General tab
Debtor
Enter the debtor who placed the order.
Invoice debtor
Enter the debtor who will receive the invoice. You can link
an invoice debtor to a debtor in
[Finance:
Debtors, Master data, Maintenance]. By default, the invoice debtor that is linked in the debtor data
will be displayed. Every debtor can be used as invoice debtor.
The invoice debtor can only
be changed when the 'Change debtor data' check box on the 'General' tab in [Sales:
File,
Company settings, Sales settings] is selected.
Check limit
When you click this button you will get information on the credit limit
of the invoice debtor.
You can enter one credit line per debtor on the 'Payment' tab in
[Finance:
Debtors, Master data, Maintenance]. Before you enter an order, make sure that the credit
line is entered and checked. When you define in your settings in [Sales:
File,
Company settings, Sales settings] that every order has to be checked
automatically after the entry of an order line, you prevent the order
line from exceeding the credit line. If you linked an invoice debtor to a debtor
for which the order is entered, the credit line of the invoice debtor will
be displayed.
Representative
Enter a representative you want to link to the order. When you linked a
representative to the debtor, this representative will be used as a default.
The representative can only be changed if you have selected the 'Change
debtor data' check box on the 'General' tab in [Sales:
File,
Company settings, Sales settings]. See
[Sales representatives].
Order date
Accept the date displayed or enter another date.
Reference
Enter a reference you want to give to the order. You can only fill this
field when you enabled 'Change reference' on the 'General' tab in [Sales:
File,
Company settings, Sales settings]. This
reference will be used as a description for the outstanding item.
Descriptions
When you click this button, you can enter three descriptions for the
order.
Text code
Enter the code to link the text code to the
order. See
[General text codes].
Extra description code
Enter the code to link the extra item
descriptions to the order. See
[Extra description codes].
Currency
Accept the default currency linked to the debtor or select another
currency. The currency can only be changed when the option 'Change debtor
data' on the 'General' tab in [Sales:
File,
Company settings, Sales settings].
Exchange rate
The exchange rate is displayed automatically. You can only change this
suggestion when you have selected the 'Change: Exchange rate' check box on the 'Sales tab' in [Sales:
File,
Company settings, Sales settings].
Payment condition
Select a payment condition. You can create payment conditions in [Finance:
Tables,
Maintenance, Payment conditions].
Selection code
Enter a selection code for the order.
Delivery tab
Collect debtor
Enter the debtor who will be receiving the goods. You can select any debtor
you created as a collect debtor. If you want to create a new collect debtor,
you will have to create a new debtor in [Finance:
Debtors, Master data, Maintenance].
Delivery date
Enter the delivery date of the goods. The processing date or the delivery
date of Exact Sales will be displayed. You can retrieve invoice data in
overviews on delivery date and print invoices selected on delivery date.
Week
The number of the week in which the delivery will take place is entered
automatically.
Delivery method
Select the delivery method. See
[Delivery/Order methods].
Address
Enter the address of the collect debtor. When
the system recognizes the code, the rest of the address will automatically be
filled. You can create delivery addresses in [Finance:
Debtors, Master data, Maintenance]
on the 'Delivery addresses' tab by clicking the 'Add' button.
'Lines' button
After having entered the order header data, you can enter the lines by
clicking the lines button.
Line number
Accept the line number or change it.
General tab
Item/Text line
When you want to enter a line for an item, you should choose 'Item'. When
you want to enter a text line, you should choose 'Text line'. If you choose
'Item', you will need to fill the fields 'Item' and 'Item description'. If
you select 'Text line' you will have to enter an item group or a ledger
account and a text line. Whether you have to enter a ledger account or an
item group depends on your sales settings in [Sales:
File,
Company settings, Sales settings]. If you have enabled the option
'Generate revenue statistics for text lines' in the 'Sales' tab, you can
enter an item group. If you have disabled this option you have to enter a
ledger account. In the field 'Text line' you enter information on an item
that is not a standard item in your product range. You can enter a maximum
of 2000 characters.
Quantity
Enter the number of items you want to have in your order line.
