Sales Manual - Entering sales orders
Entering sales orders
Introduction
This chapter describes the process of
entering a sales order in Exact Sales. The flowchart shows the steps of the
process and the accompanying functionality in Exact Financials.
Flowchart
Sales orders
The proposal phase, which contains the price negotiations, will result in a contract and an order. Orders can be placed in several ways. After receiving the order it has to be completed. It is important that all agreements are recorded accurately, as the invoice will be based on this data. When a customer is not recorded in your system as a debtor, it is important that you first enter all the relevant data of that customer.
An order entered is not immediately processed and completed. Entered orders can be changed until the final packing slip is printed. After entry the order will be transferred to the person/department that is responsible for checking and approving the order. In most cases this will not be the person/department that entered the orders. After approval the order will be printed and the order can no longer be changed.
You can enter orders in [Sales: Processes, Sales orders, Sales order entry].
There are several ways to enter a sales order. The way you enter your sales
order depends on the product range:
| Standard range of normal items
| A company with a fixed product range will use the standard items entered in [Sales:
Master data, Maintenance, Items, Items].
|
| Standard range of normal services
| Text items are standard items to which you can link extra text in [Sales:
Master data, Maintenance, Items, Items]. You should use text items if you offer a standard service. Text items are treated as normal items - they can be called up with a search code and kept in stock.
|
| Incidental and/or varying items
| If a company sells products that vary, it will often use text items created in [Sales:
Master data, Maintenance, Items, Items] (which you can use more than once) or text lines entered in [Sales: Processes, Sales orders, Sales order entry] (for incidental items). These are particularly suitable for intangible matters, like hourly wages and consultancy fees.
|
| Incidental and/or varying services
| Companies that offer varying or incidental services use text lines entered in [Sales: Processes, Sales orders, Sales order entry]. They are unique and only apply to the sales order in which they are entered. Text lines are entered by selecting 'Text lines' in [Sales: Processes, Sales orders, Sales order entry]. No stock is kept for these services because they are not entered as master data.
|
In Exact Sales an order consists of a header and order lines. The header contains the debtor data. The goods and the costs involved will be stated in the order lines. The fields and the possibility to change them depends on your settings in [Sales:
File, Company settings, Sales settings].
Order number
Accept or enter the order number.
You can define the sequence numbers of the sales orders in
[Sales:
File, Company settings, Sales settings].
Before you are able to enter an order, you should check the following data:
Invoice debtor
An invoice debtor is the debtor that will
be invoiced and eventually settle the payment for the outstanding items. This debtor does not have to be the same person or company that receives the goods or the person or company that placed the order. Especially in companies with several branches and in businesses that work with agents, it is very important to separate debtor, delivery debtor and invoice debtor.
Delivery debtor
The delivery debtor is the debtor that will receive the goods. It is important that the data of the delivery debtor is recorded accurately in order to deliver the goods at the correct address.
Credit line
The credit line is the maximum outstanding amount that a debtor is allowed to have in your company. It is important to arrange clear agreements with regard to this sale condition for your debtor management. The credit line is a useful tool to determine whether your debtor can place an order and to determine the maximum invoice amount. Inform your debtors of their credit lines
beforehand as well as when the debtors are going to reach their limits.
Payment conditions
The payment conditions are an important part of the payment agreements because they can influence the payment habit of the debtor. Enter the payment conditions you agreed on with your debtor. There are two kinds of payment conditions:
- Payment discount
- The debtor receives a discount if the payment is settled within an agreed period.
- Payment charge
- A payment charge is a penalty for making a payment too late. It is included in the invoice amount. When a debtor pays on time, the debtor can subtract the payment charge from the invoice amount.
You should link payment conditions to a debtor when you create an entry
for your debtor. The conditions should be checked before or while entering the invoice to prevent an invoice being sent with the wrong payment charge or discount.
Discount agreements
Price negotiations take place in the negotiation phase. When an agreement has been made, an order is placed and the sale is concluded. Existing price/discount agreements have to be registered in the system per debtor in order to use the correct discounts. The agreements are not only valid for this sale but also for future sales. The agreed prices are often recorded in price lists.
