Sales orders (SO30100S)

Switches to editing mode for the first input inside the currently focused cell. When you are already in editing mode, it saves the value and returns focus on the cell.

When you are focused on a link inside a cell, it redirects to the linked window.

When you are in editing mode, it discards any changes to the value and returns focus on the cell.

When you are focused on a link inside a cell, it returns focus on the cell.

Scrolls lists down by one page (number of visible rows) or to the bottom row.

Moves focus on the bottommost cell in the current table column.

Scrolls lists up by one page (number of visible rows) or to the top row.

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Email document

To initiate the process of sending the order as an email.

Create purchase order

To create a purchase order if it is necessary for fulfilling the sales order. This option is available when an order line is marked for purchasing and the order status is Open or Back order.

Delete order

To delete the order.

The available predefined order types are:

Sales order (SO)

A customer request to buy goods in the specified quantities on the specified date.

Cash sale (CS)

A document created to account for a cash sale that does not require shipping.

Invoice (IN)

A document used to invoice the customer for the shipped goods.

Quote (QT)

An agreement to sell specific goods with a specified price to the customer in the future.

• Create receipt To create a receipt for an order involving an authorised customer return; you invoke this action when the goods are actually received.

• Copy order To copy the order to a new order. When you invoke this action, the Copy to dialog box opens. In the dialog box, you can select whether to recalculate prices and discounts and whether to cancel manual discounts.

  Note

  The allocations performed for any line of the original order are not copied, even for orders that require allocations.

  Note

  If you choose to copy the order by using the Copy/paste menu on the toolbar, while prices and discounts a recopied from the original order (without automatic updating and without recalculation of discounts), allocations are again not copied to a new order.

Prepare invoice

To prepare an invoice for the order.

Create transfer order

You can create a transfer order if it is necessary for fulfilling the sales order. When you click this action, the system redirects you to the Create transfer orders (SO509000) window.

Recalculate prices

To open the Recalculate prices dialog box, which you use to specify options for updating the prices and discounts for the document.

The status of the document, which can be one of the following options:

• Hold: Indicates that the order is on hold and should not be processed further at this time. Orders with the Hold status can be changed to the Open status, and vice versa.
• Credit hold: Indicates that the customer has failed the credit check.
• Open: Indicates that the sales order is not on hold anymore, and shipment has not yet occurred.
• Cancelled:

Indicates that the order has been cancelled.

You can select this status to cancel the order if it has one of the following statuses: Hold,Credit hold, Back order, or Open. You can open a cancelled order by selecting the Open status.

• Shipping: Indicates that the order is being shipped. If a shipment can be created according to the shipping rules, the order’s status changes to Shipping. Each confirmed shipment updates the data on the order showing how many items are being shipped ( Quantity on shipments ) and how many items are still to be shipped ( Open quantity ).
• Back order: Indicates that the order cannot be shipped because the specified items are not available. You can assign this status to an open order manually if, when you attempt to create a shipment, the system detects that the order cannot be shipped in full and displays a message about this. This status can be assigned to orders automatically when you run the Create shipments process by using the Process orders (SO501000) window if the shipping rules specified on the document level and on the line level do not allow shipment creation. If the Replan back orders check box is selected in the Inventory preferences (IN101000) window, on release of the appropriate inventory receipts, the requested quantities of items are re-planned (booked) for back orders, so that you can create shipments for these back orders by running the Create shipment process in the Process orders (SO501000) window. You can open a back-ordered order by selecting the Open status.
• Invoiced: Means that the invoices for the order have been generated. This status is available only for orders of types that involve updating the customer ledger.
• Completed: Indicates that all related inventory documents required for the order type have been generated and released.

(This field is only active if the Business account locations functionality is enabled in the Enable/disable functionalities (CS100000) window.)

The customer location from which the goods or services have been ordered. Hover over to view the address for the selected location.

The date when the customer wants to receive the goods; this date provides the default values for the Requested on dates for order lines. The default value is the current business date.

When you change this date, the Scheduled shipment date in the Delivery settings tab changes automatically.

(This field does not appear for orders of the TR type.)

The reference number of the original customer document that the sales order is based on.

(This field only appears if the Commissions functionality is enabled in the Enable/disable functionalities (CS100000) window.)

The salesperson to be used by default for each sales order line.

(This field is only available if the Project management functionality is enabled in the Enable/disable functionalities (CS100000) window.)

The project with which this document is associated, or the code indicating that this document is not associated with any project; the non-project code is specified in the Project accounting preferences (PM101000) window.

