Processing options (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 | Processing.

Open: Sales Order Processing > SOP Utilities > System Set Up > View SOP Settings | Processing.

Open: Invoicing > Invoicing Utilities > System Set Up > Invoicing Settings | Processing.

Open: Invoicing > Invoicing Utilities > System Set Up > View Invoicing Settings | Processing.

Set order pricing

Choose whether to use VAT inclusive or VAT exclusive prices on sales orders and invoices. This determines how prices are calculated.

• Prices exclude VAT: VAT is added to the item price. For example, an item has a selling price of £100 and VAT is 20%. When this item is added to an order or invoice, £20 VAT is added making the total value £120.

• Prices include VAT: VAT is deducted from the item price. For example: An item has a selling price of £100 and VAT is 20%. When this item is added to the order or invoice, the VAT is deducted from the selling price making the total value £83.33, after deducting £16.67 VAT.

How you choose to apply VAT may depend on whether the items you sell are exempt from VAT. For example, VAT inclusive pricing may be more suitable if you sell to the public and include VAT in your prices.

Once set, this setting applies to all orders and invoices.

Choose when stock is allocated (sales orders only)

You can choose to allocate stock to sales orders manually or automatically.

• To allocate stock automatically, select Allocate stock on order entry.

  Stock is allocated as orders are entered in turn. You can't set a priority of one customer over another.

  When the order quantity is entered, stock is allocated straight away, up to the amount of free stock available. You can change this per order, if required.

  If you set this, then you can also choose to print picking lists automatically (Document Printing tab).

  What if there isn't enough free stock?

  Stock is allocated up to the free stock available, unless the stock item belongs to a Product Group set to Allow negative stock. Any remaining stock must be allocated manually when your stock levels are updated.

  If the item is set to Allow negative stock, you allocate up to the order quantity regardless of the free stock available. This can be useful if the stock levels in Sage 200 are not always up to date.

• To allocate stock manually, clear the Allocate stock on order entry checkbox.

  All stock must be allocated to orders using the Allocate stock screens before an order can be recorded as despatched. This is useful if you want to use other criteria to allocate stock, such as the order priority, or order promised date.

Note: When entering sales orders using the trade counter order entry, stock is allocated to the order automatically regardless of this setting, provided there is sufficient stock available.

Allow picking lists to be changed (sales orders only)

The picking lists shows the location of the stock items on the order to help your warehouse staff prepare the order for despatch. If you're using batch and serial numbered items, these are also shown here.

There may be occasions when the items to be despatched are not in the same location as the picking list and you need to change it.

• If you want to allow picking lists to be changed, select Allow picking lists to be amended.

  When a pickling list is amended, the associated stock allocations are also updated.

• If you don't want to let picking lists be changed, clear this option.

  If different goods are selected, then you must manually amendments the order allocations to make sure the right stock is recorded as despatched.

Before you can select this option, you must also select Print picking lists for orders on the Document Printing tab.

Note: This does not apply to the picking lists generated using trade counter order entry.

Choose when stock levels are updated (sales orders only)

Here you can choose which part of the order process updates the stock level.

• If you want to update the stock levels when goods are despatched, select Order despatch is confirmed.

  Note: This will update stock levels immediately when you confirm goods despatched, even you set a Despatch date that's in the future.

• If you want to update the stock levels when the invoice is posted, select Invoice is posted.

  You can also choose which date is used in the stock history. The records the movement of stock as Out SOP.

  • If you want to use the invoice date, select Use the invoice date on the stock history.
  • If you want to use the despatch date, clear this option.

Note: You cannot change this setting once whilst you have orders that require processing.

Choose how non stock items are despatched (sales orders only)

Use these options to control how free text items and service/labour type stock items are despatched, which affects when you can print your invoices.

You can only create and print invoices for your sales orders once all the goods in the order that require despatch have been despatched.

• For free text items and service/labour type stock items, you can choose if they required despatch, and whether their despatch is recorded separately to stock items. If you choose that these items don't require despatch, note that this can result in the items being included on invoices before your services have been supplied.

• You don't confirm despatch for additional charge items, so this affects when you can print the invoice that includes the additional charge. The additional charge item can be invoiced when the sales order is full or part despatched, and ready to invoice. If a sales order doesn't contain any items that require despatch, then you will be asked if you want to print the order invoice immediately when you save and confirm the order. So if an order only contains additional charge items, and doesn't require despatch, you can print the invoice including the additional charge when you save and confirm the order.

Here you can choose how to record despatch of free text lines and service/labour type items:

• If you want to confirm despatch of free text or service items at the same time as confirming stock items as despatched, select Confirm with Goods Despatched/Received.

  This means these item lines must be recorded as despatched using Confirm Goods Despatched (SOP), before the invoice can be printed. Both stock and free text items appear on the despatch note. Using this prevents invoices being sent to customers before the services are supplied.

• If you want to confirm despatch of free text or service items separately to stock items, select Confirm as Service/Free Text.

  This means these item lines must be recorded as despatched using Confirm Services Despatched (SOP). Stock and free text items appear on separate despatch notes. You still use Confirm Goods Despatched (SOP) for normal stock items.

• If you want to be able to invoice free text or service lines straight away, select Confirmation not required.

Note: You can only change this despatch setting for items in the order if you have Override default confirmation method on order lines set in your User Permissions.

Record tracking information for despatches (sales orders only)

You can record tracking and shipping information when you despatch items in a sales order.

To record tracking information, enable Record tracking on despatch.

• When you despatch an order, you will be prompted to add tracking and shipping information. For example, you can enter the courier, consignment number, Incoterm, reason for export, weight, number of pieces, and any notes for the shipment.

  You can skip this step if there is no tracking information to add, or you are not ready to enter it during despatch.

  To despatch an order item and record tracking information, see Despatch stock (non traceable item) and Despatch stock (traceable item).

• If you want to add or amend tracking and shipping information after you have despatched the order item, use Amend Tracking Information.

  To amend tracking information, see Tracking and shipping information for a despatch.

To set up information that you use for tracking and shipping information, see:

• Couriers for sales orders.

• Incoterms for sales orders.

• Reasons for export for sales orders.

Keep records of cancelled order and invoice lines

You can keep a record and report on your cancelled orders and invoices:

• If you want to save a history of cancelled orders and invoices, select Record details of cancelled orders for future analysis.

  All orders and invoices cancelled in full are saved in a history file, which you can report on.

  You can also see cancelled order lines when you view an order by selecting Cancelled order lines.

  Sales orders only - When you remove individual items or reduce an item quantity on sales orders, you can also choose to save this as a cancelled line.

• If you don't want to keep cancellation information, clear this option.

  Note: If you clear option after saving some orders in the history file, you will need to confirm that you want to change the setting. Once you confirm this, the system will remove the stored history of cancelled orders.

Choose how invoices and credit notes are posted to customer accounts

Invoice and credit note transactions can be posted to your customer accounts as soon as they're posted, or sent to the pending postings file.

Payments linked to orders are always posted directly to the customer's account.

• To post to your customer accounts straight away, select Add directly to the Sales Ledger.
• To post to the pending posting file, clear this option.