This chapter describes the process of reviewing and correcting and approving sales orders. The flowchart explains the steps in the process and the accompanying functionality in Exact Financials.

The reviewing of orders is a very important step in this process. Many problems can be prevented when mistakes are discovered before the goods are delivered to the customer. Orders are often reviewed with trial prints of the order confirmation as a fixed step in the process. Orders can also be reviewed with overviews. A possible step in this process is approval of orders. Before the approval can take place the orders have to be reviewed. After approval, order confirmations and packing slips can be printed and sent. When you do not use approval, you should review and correct the orders before you print the order confirmation. Incorrect and canceled orders can be deleted.

Flowchart

Orders should be reviewed to avoid mistakes. When the trial confirmation is printed, several checks can take place. The following data can be reviewed with trial confirmations:

• The NAC data (Name, Address, City) of your company
• The NAC data of the invoice debtor and the collect debtor.
• Order date
• Delivery date
• Invoice references
• Items
• Item descriptions
• Quantities
• Prices
• Amounts
• Discounts
• Extra charges (like order and freight costs)
• Payment conditions
• Delivery method

It is very important that items, quantities, prices (price agreements) and debtor data are displayed correctly, because the payment of the goods depends on it. When, for example, the invoice debtor is not correct, the payment can be delayed and the relation with your debtor may be disturbed. Besides this, it is important to record your data correctly because the order confirmation is printed only once. When you discover a mistake after printing, you will have to enter the sales order all over again, which takes you time and costs you money.

After reviewing the orders you can print trial confirmations in [Sales: Processes, Sales orders, Sales order confirmation].

When you discover a mistake in an order that has not yet been confirmed and the final packing slip has not been printed yet for the order, you can still change it. Orders can be changed and corrected by selecting and opening the order in [Sales: Processes, Sales orders, Sales order entry]. If the approval functionality is enabled, orders that have been corrected will have to be approved again.

Before you can print the final order confirmation, you should check the order in detail. One person or department should decide, after checking the order entered, the credit limit and the available stock, to approve the order or not. This will normally not be done by the same person/department as the one that entered the orders. The person/department that approves the orders should have an overview of all information that is needed to decide to approve an order or not. Approved orders can be archived to record who approved which order.

Sales orders can be approved in [Sales: Management, Sales order approval].

If you do not want to use the approval function, you should not select the 'Sales order: Approve' check box on the 'Order' tab in [Sales: File, Company settings, Sales settings]. In that case, you do not have to approve the order and the packing slip can be printed without approval.

A sales order can be deleted in cases whereby:

• An order is canceled
• An order is incorrect
• An order cannot be delivered
• An order has been entered twice in the system
• An order contains so many mistakes that it is easier to enter a new order than to correct all the mistakes

You can delete sales orders in [Sales: Management, Delete sales orders]