Standard items are those items that have a stock record in the Stock Control module, or are sales order items.
Note: If you are using sales order items, some options are not applicable.
Stock is only allocated to sales orders if you have chosen to Allocate stock on order entry in the SOP Settings Processing tab.
The quantities to be allocated are displayed and can be amended.
The quantity allocated is automatically the same as the order quantity, as long as there is enough stock available. If not, the quantity allocated is reduced to the amount of available stock.
If the stock item has been set to Allow Negative Stock, you can increase the quantity allocated. You cannot allocate more than the order quantity.
Order line discounts.
An order line may have a discount applied if:
- A line discount is specified on the customer account Documents tab.
- A discount is specified in the Price Book.
Discounts are applied in the following order:
- A surcharge if applicable.
- A special price if applicable (set up in discounts for stock item in the Price Book).
- The best discount on offer, after comparing the customer line discount and the discount in the price book.
When the order is confirmed the order discount (invoice discount on the customer account Documents tab), if applicable, is compared to the price book discount. If the price book discount is more than the invoice discount, you can choose which one to apply.
Batch/serial numbered items may require additional processing if you have chosen to assign numbers when entering an order.
If have chosen to assign batch/serial numbers when allocating stock on the stock control settings Options tab, the numbers are allocated automatically when entering the order.
If required, you can change the assigned numbers when entering the order. The batch/serial numbers are printed on the picking lists if you system is set to do so.
If you have chosen to assign batch/serial numbers when despatching stock on the stock control settings Options tab, the required quantities are allocated from the relevant warehouse or bin, but no batch/serial numbers are assigned.
The batch/ serial numbers are selected when the goods are confirmed as despatched.
You can allocate a traceable item to an order when there is not enough stock, provided the stock item allows negative stock levels. This creates pre-receipts for the item. The pre-receipts are automatically fulfilled when the stock level is replenished.
Add standard items
Open: Sales Order Processing > Sales Orders > Enter New Order - Full | Order Details.
- Click Add items.
- Select Standard Item.
Enter the item details
Select the item using the Code or Name drop-down list. The description and the terms of how the item is sold are displayed.
If you are using multiple locations, select the warehouse from which the item is to be sold.
This defaults to the warehouse specified on the Details tab.
This does not apply to sales order items.
This defaults to the Stock Order Fulfilment method set for the stock item in the Stock Control module.
You can change this here if you have the Override Fulfilment Method option set in the User Permissions.
The Fulfilment methods available are:
- From stock.
- From supplier via stock.
- From supplier direct to customer.
Amend item line description
To change the displayed item description select Amend item line description and enter the revised information in the displayed box.
Set as Preferred item To add this item as a preferred item for this customer, click Set as Preferred item. You can think of preferred items as 'favourites' for the customer. To see a customer's preferred items when you enter a order, click Suggested Items.
If the stock item has alternatives associated with it, you can swap the item for one of its listed alternatives. Click Select Alternatives and select the alternative item from the list.
For example, you might want to do this if a particular item was out of stock.
If you are using Manufacturing, you can set options for MPS and works orders.Manufacturing options
- By default, the Include in MPS check box is selected. This ensures the item is included when Read Demand is run in Master Production Scheduling (MPS). Clear the check box if you do not want the item to be included.
- You can set up sales orders to link automatically with works orders. You set up the default option in the SOP Settings Manufacturing tab. If you choose either of the operator choice options for Flag Sales Order Line as Linked, the Linked check box is shown here.
- Select Linked if you want the sales order line to be flagged as linked.
- Clear the check box if you do not want to flag the sales order as linked.
Note: Only stocked and built items can be linked. You cannot flag an item as linked when there is an allocation. If stock is allocated you must remove the allocation before you can link it.
- You can set up sales orders so that works orders are automatically created when the sales order is saved. You set up the default option in SOP Settings Manufacturing tab. If you choose either of the operator choice options for Create Works Order when Sales Order is saved, the Create Works Order check box is shown here.
- Select Create Works Order if you want a works order to be created when you save the sales order.
- Clear the check box if you do not want a works order to be created when you save the sales order.
