Enter full sales orders

Find this screen

Open: Sales Orders > Sales Orders > Enter New Order.

Open: Sales Order List > New Order Full.

Watch a video

Record a sales order (video)

How to

Enter a full sales order

Open: Sales Orders > Sales Orders > Enter New Order.

Open: Sales Order List > New Order Full.

1. Select the customer that you want to enter an order for.

   Note: If customer alerts have been set up for this customer account and document type, they'll be displayed before you continue. To view the alert messages again, click the alert icon next to the customer account. See Customer alerts.

2. Enter the order dates.

   The promised date is required if you want to create a purchase order from the sales order (back to back order).

   If you change the requested or promised date, you can choose to update all existing items in the order with the new date.

3. Enter a Customer order no if required.

4. Choose the warehouse you want to supply the goods from.

5. Click Add to add items to the order:

   Choose whether you are adding a Standard item, Free text item, Additional charge or Comment line. Depending on your choice, you will need to enter different values.

   Standard item

   1. Select Standard item.
   2. Select the item Code.
   3. Enter a Quantity.

   4. For an order for a stock item, enter the Qty to allocate.

      You cannot allocate more than the order quantity.

      You can only allocate more than the available stock if the stock item's product group is set to Can over allocate negative stock.

   The rest of the fields are pre-filled with defaults from the item and customer account but can be changed. For example, you can choose a different warehouse for the item than the default, if required.

   Tip: If you want to add this item as a preferred item for this customer, click Set as Preferred. You can see preferred items by clicking Suggested Items. You can also set up preferred items for customers by using Stock Control > Stock Records > Customer Preferred Items.

   Free text item

   1. Select Free text item.
   2. Enter a description.
   3. Enter a selling price (this can be 0.00 if required).

   The rest of the fields are pre-filled with defaults but can be changed.

   Additional charge

   You can choose a predefined additional charge, or enter a one-off charge.

   Add a predefined additional charge:

   1. Select Additional charge.
   2. Select the charge from the Code drop-down list.
   3. The remaining fields are pre-filled with the defaults from the additional charge, but you can change these.

   Tip: If you use an additional charge regularly, you can set up your own additional changes in Settings > Invoicing and Sales Orders > Additional Charges.

   Add a one-off additional charge:

   1. Enter a name for the one-off charge in the Code field.
   2. Enter a Name, which is printed on the order.
   3. Enter the Value, Cost (if required), VAT rate and Nominal account.
   Comment line

   This adds a comment line to the document. You can also choose whether to include the comment on customer documents such as invoices and credit notes, and include it on a picking list.

   These are different to the comments set on the stock item.

   1. Select Comment line.
   2. Enter the comment text to be displayed in the Item Description.

   3. Choose whether to display the comment on documents.

      • Select Show on customer documents to show this comment on customer documents such as invoices and credit notes.

      • Select Show on picking lists to show this comment on the picking lists printed for this order.

        These comments for the order will be included on a separate page in the picking list, as the comments are not specific to a particular warehouse or item.

        The picking list includes separate pages for each warehouse, which contain the picking list details of the individual items in the order. To change the picking list details for order items on the warehouse picking list pages, edit the item (standard item or free text) and select Picking List.

6. You can add cross-selling items to the order (for standard items only).

   Add a cross-selling item

   Cross-selling items are complimentary items that you can add for standard items in a sales order or quotation. For example, if you sell a printer, you might want to show print cartridges or cables for that printer.

   • Select Save and Cross-sell to add cross-selling items, which are related to the current stock item.

   Note:

   • You can only add cross-selling items to sales orders and quotations; not pro formas or sales returns.

   • 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 Invoice and Order Settings.

7. Use Suggested Items to see other items that the customer might be interested in buying. You can see preferred items for the customer, plus recently and frequently ordered items.

   Note: Suggested Items will only be available if you've enabled suggested items in Invoice and Order Settings.

   Add suggested item

   1. Select Suggested Items to view stock items that the customer might be interested in buying.

      Note: Suggested items aren't available if you've selected the cash account for sales orders, or the prospect account for quotations.

   2. The list of suggested items can show items that are frequently ordered, recently ordered, or are preferred items for the customer.

      • You can filter the list to show frequent, recent, and preferred items. The Source column shows where the item comes from.
      • Items may be included in the list more than once; for example, if an item is a preferred item, and has also been ordered recently.
      • The Frequency shows the number of times the item has been ordered, not the total quantity ordered.
      • The Last Sales Date shows the document date of the most recent sales order that was entered for this item. Note that you may have entered older sales orders with a more recent document date.

   3. To add a suggested item, select the item and click Add.

      Note: You can add an item more than once, for example if you want to add items located in different warehouses.

   4. Enter the details for the item.

      1. Select a Warehouse, if it is blank.

         You can change the warehouse if required.

      2. Enter a Quantity for the item.

      3. The selling unit, price and discount information are displayed once you enter the quantity and warehouse.

         You can change the Selling Unit, Unit Price or Discount percentage, if you have appropriate permissions.

   5. Once you've finished adding items, click Save.

8. Enter delivery and invoicing details on the Delivery & Invoicing tab.
9. Set analysis codes for the order on the Analysis Codes tab.
10. Enter payment with order on the Payment With Order tab, if required.

11. When you've finished creating the order, save the order.

    • To save your order, select Save.

    • To save your order and immediately generate any purchase orders attached to this order (a back-to-back order), select Save and Generate PO.

Amend sales orders

What you can amend in a sales order depends on how complete the order is and on your user permissions. You can't change the order number.

Open: Sales Orders > Sales Orders > Amend Order.

Watch a video

Correcting order processing mistakes (video)

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Useful info

About full sales orders

Use full order entry to create orders that contain free text, items, comment lines or additional charges in addition to standard items. You can also record payment with the order and view profit or discount values for the order.

You must use the full order entry option if you want to generate a purchase order on the back of the sales order (back-to-back orders).

If you want to enter batches of sales orders for standard stock items only, use the rapid order entry method.

Note: 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 VAT only invoices and credit notes.

Things to consider

• Delivery address and invoicing details (order discount, settlement discount, analysis codes).

  These are taken from the customer's account and can't be amended on the order.

• Credit limit.

  The credit limit is checked when create the order and when it's saved. If the customer has exceeded their credit limit the order is put on hold. If you have the correct permissions you can override this.

• Prices and line discounts.

  These are taken from the customer's account. You can override these if you have the correct permissions.

• Stock Allocation.

  Stock is automatically allocated regardless of the stock level.

• Payment with order.

  You can record payment with the order.

Note: You can add memos to sales orders in the Web Portal, but these will not be visible in the Sage 200 desktop.

Use Invoice Payments

Sage Invoice Payments is a great way for your customers to pay you online, quickly and easily.

Use Sage Invoice Payments to request payments from your customers, using the payment providers Stripe, PayPal, or GoCardless.

You generate invoices with a Pay Now button, then email the invoices to your customers. Your customers then select the Pay Now button to pay the invoice using the payment provider that you've chosen.

After your customer pays the invoice, the transactions can be downloaded and posted in Sage 200.

Invoice Payments integrates seamlessly with Sage 200, making it easier for your customers to pay you, and easier for you to process those payments.

• Select Invoice Payments to get started.

  This button is not displayed if you've already set up Invoice Payments.

  Note: You can only set up Invoice Payments if you have permission to access Cash Book Settings.

See Take payments using Invoice Payments.