Enter repeat order templates

Find this screen

Open: Sales Orders > Sales Orders > Repeat Order Templates

How to

Create an order template

Open: Sales Orders > Sales Orders > Repeat Order Templates

Click New.
Enter the details of the customer.

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.
Enter the details of how often you want to use this repeat order.

When you choose Next Due Date when creating the order, Sage 200 works out what the next order date should be.
Enter the details of the order on the Order Details, Delivery & Invoicing, and Analysis Codes tabs.
Click Save.

Amend an order template

You can amend templates that have a Live status. Templates status only changes to Completed once the template has expired.

If sales orders have been created from the template, you cannot amend the Start Date.

You can delete a template at any time. From time to time, you will want to delete templates that you no longer need, maybe they have expired or the customer for whom you set up the order no longer requires the repeat order.

Create orders from templates

Once you have prepared a repeat order template, orders can be created according to the frequency and scheduling specifications you have entered. The orders are not created automatically. You need to open the templates screen and choose the orders to create.

Select the templates you want to use.
Click Create Order.
If you didn't specify the warehouse any goods will be taken from, you'll need to do this now.
Choose to create the order on the date it's next due, or enter a date for the order.
Once the orders have been checked, click Continue to create the orders.

Amend orders created from templates

Once the orders have been crated, you can amend in the usual way from the Amend Order screen.

Open: Sales Orders > Sales Orders > Amend Order.

Useful Info

When to use a repeat order template

If you have an arrangement with customers to provide the same goods and services at regular intervals, you can set up a templates for repeat orders to do this.

In addition to the items you normally include on the order, the repeat order template contains details of frequency and scheduling in order to generate the orders. If you need to you can also create additional orders from the templates manually.

The orders are not created automatically. You have to choose the templates and created to orders from this screen. Sage 200 uses the frequency information you've provided to work out the order date.

A new order template is Live once you save the details. If the template has expired either because it has reached expiry date or the maximum number of uses, it acquires the status Completed. You can't edit a Completed template but you can view the details. You can also delete repeat order templates (even ones that are Completed) and this removes them from Sage 200.

What's in a repeat order template?

You create a repeat order template for a specific customer, selecting the customer account on the template details screen, along with the template schedule. You specify the frequency of the orders to be generated by the template, when the orders start from and when the template expires.

Information you need to enter for .

The items or lines required. You can add the following types of lines:
- Stock item: These can be for products or services.
- Free text items: Use this for one off items that have a value but don't have stock record.
- Additional charges: These are added to an order to cover costs, such as delivery or insurance. You can add these as one-off charge or create a record for charges you use regularly.
- Comment lines: These simply add information. You choose whether they're printed on your documents.
The warehouse the stock is to be supplied from.
The delivery address if it's different to the customer's main address.
For foreign currency customers, the exchange rate to be used.

Entering repeat order templates for foreign currency customers

When you are entering for foreign currency customers, the exchange rate set on the Currencies and exchange rates screen is displayed on the Order Details tab. This exchange rate is used to calculate the price of any items you add to the repeat template, because prices are stored in base currency. You must check and change the exchange rate, if required, before adding items to the template, otherwise the default exchange rate will be used.

Note: The exchange rate used to post the invoice values to your nominal accounts is set when you print the invoice for the customer.

When you add items to the template, the VAT is set on each line. This means you can use different VAT rates for different items. When you sell products and services to customers in other countries, the VAT rate needs to reflect this. Sage 200 will always use the VAT rate set on the customer's account when the customer's Country Code is set to anything other than GB. When the foreign currency customer is selected on a template, the VAT Rate on the customer account overrides the VAT rate on a stock item.

When an order can't be created from a template

There are a number of checks carried out in Sage 200 when you create an order from a template. You can't create an order:

For a customer whose account is on hold.
If creating an order takes the customer over their credit limit, the order is automatically put on hold. If you have the appropriate user permissions, you can override this.

What happens when

A template is saved or amended

The template is ready for use the next time you want to use it to create an order.
The template status shows as Live.

An order is created

The order is saved and can be processed in the usual way from the Sales Order list.
The order number is added to the Template Details.