Add goods and services to the sales order (free text items)

About entering a negative unit price

Negative item lines are often used to indicate a discount or to make it easier for businesses to process the offer or acceptance of part exchange goods.

You can only enter a negative unit price on a Full Order Free text item line. You cannot enter a negative unit price on quotations, pro formas or repeat order templates.

You enter a negative value in the Unit price:£ box. You cannot enter a discount amount or a discount percentage for items with a negative price. You also cannot enter Document Comments.

The Confirmation required prior to invoicing list displays the Confirmation not required option. This confirms to the system that it is unnecessary to despatch any items for this item line.

Before you try to save the order, check that the Goods and VAT values on the order are not negative. If the total goods or total VAT values are negative the order will not save. If this is case, please check the following:

The VAT code for an order line may create a negative VAT value. You should check that the VAT codes used for each stock item match the negative value on the free text item line.

For example, a 0-Exempt VAT code may create a negative VAT value even though the unit price for the goods seems correct.
A discount has been applied to the goods line, reducing the net value so it does not bring the total of goods value above or equal to the negative item line.

If the total goods or total VAT value is still negative, you must amend your order lines by adding stock or additional charge lines, amending VAT codes or changing any item line discounts, until the goods total and VAT totals for the order are zero or a positive.

To add goods and services (free text items)

Open: Sales Order Processing > Sales Orders > Enter New Order - Full | Order Details.

Click Add items.
Select Free text item.

Enter the line details.

Item line description	Enter descriptive text for the line.
Quantity	Enter the quantity for the line.
Selling price unit	Specify the selling price unit.
Unit price	Enter the unit price for the line. Note: You can enter a negative unit selling price here if you require. If you enter a negative value, you cannot enter a unit discount percentage or a discount amount.
Unit cost	Enter the unit cost (in the currency of the order). This is used to calculate the profit level for the item.
Unit discount % Unit discount £	Enter or amend the discount percentage or discount amount. You can specify a line discount in the customer account Documents tab. Note: To change the discount, you must have selected to Override prices and discounts in the user permissions.
VAT rate	Accept or amend the displayed VAT rate. Tip: You can't amend the VAT value of the item. If you want to adjust the VAT value for an item, you will need to enter a VAT Only Invoice to correct the value. See Produce a VAT only invoice or credit note.
Confirmation required prior to invoicing	Choose when orders/returns containing free text lines are printed. The default confirmation method is set in the SOP settings Processing tab. Select the confirmation method from the drop-down list. Note: To change the confirmation method, you must have selected Override Confirmation method in the User permissions.
Delivery dates	Accept or amend requested and promised delivery dates. The dates will default to the dates you have set for the order on the Order Details tab, but the dates can be changed for each item. Note: If you need to change the delivery dates for all existing items in the order, change the requested and promised dates on the Order Details tab.

If required, enter Document Comments.
- Picking List: Use this to enter comments to print on the picking list.
- Despatch Note: Use this to enter comments to print on your despatch note.

If required, enter the Project Analysis and Nominal Analysis information.

Project analysis

Select the Project Code and select the project item for Revenue postings from the Project analysis tab.

Note: Project analysis only applies if you have integrated with project accounting. The projects you can choose from are the projects with Allow Revenue selected on their status.

Nominal analysis

This shows the default nominal account for Revenue.

This is used to post the value of the stock. The nominal account is taken from the stock item record.

If you have selected to Allow the amendment of - Nominal codes in the Invoice and Order Entry tab of SOP Settings, then check the nominal account displayed. Amend the code, if required.

If required, click to enter or view Discounts, Analysis Codes or Profit.

Discounts

Click Discounts to view the discount for an item.

You must have View Discounts set in the User Permissions.

Note: If you see the message "Some details aren't available for orders created in older versions of Sage 200", this means the additional details about the source of the discount were not saved with the order, because this wasn't supported in older versions of Sage 200 before 2021 R2.

Analysis Codes

Click Analysis Codes to view or change the analysis codes.

Note: To change an analysis code, you must have selected Allow amendment of - Analysis codes in the Invoice and Order Entry tab of SOP Settings.

Select the required Values from the drop-down lists.

To add a new value to this analysis code, click New value.

Note: To add new value to an analysis code, you must have selected Add New on Entry when setting up analysis codes in Accounting System Manager.

Profit

Click Profits to view the profit analysis for an item, if you have View Profit set in the User Permissions.

Note: The type of profit calculation (percentage, based on revenue or cost) is set in the Stock Control settings Options tab.

Click Save to add the item to the order.

Note: The order cannot be saved by the system if the goods and the VAT values are negative. If this is the case, you must enter a negative unit price.