This topic explains how to place a sales order, detailing all the available options that you may wish to use.  For a quicker guide to entering a sales order, explaining only the options you are most likely to use, refer here. 

3.   Select the required customer.  You can use the quick access lookup or advanced search to find an account if you do not know the account code.   

4.    Click Place Order in toolbar and then select New Order.

5.   Order Number - the system automatically allocates the next order number.

6.   Account Code - this is filled in with the account you had open in Contact Details . 

7.   Deliver To - click the drop-down menu next to Reference and select the required delivery address for this order.  If the customer has many addresses then only the first few will be displayed, click on "All Addresses" to show the complete list.  Alternatively you may use the Delivery Address Search to find an address based on one or many search words that you input.  To create a new delivery address, click the icon.  Refer to the instructions here. 

8.   Click the Invoice To tab to ensure the correct invoice address exists for this customer.   If the customer has many addresses then only the first few will be displayed, click on "All Addresses" to show the complete list. Alternatively you may use the Address Search to find an address based on one or many search words that you input.   Click the icon to create a specified invoice address for this account.

10.   You can then work through the other option tabs and buttons available when placing a sales order.  These are:

·    Switch Selling to display alternate products

·    Suppliers to review the suppliers chosen for product lines

·    Find on Order product or text

Enter the Order Header Details

The order header details are information about the order such as delivery method, delivery date, purchasers name etc and are filled in before you come to enter the order lines. 

2.   Date & Time Order Placed - confirm the date and time the order has been placed.

4.   Delivery Date - enter the expected delivery date for this order.  You can click the calendar icon to bring up a date selection window.

5.   Order Source - select an option from the drop-down menu.  See: Create Order Source Codes .  You can set a default order source per customer in the Options tab in Customer Details.

6.   Rep Code - this will automatically show the rep set up in Customer Details but you can use the drop-down menu to select another rep if this order is to go onto a different rep.

7.   Cost Centre - use the drop-down menu to select the required cost centre for this order.  Cost centres are set up on the Options tab in Customer Details . 

8.   Deliver to Customer By - use the drop-down menu to select the required delivery method.  See: Create Delivery Methods .  If this is a direct delivery, and you are unsure of the next step once you have entered the sales order, refer to the direct delivery process flowchart.

9.   Exchange Rate - if this is a foreign currency account, you will be allowed to amend the exchange rate to be applied.  Default exchange rates can be amended in the Exchange Rates program on the Administration Menu. 

10.      Acknowledged By - select the sales order acknowledgement method. These can be pre-set in on the Options tab in Customer Details .  When you save the sales order your acknowledgement is automatically generated. 

11.      Priority - select the radio button for High, Normal or Low priority.  In Print Delivery Notes , High priority orders will be assigned goods from stock ahead of previous Normal or Low priority orders requiring the same stock.

12.      Deliver Part Order? - tick the check box if you wish to allow part deliveries on this order.  Otherwise the system will hold the delivery note until all lines are available to deliver, preventing part delivery of the order.

13.      Query Order? - tick the check box to query this order and prevent it being processed.  Products to be ordered will not appear on the shopping list while an order is queried.  A delivery note cannot be produced for a queried order even if all stock is available.  It is useful for holding an order while you wait for a customer to confirm any details.  See also: Unquery a Sales Order

14.      Call Off Order - tick the check box if you wish to create a Call Off type order. A Call Off Order may be fully invoiced and then subsequently despatched in stages. The order will be archived by the Period End once the order has been completely despatched. An example would be an order for 12000 leaflets that the customer would pay for up front but would like to receive in monthly deliveries of 1000, you would generate the invoice immediately for payment and generate a delivery note for 1000 each month.

15.      Customer Information - this is automatically taken from the Delivery Instructions set on the Instructions tab in Customer Details. 

16.      Contact Name - use the drop-down menu to select the required contact person for this order or alternatively use the Contact Search button (click here for Contact Search instructions).  You can use the icon to create a new contact . 

17.      Having completed the Header Details, you can now enter the product lines for this order, or enter non-stock lines if codes do not exist for the items ordered.  Note: the invoice frequency is displayed above the contact name indicating whether this account is set up for daily, weekly or monthly invoicing. 

Enter Product Lines

This screen allows you to enter the stock code lines on the order.  Click here to view the Sales Order screen. 

2.   Product Code - type in the product code if know.  If you do not know the code, you can use the product search option, accessed by clicking the icon in the toolbar.  Alternatively you can right-click the product entry line and select Search for Products or Product Finder from the context menu.  If the product code you require does not exist on the system you may be able to find an alias code for it or you may need to create a new product.  Right-click a blank product line and select Product Details from the context menu to link you to the program for creating new product files .  You have access to the customers purchase history to look up and select products they have previously purchased from you.  If you key in a product that the customer has ordered before, the last purchase date, price and discount is displayed in the top right of the screen.  Once you have selected the catalogue for this item, you can view the product image and additional product information.

