customise Toolbar Menu.

Form Fields

Period

Defaults to the System period. You can select another period for the order.

Document type

Shows the type (Order or Standing Order) and Packing Slip Number. Read-only.

ID

An allocated number that identifies the order. Read-only.

Order

Shows OE Generation Basis for the Document:

Packing Slip - Packing Slip basis.

Back Order - Back Order basis.

Currency and Regime

The Currency code and Tax regime for the document.

Customer code

Select the Customer Code before entering details. The Customer Name, Currency and Tax Regime are displayed.

Defaults from the customer including Price List, GST code, and Delivery Address will be applied. If the Customer code is changed, new defaults will be applied to new lines added.

Note: If the Customer is changed, defaults will not be applied to existing Lines in the order. Accredo attempts to preserve existing pricing. Use the Reprice button if you wish to apply new defaults to existing lines.

Type

The Customer Type.

• Normal - customer with credit account.
• Prospect - restricted to Quote documents only.
• Cash - restricted to Cash Sale invoices only.
• One-time - expected to be single invoice and receipt but not a cash sale.

Order Totals

Customise

Opens Customise Fields, you can customise the fields visible in the totals panel.

Net

The order total for supplied quantities excluding GST and charges entered on the Charges tab. The Exclusive Amount.

Charges

Shows the GST Exclusive total of the charges entered on the Charges tab.

GST

The GST total on both the net amount and the charges.

Gross

Total so far, including Invoice rounding.

Margin

The percentage margin on the order total so far, calculated as:

100*(Exclusive Amount - Exclusive Cost) / Exclusive Amount.

Total Weight

Total weight for Quantity Supplied for the Order.

Where UOM is Active, the Weight for each product is calculated as:

(Product Weight * Product UOM Multiplier) + UOM Additional Weight.

The UOM Additional Weight is set in IC Units of Measure.

Where UOM is not Active, the Product Weight * Quantity for each line is used.

Total Volume

Total volume for Quantity Supplied for the Order.

Where UOM is Active, the Volume for each product is calculated as:

(Product Volume * Product UOM Multiplier) + UOM Additional Volume.

The UOM Additional Volume is set in IC Units of Measure.

Where UOM is not Active, the Product Volume * Quantity for each line is used.

Total Weight Ordered

Total weight for Quantity Ordered for the Order.

Total Volume Ordered

Total volume for Quantity Ordered for the Order.

Buttons

Order List (Alt+L)

Opens Order List and selects the document.

View Invoice (Alt+V)

Links the order to the generated invoice.

Related Orders (Alt+O)

Opens Order List with the selected Customer code.

Back Orders (Alt+B)

Opens Document Back Orders, showing back orders for the order and Customer.

Number and Save (Alt+A)

Allocates the next packing slip number from the automatic sequence and saves the sales order.

Save (F9)

Saves the order and assigns an ID Number. Saved orders can be printed as packing slips in a batch, for fulfilling (if containing back ordered items), for invoice generation or editing.

If the Order was generate from a Quote, the Quote Post Status will be set to Posted.

Cancel (Esc)

Cancels any changes.