Creating a Stock Sales Order

Summary

The following article explains how to create a stock sales order using Sales Order Processing.

Creating the Sales Order

Go into "Sales Ordering" -> "Add or Edit Sales Orders".

• At "Account:" type in the customer's account code if known, or search for a customer.
• To create a new order press <F6> or if there are no orders for the customer, the system will drop you onto "Order No. :" and automatically find the next order number for you.
• At "Cust O/No. :" enter the customers reference number, if applicable, and press <Enter>.
• The "Reference :" is your reference. Pressing <Enter> here will default the Account code of the customer and the order number. The reason we default them is because they are useful bits of information to tie parts back to this order.

For example,

Example: When booking stock into the system, it will print a goods received note. At the end of each line there is a reference field. If the order you are booking in has been created by running a system reorder report then it will show the sales order reference as described above, which means you can process the order more quickly than having to work out for whom you ordered the parts manually.

• At "Delivery Name:", enter the delivery address only if it is different to the invoice address otherwise press <Enter> twice.
• Enter the "Stock Code" and press <Enter>.
• Enter the "Quantity" and press <Enter>.
• Repeat the above until you have list of all the items that the customer has ordered.
• Press <Esc> to exit and save the order.

Ordering the Parts

If you wish to create a Purchase Order for the items from within this Sales Order, get the cursor to the far left of the line you wish to order.

• Press <T> against all lines you wish to order.
• Press <Shift+F6> and then press <Enter>
• At the "Supplier:", enter the suppliers account code or search for a supplier.
• Press <F2> to create the order and process in the usual way.

Processing the Sales Order

• Cursor to the relevant order and press <F2> to process the Sales Order.

Depending on 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 Autotag all lines. • Press <F5> to print all tagged items and press <Enter>

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 Autotag all lines. • Press <F6> 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.

• Move down the list of items, tagging each item that you have picked by pressing <T> against it (If you press <U> you will untag an item if tagged by mistake. Pressing <A> will Autotag all lines.

an item).

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 with prices and totals on press <Shift+F8>.
• To print a delivery note without any prices and totals on press <F8>.

Invoicing a Completed Sales Order

Go into "Sales Ordering" -> "Order Invoicing"

• At "Account:" type in the customer's account code if known, or search for a customer.

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.

Extra Options:

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.

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 <F1/Shift+F1> on either of these fields to scroll through the orders/delivery notes available to invoice.

Carriage

To add carriage to an order move down to the carriage field and enter the required amount, excluding VAT.

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.

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.

• To take payment for this invoice, press <F2> and select the appropriate method of payment.
• Press <F7> to return to the invoice details screen ready to print the invoice.
• Press <F5> to print the invoice.
• Press <Accept> to Accept the document.

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Keywords AND Misspellings

creating, adding, Sales Order Processing, Sales Orders