3.   Catalogue Selection - the catalogue selection window pops up.  Double click a catalogue to choose that selling price for the order line.

7.   Price - The price applied will be taken from any pricing or discount options set for this customer.   You can refer to the Price and Discount Hierarchy to view the order in which the system applies special pricing and discounts.  The centre right of the screen above the option tabs shows whether this is a contract price, catalogue price etc. You can right-click the line and choose Price Check from the context menu to view the price and discounts set for this customer for this product . The price check pop up window can also be used to calculate the selling price you want to charge the customer.  You can over overtype the price in a sales order.  Amended prices will show in blue font.  Contract prices show in red and Cost Plus prices show in magenta.

8.   Discount - the discount will automatically be applied if this customer is set to receive discount on this product.  You can refer to the Price and Discount Hierarchy .  You can over type the discount value.  Amended discounts show in blue font.  

9.   Warehouse - use the drop-down menu to select the warehouse this order is to be despatched from.  Multiple warehouses may be chosen on a sales order. 

10. Cost price - the Product Supplier Details window pops up showing the suppliers of this product, their respective prices and any stock level information.  If you trade electronically with a supplier and want to ensure that they have the product in stock before you select them, highlight their line and click Stock Enquiry .  This connects to their system and retrieves their stock count for this product.  It is then displayed in the In Stock column.  Double click the required supplier to enter their cost price and add this item to their shopping list.  The choice made here can be amended later in the shopping program .  If the supplier is not already shown in the list, click the Add Supplier button and fill in the supplier, their stock code for this product, their pack size and cost price.   

11. Adj - this column relates to credit notes for price adjustments only, where money is refunded to the customer but the sales quantity is not altered.  This ensure sales analysis is correct, updating the sales value but not the quantity sold. 

12.  The line profit value, profit percentage and total sales value are displayed at the end of the line.  The total sales, cost and profit on the order are shown on the right side of the screen.     

13.  You may wish to use any upselling prompts attached to this product. You can review the suppliers chosen for the product lines, add text lines to these product lines or use any of the other options available in placing sales orders.  

View and Select Products Previously Bought

This enquiry shows at the top right of the screen on the Products tab when you are adding products with stock codes to a sales order.  It allows you to view the products bought, date last bought and the price last paid.  Clicking a column heading will re-sort the data by this column.  There are filter options to search the customers purchase history by description, product group , product code and order date, helping you locate a specific product.  You can select a product from the history to enter it on the current order. 

1.   Make sure the Products Bought tab in the top right quarter of the screen is at the forefront.

3.   To search the history, chose a search option from the Find drop-down menu. 

4.   In the search box immediately to the right, enter the search criteria.  For example if you have selected Description type some keywords.  If you selected Product Group, you will be displayed a drop-down menu of the product groups to make a selection from.  If you selected Order Date you must enter the date in the format dd/mm/yy.  If you selected Product Code, enter the stock code you are looking for in their history. 

5.   On entering you selection criteria, you will be displayed the products from the history that match your search.  The Packs and Singles columns show the quantity bought the last time this product was ordered by the customer and the last order date of this product is shown in the Date column. 

7.   To enter a product from the history into the current order, double-click it. This inserts it on a new line in the order.  You can complete the order line as normal.   Note: the current price is applied, not the price last paid, but it is shown in the Products Bought display as you select it and you can key this price into the current order line if desired. 

8.   You can right-click a product in the history to call up a context menu with further options.  These are View Product Information to show the product image and further product and pricing details, View Purchasing Trend to see the monthly quantities and sales values for this customer for this product, and View Invoice Profit Analysis to see details of the invoices this customer has received for this product. 

Note: Q in the first column of the Products Bought display indicates that the product has not been bought by the customer but it has been on a quote for them. 

Upselling Prompts

There is an option to attach associated products to a product file in Gx Stock\Product details.  Click here for instructions on entering the 'upselling' products.  When you enter a sales order line for a product that has associated products set up, you will be prompted to upsell these items to the customer. 

1.   Having entered the order line for a code with associated products, the Upselling tab comes to the forefront in the top right of the screen showing the products associated to the one entered in the sales order.  You can then prompt the customer to order these items too.  For example tea bags may be linked to coffee and sugar.  

2.   To enter one of the associated product into the current order, double click the product from the display on the Upselling tab.

3.    Complete the order line as normal.

Switch Selling Prompts
There is an option to attach alternate products to a product file in Gx Stock\Product details .  Click here for instructions on entering 'switch selling' products.  When you enter a sales order line for a product that has switch selling products set up, a pop up window will be displayed detailing these products together with their supplier, cost price, the saving available compared to the current product and a quantity in stock figure if applicable.  To select one of the products double click on the row.

