Enter the debtor who placed the order.
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.
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.
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].
Accept the date displayed or enter another date.
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.
When you click this button, you can enter three descriptions for the order.
Enter the code to link the text code to the order. See [General text codes].
Enter the code to link the extra item descriptions to the order. See [Extra description codes].
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].
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].
Select a payment condition. You can create payment conditions in [Finance: Tables, Maintenance, Payment conditions].
Enter a selection code for the order.
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].
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.
The number of the week in which the delivery will take place is entered automatically.
Select the delivery method. See [Delivery/Order methods].
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.
Accept the line number or change it.
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.
Enter the number of items you want to have in your order line.
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].
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].
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.
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].
The gross line amount will automatically be displayed. The gross line amount is the line amount excluding the discount and VAT amounts.
Enter the price list of your choice. See [Price list].
Select the discount type. You can choose either {Percentage} or {Amount}.
Enter the discount percentage or amount, depending on your choice in the 'Discount type' field.
Select a calculation method. You can select one of the following options:
This field displays the total amount including discounts.
The VAT is calculated on the net line amount. In this field the line amount including VAT and discount is displayed.
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].
Select the project to which you want to link the sales order. Please note that blocked projects cannot be selected.
Select a cost category for the costs.
Select a cost center to link to the sales order.
By default, the description of the item will be displayed. It is also possible to change this default manually.
The amount you entered in the order lines will be displayed in this field.
Enter the percentage of the order discount. This order discount is calculated on top of the order lines discount, payment charge or payment discount.
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.
The freight cost will automatically be displayed when you have chosen a cost code to which the freight cost is linked.
The VAT code will automatically be displayed when you have chosen a cost code to which the VAT code is linked.
The order cost will automatically be displayed when you have chosen a cost code to which the order cost is linked.
This field displays the total amount of all order lines, the order and freight costs and the invoice discount.
This field displays the total invoice amount including the VAT amount.
Troubleshooting
You should enter the most frequently used invoice debtor in [Finance: Debtors, Master data, Maintenance]. When entering an order, this debtor will be displayed by default. When you want to use another invoice debtor, you can select the other invoice debtor in [Sales: Processes, Sales orders, Sales order entry].
Sales Invoice Manual > Contents > Entering sales orders > Sales orders > [Sales: Processes, Sales orders, Sales order entry]