Price lists are used for quantity discounts or for groups of debtors. When you enter an invoice, you should check whether the correct price list is linked to a debtor to prevent invoices with the wrong discount or with no discount at all from being sent. Enter the number of an item or an item group and the accompanying discount type (amount, percentage or new price) in the menu paths: [Sales:
Master data, Maintenance, Price lists, Price list codes], [Sales:
Master data, Maintenance, Price lists, Price lists per item group] and [Sales:
Master data, Maintenance, Price lists, Price lists per item]. A debtor can only be linked to one price list
and one price list can be linked to several debtors. The linking of a price list to a debtor provides the automatic use of the correct discount. The discount is calculated in the invoice lines. If you want to use different discounts, you can use a different price list in every invoice line.
Some companies use one price list for one particular debtor. If you want to use more than one price list for a debtor and you do not want to change the price list for every invoice line, you can make a price list in which all relevant discounts for a debtor are recorded. If you record all this data in one list, no discounts can be overlooked and it is not necessary to change the price list.
You can also enter discounts in the following ways:
- Link a fixed discount percentage to a debtor - Enter the amount
in the 'Discount percentage' field
on the 'Payment' tab in [Finance:
Debtors, Master data, Maintenance]. The linked discount percentage will automatically be used in every invoice line you enter for a debtor.
- Enter a discount percentage per invoice line - This discount only applies to the invoice line involved.
-
Enter the discount in the closing window - The discount applies to the entire invoice amount.
Currencies
If you have foreign customers, you have the possibility to enter invoices in foreign currencies. Before you enter an order, you should check if the currency is registered in your system and whether the current exchange rate is correct. In your debtor master data, you will have to link a default currency to a debtor. If you want to be able to enter orders for a particular debtor in a currency other than his default currency, you should
select the 'Change debtor data' check box on the 'General' tab in [Sales:
File, Company settings, Sales settings].
Fixed debtor data
The debtor data such as the name, address and other fixed data have to be reviewed
and updated from time to time. It would be a bad idea to assume that the data are entered correctly or that they never change. If you want to be able to change the debtor data, you need to
select the 'Change debtor data'
check box 'in [Sales:
File, Company settings, Sales settings]. The advantages of recording fixed debtor data are:
- It will save you time as well as effort.
- No data will be overlooked when entering an order because all data is already available.
Stock position
Several reports in Exact Sales can give you information on what you have in stock.
VAT data
The VAT data needs to be checked whenever you enter a debtor or an invoice. A VAT code is often linked to a debtor or an item to prevent an incorrect VAT code being assigned to the goods.
Example
Belgian customers do not pay any VAT when they purchase goods in The Netherlands. Belgian debtors need to be recorded with a VAT of 0%.
In certain cases the entity who delivers the goods or services is not the entity who transfers the VAT, but this is done by the entity that purchases the goods or services. The VAT is charged to the buyer. You are able to record this in the data of the debtors involved.
Frequent checking of the data mentioned above makes your debtor maintenance a lot easier. This simplifies the collection of outstanding items because you do not have to look for the appropriate data and invoice conditions.
In Exact Financials, you are able to link VAT codes to debtors in [Finance:
Debtors, Master data, Maintenance] and to items in [Sales:
Master data, Maintenance, Items, Items] after creating them in [Finance: Ledger, VAT, Master data, Maintenance, VAT codes].
If you use 'VAT charged', you have to select the 'VAT charged' check box
on the 'General' tab in [Finance: Ledger, VAT, Master data, Maintenance, VAT codes]. In order to charge the VAT to the buyer, you have to link the appropriate VAT code to the debtor or to the item.
Sales Manual > Contents > Entering
sales orders
| Main Category: |
Support Product Know How |
Document Type: |
Support - On-line help |
| Category: |
On-line help files |
Security level: |
All - 0 |
| Sub category: |
General |
Document ID: |
18.063.407 |
| Assortment: |
Exact Financials
|
Date: |
11-11-2008 |
| Release: |
|
Attachment: |
|
| Disclaimer |