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View Product Image

2.   Select a product line and then click the View Product button which is at the bottom of the Stock Code Column.  Alternatively you can right-click a product line and select View Image of this Product from the context menu.

3.   If you wish, you can click the Email button to email this image to the contact email address shown on the Header Details tab.

4.   You can use the Price Check button to see how this customer's price for this product is calculated.

5.   The Purchasing History and Purchasing Trend buttons allow you to view this customers history of ordering this product. 

Review Suppliers Chosen

This allows you to review the supplier you have selected to purchase product lines from. 

2.   You can purchase the products required for this order, or work through the other options available in placing sales orders. 

Enter Non Stock Lines 

This section of the order allows you to enter free type description lines for items that do not have stock codes.  These are sometimes referred to as N.O.F.s (Not on File).  Although this facility is available, it is always best to create a product file if possible to enable better product sales analysis, customer purchase history enquiries  and easier order processing if the item is sold again. 

9.   The line profit value, profit percentage and total sales value are displayed at the end of the line.  The total sales, cost and profit on the order are shown on the right side of the screen.

10.      You can work through the other options available in placing sales orders.

Attach Descriptive Text Lines 

This option allows you to add descriptive text to product lines ordered (not non-stock lines).  For example a stock code for chair may not be for a specific colour, so you can attach the chosen colour here as a text line associated to the stock code. 

3.   Associated Text - enter the free type text.  This text will print on the purchase order raised via the shopping program, and on the customer delivery note and sales invoice. 

Add Delivery Information and Invoice Information 

This allows you to add delivery note messages and invoice messages to the order. 

3.   Alternatively you can set up commonly used messages using the SOP Information Messages program.  To attach a pre-set information message to the order, use the drop-down menus and select the required messages. You can free type additional text into the template message for this order. This will not update the saved information message. 

4.   Tick the Text Only Invoice checkbox if you wish the invoice to ignore the products listed on the Products tab and print only the Invoice Information.

Add Other Charges 

2.   Charge Code - select the required charge code from the drop down menu. These are set up in Gx SOP\Additional Charges.

3.   Sales Value - this is set up in the Additional Charge Code but you can over type it with the value to be used in this sales order.

4.   Cost Value - this is set up in the Additional Charge Code but you can over type it with the value you will be charged for this sales order.

View Balances and Record Account Memos 

This screen allows you to view balances, credit limit, turnover and last order and invoice dates.  You can record memos about the account.  These memos will also appear in the Memos tab in Customer Details , and any memos entered there can also be viewed here allowing the accounts and telesales departments to share notes about an account.  There is a separate option to record memos about this order. 

2.   Click on the memo box and type any comments you wish to record about this account. 

Record Memos About the Order

You can add memos about this sales order.  These can then be viewed in sales order enquiry .  These are not to be confused with the general account memos that can be set in the Balances & Memo tab. 

View and Select Products Previously Supplied

 This enquiry shows at the top right of the screen on the Products tab when you are adding products with stock codes to a sales order. It enables you to review the products purchased by this customer, filtered by supplier and order date.

6.   You can right-click a product in the history to call up a context menu with further options.  These are View Product Information to show the product image and further product and pricing details, View Purchasing Trend to see the monthly quantities and sales values for this customer for this product, and View Invoice Profit Analysis to see details of the invoices this customer has received for this product. 

Print Picking List

This allows you to print a picking note for the order if it is required immediately, however it is more likely that you will use the global picking list print program in Gx SOP. 

2.   Click the Print Picking List button at the bottom or use the icon in the toolbar. 

3.   Choose what format you want to produce the picking list in from the Sent Report To options.  (more info)

4.   Click Ok.  Click here to view an example picking note form.

Print Delivery Note

This allows you to print the delivery note for this order if it is required immediately, however it is more likely that you will leave it at this stage and use the global delivery note print program in Gx SOP. 

2.   Click the Print Delivery Note button at the bottom or use the icon in the toolbar. Choose where you want to send the delivery notes to from the Sent Report To options.  (more info)

3.   Click Ok.  Click here to view an example delivery note form.

Purchase Products for this Sales Order

2.   This opens up the Gx Stock|Shopping program.  Click here for instructions on using this.  Alternatively you can leave the purchasing for now and use the All Order Shopping program later.  

Save the Order

1.   Click the Save button.

Refer to the Order Process Flowchart if you are unsure of the next stage in processing the order.  

  

Find on the Order

1.   On the Products tab, right click and select Find on Order from the menu.

2.   A window will appear prompting for either text to find or a line number to jump to. Enter the text you wish to find on the order (this is not case sensitive), this can be a full or partial product code or part of a product description, then press the Find Text button. The system will scroll down to the first row that the system finds that contains the text.

3.   The Go To Line feature requires you to enter a line number in the space provided and then press the Go To Line button. The system will scroll down to the line number entered. This feature is useful on very large orders.