Difference between revisions of "Processing a Sales Order"

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(New page: {{Incomplete}} == Summary == This article explains how to process a sales order. == Processing the Sales Order == * Cursor to the relevant order and press {{KeyPress|F2}} to process the S...)
 
 
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{{Incomplete}}
 
 
== Summary ==
 
== Summary ==
 
This article explains how to process a sales order.
 
This article explains how to process a sales order.
  
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== Processing the Sales Order ==
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== More Information ==
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* Cursor to the relevant order and press {{KeyPress|F2}} to process the Sales Order.
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Go to {{Menu|Sales Ordering|Add/Edit/Process Sales Orders}}.
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* At {{DataPrompt|Customer:}} type in the customer's account code if known, or [[How do I find a customer?|search]] for a customer.
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* Move to the relevant [[Creating a Stock Sales Order|order]] and press {{KeyPress|F7}} to go to the order items.
  
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Depending on how your system has been set up, some of the following processes may not be applicable.
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Depending on how you want to operate and how your system has been set up, some of the following processes may not be applicable.
  
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The four columns to the right of the screen indicate the [[What do the Column Headings Mean in Process Orders?|processes]] the order could go through before it can be invoiced. The asterisk indicates that the process has not yet been carried out, and must be done before the order can be invoiced.
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The four columns to the right of the screen indicate the [[What do the Column Headings Mean in Process Orders?|processes]] the order could go through before it can be invoiced. The asterisk indicates that the process has not yet been carried out, and must be done before the order can be invoiced.
  
 
=== Confirming the Order ===
 
=== Confirming the Order ===
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If you wish to print a Confirmation Note for the customer, tag the relevant items on the order by pressing {{KeyPress|T}} against each item.  If you wish to tag all the items, press {{KeyPress|A}} to Autotag all lines.
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If you wish to print a Confirmation Note for the customer, tag the relevant items on the order by pressing {{KeyPress|T}} against each item.  If you wish to tag all the items, press {{KeyPress|A}} to tag all lines automatically.
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• Press {{KeyPress|F5}} to print all tagged items and press {{KeyPress|Enter}}
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* Press {{KeyPress|F3}} to print all tagged items and press {{KeyPress|ENTER}}.
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{{Information|title=Information|text=Confirmations of order can be useful especially for export customers. Sending the wrong items abroad can be expensive!}}
  
 
=== Printing a Picking List ===
 
=== Printing a Picking List ===
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If you wish to print a Picking List, tag the relevant items on the order by pressing {{KeyPress|T}} against each item.  If you wish to tag all the items, press {{KeyPress|A}} to Autotag all lines.
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If you wish to print a Picking List, tag the relevant items on the order by pressing {{KeyPress|T}} against each item.  If you wish to tag all the items, press {{KeyPress|A}} to tag all lines automatically. Press {{KeyPress|F4}} to print all tagged items and press {{KeyPress|ENTER}}.
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• Press {{KeyPress|F6}} to print all tagged items and press {{KeyPress|Enter}}
 
  
 
=== Booking Items out of Stock - Complete ===
 
=== Booking Items out of Stock - Complete ===
 
After picking the items, you now need to book them out of stock, or "complete" them.
 
After picking the items, you now need to book them out of stock, or "complete" them.
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*Move down the list of items, tagging each item that you have picked by pressing {{KeyPress|T}} against it (If you press {{KeyPress|U}} you will untag an item if tagged by mistake. Pressing {{KeyPress|A}} will Autotag all lines.
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* Tag each individual item that you have picked by pressing {{KeyPress|T}} against it.
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an item).
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**Press {{KeyPress|U}} to untag an item if tagged by mistake.
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**Press {{KeyPress|A}} to tag all lines automatically if all items have been picked.
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* Press {{KeyPress|F7}} to complete all tagged items and press {{KeyPress|ENTER}}.
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* If prompted, enter the name of the user who picked the order.
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* If required enter the {{DataPrompt|Picking bin}} the items have been allocated to.
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** Click the drop down button to choose from your picking bins.
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*** Click {{Button|Add}} to create a new picking bin location. Enter a code (max 3 characters) and  description then click {{Button|Done}} and {{Button|Accept}}.
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The item will change from being highlighted in {{FontColour|black|PaleGreen|Green}} to being {{FontColour|black|Lavender|Purple}} to denote the item has been booked out of stock.
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{{Tip|text=If for any reason you need to uncomplete an item on an order you can simply press {{KeyPress|F7}} again on it and then click {{Button|Yes}} on the {{DataPrompt|Confirm Uncomplete?}} window that appears. The item will change back to being highlighted in {{FontColour|black|PaleGreen|Green}} and will be able to be edited again.}}
  
