Invoice and order entry (SOP settings / Invoice and order settings)

Unless specified, these settings apply to the Invoicing and Sales Order Processing (SOP) modules.

Find this screen

Open: Sales Order Processing > SOP Utilities > System Set Up > SOP Settings | Invoice and Order Entry.

Open: Sales Order Processing > SOP Utilities > System Set Up > View SOP Settings | Invoice and Order Entry

Open: Invoicing > Invoicing Utilities > System Set Up > Invoicing Settings | Invoice and Order Entry.

Open: Invoicing > Invoicing Utilities > System Set Up > View Invoicing Settings | Invoice and Order Entry.

Standard and / or free text lines

You can choose to restrict the kind of item lines that can be added to invoices and orders. You might want to do this if you're not using stock items, as this removes the Stock line type from the invoice and sales order screens.

Standard items only - free text lines won't be available when entering invoices and sales orders.
Free text items only - stock item lines won't be available when entering invoices and sales orders.
Both standard and free text items - you can enter both types of line.

Note: You can't add frees text lines to Rapid entry or Trade counter entry sales orders. You can change these to full orders by selecting the Full Order Entry button when entering one of these types of order.

Amend analysis codes

Analysis codes are applied to the whole order or invoice and to individual lines. You can choose to restrict when the values can be a changed. You might want to do this if a specific value should always be used.

If you don't allow analysis codes to be amended, then the value set as the default is always applied and can't be changed. If no default value is entered for the code, then code is not applied.

Do you want to:

Only apply default values for analysis codes to whole order or invoice (header)? - Clear the Analysis codes check box in the Order Header Entry section.
Only apply default value for all analysis codes to order and invoice lines? - Clear the Analysis codes check box in the Order Line Entry section.
Choose to restrict values for an individual analysis code on order and invoice lines? - Select the Analysis codes check box in the Order Line Entry section. Set the analysis code not to be amended from Maintain Analysis Codes.

More about analysis codes

Analysis codes are custom fields that you can associate with invoices and sales orders. You can use them to filter or group invoices on reports and workspaces. For example, you could use analysis codes to specify which sales person has sold the goods, or to specify which branch or region placed the sales. You use the same analysis codes for invoicing and sales orders.

Each analysis code has two parts: a Code for the type of information and a set of Values that can choose for each invoice. For example, a Sales person analysis code could have a set of values; John, Tim and Ben. You choose a Value for each relevant analysis code. If an analysis code is not to be used, leave the value blank.

Analysis codes can be added to:

The whole order or return (header), on the Analysis Codes tab.

Note - information
Analysis codes are displayed on the Analysis Codes tab for Sage 200 Professional versions from 2023 R1 onwards, but are displayed on the Delivery & Invoicing tab for Sage 200 Professional versions up to 2022 R2.
The whole invoice credit note (header), on the Analysis Codes tab.

Note - information
Analysis codes are displayed on the Analysis Codes tab for Sage 200 Professional versions from 2023 R1 onwards, but are displayed on the Return & Credit tab for Sage 200 Professional versions up to 2022 R2.
Individual item lines, using the Analysis Codes button on the line.

See Use analysis codes with sales orders and invoices.

Amend nominal code

The nominal account code is set for individual item lines in the order. This is used to post the value of the stock.

The nominal account is taken from the stock item record by default, and you can choose to restrict the nominal account from being changed.

If you want to allow the nominal account to be changed when entering item lines on an order, enable Allow amendment of - Nominal codes.
To prevent the nominal account from being changed when entering item lines on an order, disable Allow amendment of - Nominal codes.

The value set as the default is always applied and can't be changed. If no default value is entered for the nominal code, then the nominal code is not applied.

Set payment options

If you want to, you can record the receipt of a payment at the same time as entering an order or invoice.

To do this, select Allow payments to be recorded during invoice and full order entry. This is useful if your customers pay when goods are ordered.

If you never take payments with orders then you don't need to turn this on.

Invoicing payments with order immediately (sales orders only)

This only applies to sales orders. If you're using Invoicing then you would generally expect to post the invoice within a few days of raising it.

The option here sets Invoice payment with order immediately to be selected by default when an order is entered. You can change it on individual orders, if required.

HMRC rules state that VAT should be recorded on the VAT return at the time of invoice or on receipt of the payment, whichever is the first. When a payment is taken at the time of ordering, you need to decide whether the payment should be invoiced at the same time. This is because the payment must have a tax point date in the same period as the money was actually received.

When to select Invoice payment with order immediately

Select this when you need to include the payment amount on the VAT return before despatching the goods. This allows you to despatch the goods and invoice the customer in the usual way whilst also including the VAT on the VAT return. You can also partially despatch and partially invoice the order.

This process creates a special VAT invoice and a separate goods invoice for your customer.

Enter the order, enter the payment, select Invoice Payment immediately and Save.

A VAT invoice is created and printed. This shows the total goods and VAT values but indicates that it's for VAT purposes only.

Post the VAT invoice. This creates the tax point date.

The payment is posted to the customer's account.
The payment value is shown as Declared on the order.

The VAT invoice is posted to the customer's account, the VAT return and to the Prepayment nominal account, as follows:

Nominal Account	Debit	Credit
Prepayments		Net
VAT		VAT
Debtors Control	Gross

The invoice is allocated to the payment.

Despatch the goods as usual.
Print an invoice for the goods as usual and send this to the customer.

This shows the goods less the value of the payment. If the order was paid in full, the invoice value will be zero.

This has a new invoice number, so you'll always have an additional VAT invoice associated with this order.

Post the goods invoice.

The customer's account is updated.

The net value is reversed out of the Prepayments account and posted to the correct sales account.

Nominal Account	Debit	Credit
Prepayments	Net invoice value
Sales account		Net invoice value

What if there are still goods outstanding?

If the payment was a deposit, then the VAT invoice will only be for the amount of the deposit. Any remaining goods will be included on the goods invoice and will be outstanding on the customer's account, ready for you to allocate the remaining payment when you receive it.

About Opayo (formerly Sage Pay) and card processing

Opayo is the new name for Sage Pay. If you're using Sage 200 Professional versions up to 2020 R1, where you see references to "Sage Pay" in the app, these are referring to the Opayo payment service.

Opayo is an online card service provider similar to PayPal. Opayo integrates seamlessly with Sage 200 making it easier for your customers to pay you and easier for you to process those payments.

Once you've subscribed and integrated Opayo with Sage 200, you can:

Take card payments from your customers and input them directly into Sage 200. This is useful when a customer pays you over the phone.
Add Pay Now buttons to invoices, statements and debtor letters, so your customers can pay you immediately. Your customer just clicks the button and enters their card details.
Import payments made using the Pay Now option, directly into Sage 200.

To use this, select Enable card processing.

Order taken by

Use this to choose whether the user's name is automatically entered as the order taker.

If you select Use the user's logon name as the document taker, the person's user name is automatically entered as the Order taken by name on the order's Delivery & Invoicing tab.
If you don't select Use the user's logon name as the document taker, the Order taken by name will be left blank, so you'll have to manually enter the name on each order if required.

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