How do I order a unit for a customer?

Summary

This article explains how the system can, at the point of creating a sales order, prompt you to select either a stock unit or unit already on purchase order to allocate to the sales order or to create a purchase order for the required unit.

More Information

Please ensure you have configured your system for unit purchase order processing. "Automatic purchase ordering" must be enabled to allow the unit sales order process to interact with your stock and unit purchase orders.

Go to " Unit Sales Unit Sales Documents".

• Click [Add] then click [Order].
• Enter the "Customer" account code, or search for the customer. You may create a new customer record via the search screen.
• Enter the customer "Date of birth" if required.
• The "Salesperson" will default to the employee creating the order. Amend this if necessary.
• Enter the agreed "Delivery date".

If you have the Personnel Planning module you may enable the handover diary link. If so an additional [Handover] tab will be part of the order process in place of the "Delivery date" field.

• If your customer provides an order number this can be entered in the "Reference" field.

Sale Unit

• Leave the "Unit no." field blank and enter an existing model. Alternatively press <Ctrl+F1> to search for a model or use the [Add] button with the search to create a new model record.
  • Complete the unit details, ensuring the "New?" flag is correct and the "VAT Qualify?" and "Commercial?" flags are also correct (these fields will each influence how VAT is calculated on the unit).
• Complete your order following this article then [Print] and [Accept] the order.
• If applicable the [Matching units in stock] screen will list units of the model specified on the order.
  • If the unit to allocate to the order is listed; select it then click [Choose] else click [Skip].
• If the model can be found on in progress orders within Unit Purchase Order Processing, the items will be listed. The order details will be shown along with an item "Reference".
  • To reserve an order unit for this customer; select the unit and click [Choose] else click [Skip].
• If you have chosen to [Skip] each of the above screens you will be presented with a "Purchase Order Unit" screen.

Details

• Enter the "Supplier" to order the unit from or search for the account code.
• "Order to use" will default to creating a 'New' order.
  • You may choose to add the unit to an 'Open'order i.e. one not yet printed/received
  • Alternatively click 'Choose' to select from orders already in progress for the specified supplier.

    Please ensure you do not add a unit to an order which has already been submitted to a supplier to avoid overlooking an item to be ordered.

• Enter the "Supplier order" number if known. You may add this to the order at a later stage.
• The Sales Order Number and customer name will be added as an item "Reference" to the unit being ordered. The reference will print on the goods received note when booking the unit into stock and can be used in the order search to track order items.
• The "Cost" will use the default price for the model else enter the cost price. You may enter/amend this value when processing the purchase order.
• You may specify a "Due Date" for delivery from the supplier which will be noted on the order.
• Click [Order] and [OK] to create the order.