VAT code
Enter the VAT code that you want to use in this order line. The VAT code
that is linked to a debtor in the Finance menu is shown as a default. You
can only change this default when you have selected the 'VAT code adjustable'
check box on
the 'General' tab in [Sales:
File,
Company settings, Sales settings].
Price
Enter the price of the item. By default, the sales price of the item defined in [Sales:
Master data, Maintenance, Items, Items] will be
displayed. You can
only change this default when you have selected the 'Change item data' check
box on the
'General' tab in [Sales:
File,
Company settings, Sales settings].
Cost center
Select the cost center you want to link to the order line. By default, the cost
center that you have linked to the representative in [Sales:
Master data, Maintenance, General, Sales representatives] will be
displayed. In case you did not link a cost center to the
representative, then the cost center selected in [Sales:
File,
Company settings, Sales settings] on the 'General' tab will be
displayed. You can change this default.
Cost unit
Select the cost unit that you want to link to the order line. The default cost unit
displayed is dependent on your settings. When you have
selected 'Item', the cost unit of the item group will be shown. When you
have selected 'Text line' the cost unit of the item group will be shown, but
only when you have selected 'Revenue statistics: Text lines' check box on
the 'Sales' tab in [Sales:
File,
Company settings, Sales settings]. If you did not
select that check box, the cost unit that you defined in the settings will be displayed
as a default. You can change this default.
Note: When you are not able to select a cost unit or cost center, you
should check if the revenue account of the item group or the ledger
account that you entered manually is marked as a cost center account or cost
unit account. This can be checked in [Finance:
Ledger,
Master data, Maintenance, General ledger accounts].
Discount tab
Gross line amount
The gross line amount will automatically be displayed. The gross line amount
is the line amount excluding the discount and VAT amounts.
Price list
Enter the price list of your choice. See
[Price list].
Discount type
Select the discount type. You can choose either {Percentage} or {Amount}.
Line discount
Enter the discount percentage or amount, depending on your choice in the
'Discount type' field.
Calculation method
Select a calculation method. You can select one of the following options:
- {Price list discount over line discount} - By selecting this, the line
discount is subtracted first and then the price list discount is
calculated and subtracted from the invoice amount.
- {Line discount over price list discount} - By selecting this, the price list
discount is calculated and subtracted first, then the line discount is
calculated on the result and subtracted.
- {Price list discount plus line discount} - By selecting this, both discounts
will be calculated and added up and then the result is subtracted from
the invoice amount.
Net line amount
This field displays the total amount including discounts.
Net line amount including VAT
The VAT is calculated on the net line amount. In this field the line
amount including VAT and discount is displayed.
Project tab
If you want to link a sales order line to a project, enter the relevant
data on this tab. When an invoice is generated, the project data will be
copied to the invoice. When processing the invoice, an entry will be created
in Exact Project.
Note: This tab will only be visible when the revenue account of the item
group to which the item selected is linked is marked as a project
account in [Finance:
Ledger,
Master data, Maintenance, General ledger accounts].
Project
Select the project to which you want to link the sales order. Please note
that blocked projects cannot be selected.
Cost category
Select a cost category for the costs.
Cost center
Select a cost center to link to the sales order.
Description
By default, the description of the item will be displayed. It is also possible
to change this default manually.
Total tab
Line amount
The amount you entered in the order lines will be displayed in this
field.
Order discount
Enter the percentage of the order discount. This order discount is
calculated on top of the order lines discount, payment charge or payment
discount.
Cost code
Enter a cost code. You can create cost codes in [Sales:
Master data, Maintenance, General, Cost codes]. In this menu path,
you can link freight and order costs to a cost code as well as the
VAT code for both types of costs.
Freight costs
The freight cost will automatically be displayed when you have chosen a
cost code to which the freight cost is linked.
VAT code
The VAT code will automatically be displayed when you have chosen a cost
code to which the VAT code is linked.
Order costs
The order cost will automatically be displayed when you have chosen a
cost code to which the order cost is linked.
Order total
This field displays the total amount of all order lines, the order and freight
costs and the invoice discount.
Including VAT
This field displays the total invoice amount including the VAT amount.
Troubleshooting