The total of the Cost total column on the lines of the sales order.

> [!NOTE] > This information is displayed only for users with the Sales Profit Viewer role.

The total profit calculated from the lines of the order.

> [!NOTE] > This information is displayed only for users with the Sales Profit Viewer role.

Displays the margin percentage of the selected sales order.

> [!NOTE] > This information is displayed only for users with the Sales Profit Viewer role.

The total amount of the document, which is calculated as follows:

Line total + Misc. total + Freight + Premium freight

– Discount total + VAT total

The total markup on the order.

> [!NOTE] > This information is displayed only for users with the Sales Profit Viewer role.

When this check box is selected, the line level profit and margin values are calculated based on the line’s Supplier price or the line item’s last cost. When the check box is cleared, the default value for Unit cost is used.

You can change this value only when the order’s status is Hold, Open, Back order and Credit hold.

The default value for this check box is retrieved from the Sales order preferences (SO101000) window.

(This field only appears if the TR order type is selected.)

The warehouse to which the goods should be transferred.

(This check box does not appear if the TR order type is selected.)

This check box indicates (if selected) that this customer order is on credit hold. This happens if the customer does not comply with the credit verification rules and if the Check credit on entry option is selected for orders of this type in the Order types (SO201000) window. However, if you need to create a new sales order for this customer as an exception and you, based on a user role, have access to the Credit hold check box, you can clear the Credit hold check box, save the order, and release the order. The initial amount of the order serves as this document’s credit limit, and if a user increases the amount, the system does not allow the order to be removed from credit hold in this way.

You click this button to import an Excel document with order lines.

Make sure the column names in your Excel document match the column names in the table.

After import, lines will be added in the Order lines tab, it is not possible to update existing order lines.

The quantity of the item available for shipping.

This value is calculated by the system based on the quantity on hand with quantities on issues and quantities shipped and on shipping deducted.

The unit of measure (UoM) used for the item.

> [!NOTE] > This information is displayed only for users with the Sales Profit Viewer role.

The quantity of the item available for shipping from the selected warehouse.

This value is calculated by the system based on the quantity on hand with the quantities shipped and on shipping deducted.

The price for a single unit (the unit of measure is specified in the UoM column) of the item.

If you have entered the unit price manually and saved the document, the value will not be updated by the system when you change the document date. If you want to replace this price with the sales price currently available for the item, click the Reset price icon in the field.

(This column is only available if the Commissions functionality is enabled in the Enable/disable functionalities (CS100000) window.)

A check box that indicates that this line is subjected to sales commission. The details of commissions are shown on theCommissions tab.

The extended cost of the item, which is the value in the Unit cost column multiplied by the quantity. You can manually enter an amount that is not based on the unit cost.

> [!NOTE] > This information is displayed only for users with the Sales Profit Viewer role.

The amount of the line-level discount that has been applied manually or automatically to this line item.

Based on the set discount amount, the discount percent will be calculated automatically.

To reset a manually set discount, click the Reset price icon in the field.

The percent of the line-level discount that has been applied manually or automatically to this line item.

Based on the set discount percent, the discount amount will be calculated automatically.

To reset a manually set discount, click the Reset price icon in the field.

The line type for the sales order line, which can be one of the following options:

Miscellaneous charge

for non-stock items that do not require shipment.

Goods for warehouse

for stock items.

Non-stock goods:

for non-stock items that require shipment.

An icon that you can click to add or edit the line note. The icon displayed can be one of the following:

• : there is no current line note, click the icon to add a line note.
• : there is a line note. Hover over the icon to view the line note, and click the icon to edit or remove the note.

The type of purchase order to be created to fulfill this line. This can be one of the following options:

• - The line is not marked for purchasing.
• Purchase to order The purchase order will have the type Normal and its receipt will be reserved for this sales order line. (This option only appears if the Sales order to purchase order link functionality is enabled in the Enable/disable functionalities (CS100000) window.)
• Drop-shipment The purchase order will have the type Drop-ship. Create a drop-ship order flow (This option only appears if the Drop shipments functionality is enabled in the Enable/disable functionalities (CS100000) window.)

See also:

Lines with Purchase to order or Drop-shipment will be visible in the Purchases workspace and available for adding to a purchase order.

The Purchase order source can be selected if the line item is a stock item, or a non-stock item that has both the Require shipment and Require receipt check boxes selected in the Non-stock items (IN202000) window.

The reason code to be used for creation or cancellation of the order, if applicable.