Note: You can only select this check box if the Linked check box is selected. Works orders are not created if the customer or sales order is on hold.
Enter the Item Values.
Selling price unit
You can change these if you are adding a stock item sold in trade units.
Note: If you are adding a sales order item, enter the selling price unit.
Enter the quantity for the order.If you are using Manufacturing
If you change the quantity on the sales order that is linked with a works order, you must amend the works order manually.
Note: The quantity will be modified if it is not an allowed amount (according to the unit's precision setting).
Qty to allocate
Accept or amend the allocated quantity.
You must have chosen to allocate stock on order entry in the SOP Settings Processing tab. This does not apply to sales order items.
You cannot allocate more than the order quantity. You can only allocate more than the available stock, if the stock item allows negative stock levels.
If required, change the unit price.
You must have selected Override prices and discounts in the User permissions.
Change the Unit Cost if required.
You must have the Override Cost Prices option set in the User Permissions.More about on cost prices
The default cost for the unit item is the standard price if the costing method is set to standard for the stock item. Otherwise the unit cost is the current average price for that stock item.
This allows you to control the way that you calculate your sales profit.
Unit discount %
Enter or amend the discounts for the item.
You can specify a line discount in the customer's account or in the price book.
You can change the discounts if you have Override Prices and discounts set in the User Permissions.
Note: You cannot change this if the price is marked up.
Check the Item totals.
The appropriate VAT rate for the combination of customer and item is displayed.More about VAT rates
If you have chosen Use VAT code as SOP default in the customer account Trading details tab, the VAT code displayed is the one set on that customer's account.
If required, you can change the VAT rate used for the order line.
If you select a stock item that uses Reverse Charge VAT rules, the reverse charge VAT rules will be applied to the invoice when it is printed.
Enter document comments if required.
Click this to enter comments to print on the picking list.
Click this to enter comments to print on your despatch note.
Project analysis and Nominal Analysis information.
Change these if required.
Standard stock items of Product type Stock
Select the Project Code and select the project item for Revenue postings. If you selected Generate Cost of Sales postings for SOP on the Options tab within Stock Settings, you can also select the project item for Cost postings.
Postings to the selected project item's nominal account occur if Project item is selected for Stock Order Lines on the Postings tab in Project Accounting Settings.
Standard stock items of Product type Service/Labour or Miscellaneous
and Sales Order Items
Select the Project Code and select the project item for Revenue postings.
Note: Project analysis only applies if you have integrated with project accounting. The projects you can choose from are the projects with Allow Costs and Allow Revenue selected on their status.
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.
Discounts, analysis codes, and profit analysis.
You can view or change the following:
Click Discounts to view the discount for an item.
You must have View Discounts set in the User Permissions.
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.
Note: The type of profit calculation (percentage, based on revenue or cost) is set in the Stock Control settings Options tab.
Stock projection and works orders (Manufacturing).
View Stock Projection
You can view stock projection details for the item; however, this option is not available while MRP is running.
Show Works Order
You can view the works order that is associated with the sales order; however, this option is not available while MRP is running.
- Click Save to confirm. Click Proceed for batch/serial numbered items.
Cross-selling items are complimentary items that you can add for standard items in the sales order. For example, if you sell a printer, you might want to show print cartridges or cables for that printer. For more information, see Cross-selling stock items.
When you add a standard item to an order, you can add any cross-selling items for the item.
Click Add to add a Standard item to the order.
Enter a the item details, then select Save and Cross-sell.
To add a cross-selling item to the order:
Select a Warehouse, if it is blank.
You can change the warehouse if required.
Enter a Quantity for the item.
If you don't want to include the item, just leave the quantity as zero.
The selling unit, price and discount information is displayed once you enter the quantity and warehouse.
You can change the Unit Price or Discount percentage, if you have appropriate permissions.
- Select Save to add the cross-selling items to the order.
You can only add cross-selling items to standard items; not free text items, additional charges, or comment lines.
If the Save and Cross-sell button is disabled, there are no cross-selling items for this stock item.
If the Save and Cross-sell button is not visible, then cross-selling has not been enabled in SOP Settings.