 
=== Printing a Delivery Note ===
 
=== Printing a Delivery Note ===
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*Tag the items to be delivered by pressing {{KeyPress|T}} against each item. Make sure you don’t tag any items with an asterisk still in the “CP” column as these have not been booked out.
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*Tag the items to be delivered by pressing {{KeyPress|T}} against each item. Make sure you don't tag any items with an asterisk still in the "CP" column as these have not been booked out.
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*To print a delivery note with prices and totals on press {{KeyPress|Shift+F8}}.
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*To print a delivery note without any prices and totals, press {{KeyPress|F8}}.
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*To print a delivery note without any prices and totals on press {{keyPress|F8}}.
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*To print a delivery note with prices and totals, press {{KeyPress|S-F8}}.
  
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=== Invoicing a Completed Sales Order ===
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=== Invoicing the Sales Order ===
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Go into "Sales Ordering" -> "Order Invoicing"
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Once all the relevant processes above have been carried out, you can then invoice the order.
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* At {{DataPrompt|Account:}} type in the customer's account code if known, or [[How do I Find a Customer?|search]] for a customer.
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*Press {{KeyPress|A-F5}} to invoice this order.
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Once you have found their account you will see a summary of the number of items ready to be invoiced on the right of the screen. This may include items from different orders and different delivery notes.
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You will see a summary of the number of items ready to be invoiced on the right of the screen.
  
 
Extra Options:
 
Extra Options:
  
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;Invoice per Delivery Note: To produce one invoice per Delivery Note, arrow key to the top of the screen and set the “Print by Del Note” flag to Yes.
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;Discounts: To give the customer a discount on the whole order or to apply a settlement discount to the invoice, select the {{DataPrompt|Discount type}} and choose either {{DataValue|Blanket}} or {{DataValue|Settlement}} as required. Enter the percentage discount to apply in the {{DataPrompt|Discount}} field, and for a {{DataValue|Settlement}}, the settlement period in days.
  
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;Invoice for a particular Order/Delivery Note: To produce an invoice for a particular order or delivery note arrow key down to the “Order Number” or “Delivery Note” fields and specify the number. You may press {{KeyPress|F1/Shift+F1}} on either of these fields to scroll through the orders/delivery notes available to invoice.
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;Carriage: To add carriage to the order, enter the required amount against {{DataPrompt|Carriage}} excluding VAT. Remember that you can add carriage as a part number to the order if preferred.
  
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;Carriage: To add carriage to an order move down to the carriage field and enter the required amount, excluding VAT.
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;Invoice per Delivery Note: To produce one invoice per Delivery Note, select {{DataPrompt|Print by del. note}} and set to {{DataValue|Yes}}.
  
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;Discounts: To give the customer a discount on the whole order or to apply a settlement discount to the invoice,choose the appropriate method on the discount field (B or S). Enter the percentage discount in the “Discount” field.
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;Printing Backorders: You may choose to print items still on order by setting the {{DataPrompt|Print back orders}} flag to {{DataValue|Yes}}. Please be aware this will print all items still waiting to be processed on outstanding orders for this customer not just items on the order you are invoicing.
  
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;Printing Backorders: You may choose to print items still on order by setting the “Print Back Orders” flag to yes. Please be aware this will print all items still waiting to be fully processed in any outstanding orders for this customer not just items on the order you are invoicing.
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*To specify a delivery address for the invoice, as well as to enter any custom details to appear on there (varies according to your setup), select the {{Tab|Delivery}} tab.
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*To take payment for this order, select the {{Tab|Payment}} tab and select the appropriate method of payment.
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*Press {{KeyPress|F5}} to print the invoice.
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*Press {{KeyPress|Accept}} to accept the document.
  