Only reason codes with the Sales and Issue usage can be selected.

The total replacement cost for the line, calculated as the replacement unit cost multiplied by the item quantity.

> [!NOTE] > This information is displayed only for users with the Sales Profit Viewer role.

The cost to replace the item, per unit.

> [!NOTE] > This information is displayed only for users with the Sales Profit Viewer role.

(This column only appears if the Commissions functionality is enabled in the Enable/disable functionalities (CS100000) window.)

The salesperson associated with the sale of the line item.

The date when the item should be shipped. By default, this date is calculated as a date that is earlier than the Requested on date (for this line) by the number of lead days but not earlier than the current business date. You can modify the date only if the order-level shipping rule is set to the Back orders allowed option on the Delivery settings tab.

In the Process orders (SO501000) window, you can select the orders for creating shipments by the Ship on dates specified in their lines if you select the By ship date option in the Select by field and specify the range for scheduled shipment dates in the Start date and End date fields.

The way the line item should be shipped. Select one of the following options:

Back orders allowed

The ordered quantity can be delivered in multiple shipments. If the ordered quantity is not available, the available quantity is shipped, and the remaining quantity (open quantity) can be shipped later. The line is not completed until it has a non-zero open quantity. The order gets the Back order status.

Cancel remainder

The ordered quantity should be delivered in one shipment, but if the ordered quantity is not available, the available quantity is shipped and the remainder is cancelled.

Ship only when complete

The ordered quantity should be delivered in one shipment. If the ordered quantity is not available for shipping, the order with this line gets the Back order status.

This field is populated with the first available value in the following order of priority:

1. The default supplier’s price for the item set in the Supplier prices (AP202000) window, the Price column.
2. The default supplier’s Last supplier price, collected from the Stock items (IN202500) window, the Supplier details tab.

You can override the default supplier for the line item by changing the Supplier column for the line.

You can set the Supplier price manually if the Override supplier price check box is selected in the Sales order preferences (SO101000) window, the General information tab.

The cost for a single unit (the unit of measure is specified in the UoM column) of the item. For information about how the unit cost is calculated, see About item costs and valuation methods

If the Use replacement cost for margin/profit check box is selected, the Unit cost column displays the replacement cost.

> [!NOTE] > This information is displayed only for users with the Sales Profit Viewer role.

The warehouse from which the specified quantity of the item should be delivered.

You can start typing here or click to trigger a list with the item’s On hand, Available, and Available for shipping quantity per warehouse.

This column only appears if the Multiple warehouses functionality is enabled in the Enable/disable functionalities (CS100000) window.

(This button is only available if at least one of the following functionalities are enabled in the Enable/disable functionalities (CS100000) window: Sales order to purchase order link, Multiple warehouse locations, and Lot and serial tracking.)

Opens the Allocations dialog box so that you can allocate the stock for the order and specify warehouse locations and lot or serial numbers of the items, if required for the order by order type settings.

For more details, see: the Order types (SO201000) window.

(This button is enabled for only return orders).

Opens the Add invoice details dialog box so that you can add a line or multiple lines from the selected invoice to this return order.

(This button is only available for lines that have the Mark for purchase order check box selected.)

Opens the Purchasing details dialog box, which you use to link the sales order to an existing purchase order that has the required item listed.

A button that opens the Kit assembly dialog box for the kit item you have selected on the sales order line in the table. The Kit assembly dialog box is only available for stock items.

A button that opens the Kit specifications dialog box for the kit item you have selected on the sales order line in the table. The Kit specifications (IN209500) window is available both for stock and non-stock items.

(This column only appears for orders of the return types: CR, RC, RR, and RM.)

A column that holds the reference number of the original invoice (which lists the goods that were ordered and later returned by the customer).

(This column only appears for orders of the return types: CR, RC, RR, and RM.)

The operation to be performed in the Inventory workspace to fulfill the order. An order of the RR or RM type includes lines with theReceipt operation and lines with the Issue operation. Orders of other return types include only lines with the Receipt operation.

A link that opens the Kit assembly (IN307000) dialog box for the kit item you have selected on the sales order line in the table. The Kit assembly dialog box is only available for stock items. This functionality is also available by clicking the button with the same name in the table toolbar.

A link that opens the Kit specifications (IN209500) dialog box for the kit item you have selected on the sales order line in the table. The Kit specifications dialog box is available both for stock and non-stock items. This functionality is also available by clicking the button with the same name in the table toolbar.

The total cost of the item in the warehouse, divided by the total quantity of the item in the warehouse.

(This column is only available if the setting Show gross margin/profit is selected in the Sales order preferences (SO101000) window.)

(This column only appears if the Deferred revenue management functionality is enabled in the Enable/disable functionalities (CS100000) window.)

The date when the process of deferred revenue recognition should start for the selected item; this date can be specified manually if the deferral code assigned to the item is based on the Flexible by periods, prorate by days or Flexible by days in period recognition method.

(This column only appears if the Deferred revenue management functionality is enabled in the Enable/disable functionalities (CS100000) window.)

The date when the process of deferred revenue recognition should finish for the selected item; this date can be specified manually if the deferral code assigned to the item is based on the Flexible by periods, prorate by days or Flexible by days in period recognition method.

The Item type applies to a Domestic services deductible document. You can edit this column. The type of the item, as selected in the Stock items (IN202500) or Non-stock items (IN202000) window, the Domestic services settings (Sweden) section, the Type field. For a stock item, this can be one of the following:

• Material cost
• Other cost.

For a non-stock item, this can be one of the following:

• Service
• Material cost
• Other cost.

When there is no Type selected in the Stock items (IN202500) or Non-stock items (IN202000) window, Other cost is the default type.

The type of the VAT, which can be one of the following:

• Sales
• Use
• VAT
• Withholding

The VAT zone to be used to process customer sales orders, which generally is the zone associated with the customer’s delivery address.

By default, the customer VAT zone is set to the VAT zone of the customer location specified for the order. If the sales order was created from a quote that has a VAT zone specified, this VAT zone is by default set to the VAT zone specified for this quote.

If a VAT zone is not specified, the customer VAT zone is the VAT zone assigned to the selling branch.

(This field appears if the Multi-currency accounting functionality is enabled in the Enable/disable functionalities (CS100000) window.)

The currency of the document.

The date when the ordered goods are scheduled to be shipped. By default, it is the date that is specified in the Requested on field in the top part of this window, minus the number of lead days, but it is not earlier than the current business date. You can set this date manually.

An option that controls whether incomplete and partial shipments for the order are allowed. Select one of the following options:

Ship only when complete

This option indicates that the required quantity should be delivered in one shipment. Nothing will be shipped until the complete quantity is in stock.

Back orders allowed

This option indicates that the required quantity can be delivered in more than one shipment, with the remainder back-ordered.

Cancel remainder

This option indicates that the required items should be delivered in one shipment, but if the requested quantity is not available, the available quantity is shipped and the remainder is cancelled.

For more information on processing sales orders with different shipping rules, see: About shipping rules.

A pick list where you select the transaction type to be used for Intrastat reporting.

You can also set a default transaction type for each order type. This is done in the Order types (SO201000) window.

The total amount on all document lines with stock items and non-stock items that require shipment, after line-level discounts are applied. This total does not include the freight and premium freight amounts.

This total is calculated as the sum of the amounts in the Line total column on the Order linestab for lines of the Goods for warehouse and Non-stock goods line type.

The total amount on all document lines with non-stock items that do not require shipment, after line-level discounts are applied.

This total is calculated as the sum of the amounts in the Line total column on the Order lines tab for lines of the Miscellaneous charge line type.

The freight amount calculated in accordance with the shipping terms.

Any additional flat charges for handling the order.

The sum of unshipped amounts calculated for the lines with non-zero unshipped quantities of stock items.

The unshipped amount for each line is calculated as the amount in the Line total column divided by the line quantity (the Quantity column) and multiplied by the unshipped quantity (the Open quantity column).

At the moment of order creation when no item quantities are shipped, the amount is equal to the Line total; this total does not include any freight amount.

The sum of not yet invoiced amounts for the lines with stock and non-stock items.

The amount not yet invoiced for each line is calculated as the line amount (after line discounts were applied) minus the line amount in the invoice or invoices generated for the order.

At the moment of order creation when no invoice is generated, the amount is equal to Line total plus Misc. total plus VAT total minus Discount total.This total does not include any freight amount.

(This field does not appear for transfer orders.)

The total amount that has been paid for this sales order.

(This field does not appear for transfer orders.)

The amount authorised for the order during the payment processing but not yet captured.

The unpaid amount of the order or Order total minus Payments total minus Pre-authorised amount.

Once an invoice for the unpaid amount of the order is generated, the unpaid amount becomes 0.

(This button does not appear for order types that do not require shipment.)

You can click this button to create a shipment for the sales order.