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*To take payment for this invoice, press {{KeyPress|F2}} and select the appropriate method of payment.
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== See also ==
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*Press {{KeyPress|F7}} to return to the invoice details screen ready to print the invoice.
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* [[How do I Split an Order Item?]]
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*Press {{KeyPress|F5}} to print the invoice.
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* [[How can I View the Total inc VAT in Add or Edit Sales Order?]]
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*Press {{KeyPress|Accept}} to Accept the document.
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* [[How do I View Outstanding Sales Orders?]]
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* [[How do I Invoice Multiple Sales Orders?]]
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* [[Creating a Stock Sales Order]]
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* [[How do I use buying groups?]]
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* [[How do I pick orders using Platinum Online?]]
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* [[Processing a Purchase Order]]
  
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{{FAQ}}{{KB_Tags|processing, process, Sales Order Processing, Sales Orders}}{{KB_OP}}
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{{KB_Tags|processing, process, sales order processing, sales orders, complete, invoice order, book out, sell, mail order, customer order, delivery note, invoice}}
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{{Guide}}{{Hint}}{{KB_OP}}

Latest revision as of 14:12, 9 June 2020

Summary

This article explains how to process a sales order.

More Information

Go to " Sales Ordering Add/Edit/Process Sales Orders".

  • At "Customer:" type in the customer's account code if known, or search for a customer.
  • Move to the relevant order and press <F7> to go to the order items.

Depending on how you want to operate and how your system has been set up, some of the following processes may not be applicable.

The four columns to the right of the screen indicate the processes the order could go through before it can be invoiced. The asterisk indicates that the process has not yet been carried out, and must be done before the order can be invoiced.

Confirming the Order

If you wish to print a Confirmation Note for the customer, tag the relevant items on the order by pressing <T> against each item. If you wish to tag all the items, press <A> to tag all lines automatically.

  • Press <F3> to print all tagged items and press <Enter>.
Information: Confirmations of order can be useful especially for export customers. Sending the wrong items abroad can be expensive!

Printing a Picking List

If you wish to print a Picking List, tag the relevant items on the order by pressing <T> against each item. If you wish to tag all the items, press <A> to tag all lines automatically. Press <F4> to print all tagged items and press <Enter>.

Booking Items out of Stock - Complete

After picking the items, you now need to book them out of stock, or "complete" them.

  • Tag each individual item that you have picked by pressing <T> against it.
    • Press <U> to untag an item if tagged by mistake.
    • Press <A> to tag all lines automatically if all items have been picked.
  • Press <F7> to complete all tagged items and press <Enter>.
  • If prompted, enter the name of the user who picked the order.
  • If required enter the "Picking bin" the items have been allocated to.
    • Click the drop down button to choose from your picking bins.
      • Click [Add] to create a new picking bin location. Enter a code (max 3 characters) and description then click [Done] and [Accept].

The item will change from being highlighted in Green to being Purple to denote the item has been booked out of stock.

If for any reason you need to uncomplete an item on an order you can simply press <F7> again on it and then click [Yes] on the "Confirm Uncomplete?" window that appears. The item will change back to being highlighted in Green and will be able to be edited again.

Printing a Delivery Note

  • Tag the items to be delivered by pressing <T> against each item. Make sure you don't tag any items with an asterisk still in the "CP" column as these have not been booked out.
  • To print a delivery note without any prices and totals, press <F8>.
  • To print a delivery note with prices and totals, press <Shift+F8>.

Invoicing the Sales Order

Once all the relevant processes above have been carried out, you can then invoice the order.

  • Press <Alt+F5> to invoice this order.

You will see a summary of the number of items ready to be invoiced on the right of the screen.

Extra Options:

Discounts
To give the customer a discount on the whole order or to apply a settlement discount to the invoice, select the "Discount type" and choose either 'Blanket' or 'Settlement' as required. Enter the percentage discount to apply in the "Discount" field, and for a 'Settlement', the settlement period in days.
Carriage
To add carriage to the order, enter the required amount against "Carriage" excluding VAT. Remember that you can add carriage as a part number to the order if preferred.
Invoice per Delivery Note
To produce one invoice per Delivery Note, select "Print by del. note" and set to 'Yes'.
Printing Backorders
You may choose to print items still on order by setting the "Print back orders" flag to 'Yes'. Please be aware this will print all items still waiting to be processed on outstanding orders for this customer not just items on the order you are invoicing.
  • To specify a delivery address for the invoice, as well as to enter any custom details to appear on there (varies according to your setup), select the [Delivery] tab.
  • To take payment for this order, select the [Payment] tab and select the appropriate method of payment.
  • Press <F5> to print the invoice.
  • Press <Accept> to accept the document.

See also


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Keywords AND Misspellings
processing, process, sales order processing, sales orders, complete, invoice order, book out, sell, mail order, customer order, delivery note, invoice
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