Add free text items (goods and services) to sales orders

Add free text items

Open: Sales Order Processing > Sales Orders > New Sales Order

Open: Sales Order Processing > Sales Orders > Amend Sales Order

Go to the Order Details tab.
Add a line to the order and select Free text as the Type.

Note: If you can't select a free text item, that's because it hasn't been set as allowed on the Invoice and Order Entry tab in SOP settings (in the Sage 200 desktop).
Enter a Description for the item.
Enter the basic details, such as the quantity and unit price.
To enter more details for the free text item, select More actions > More details.

Free text item

Enter a Item description for the free text item.

Items values

Quantity: Enter the quantity of the item for the order.

Note: The quantity will be modified if it is not an allowed amount (according to the unit's precision setting).
Selling price unit: The units that the item is sold by, such as a box, crate or bottle.

Specify the Selling price unit for the free text item.
Unit price: Enter the Unit price for the free text item.

You can enter a negative unit selling price here if you require. If you enter a negative value, you cannot enter a Unit discount percentage or a Unit discount value, or enter picking list and despatch note comments.

Note: The order cannot be saved if the goods and the VAT values are negative. If this is the case, you must add items to the order that have positive values, so the total goods and VAT values of the order are zero or greater.
Unit Cost: Enter the Unit cost (in the currency of the order) for the free text item. This is used to calculate the profit level for the item.
Unit discount %, Unit discount: Enter or amend the discounts for the item.

Note: To change the discounts, you must have Override prices and discounts on invoices and order lines set in your User Permissions (in the Sage 200 desktop).

The unit discount can be applied from the customer account (set by the Line discount in the customer account Pricing tab).

To view more details about how a discount was calculated for an item, select More actions > Discounts for the item on the Order Details tab.

Item totals

The appropriate VAT rate for the customer is displayed.

Check and amend the displayed VAT rate if required.

Confirmation required prior to invoicing

Use Confirmation required prior to invoicing to choose when orders containing free text lines are included on invoices.

Here you can choose when to include these items on invoices:

If you want to confirm service or free text 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 (in the Sage 200 desktop), 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 when free text lines or services have been supplied separately, select Confirm as Service/Free Text.

This means these item lines must be recorded as despatched using the Confirm Services Despatched (in the Sage 200 desktop). Stock and free text items appear on separate despatch notes. You will still use Confirm Goods Despatched for standard 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 setting if you have Override default confirmation method on order lines set in your User Permissions (in the Sage 200 desktop).

The default confirmation method is set in the SOP settings - Processing tab (in the Sage 200 desktop).

Delivery dates

Enter the delivery dates Requested by the customer, and the Promised delivery date that you've confirmed.

Nominal code

This is the Revenue nominal account used to post the value of the item.

The default nominal account is taken from the customer account.

Check the Revenue nominal account displayed, and select a different account if required.

Note: You can only amend the nominal account if you have selected to Allow amendment of - Nominal codes in the Invoice and Order Entry tab of SOP settings in the Sage 200 desktop.

Useful info

About free text items

Free text items are items that are not set up as individual stock items, and are not Invoice and order items. You can use free text items for anything that requires a value on the order.

Enter a negative price

Negative price order lines are often used to indicate a discount or to make it easier for your businesses to process the offer or acceptance of part exchange goods.

You can only enter a negative Unit price on a Free text item line for a sales order. You can't enter a negative price on quotations.

You enter the negative value as the Unit price.

You can't enter a discount amount or percentage for items with a negative price, or enter picking list or despatch note comments.

The Confirmation required prior to invoicing list displays the Confirmation not required option. This is used to confirm that it is unnecessary to despatch any items for this item line.

Before you try to save the order, check that the Goods and VAT values on the order are not negative. If the total goods or total VAT values are negative, you cannot save the order. If this is case, please check the following:

The VAT code for an order line may create a negative VAT value. You should check that the VAT codes used for each stock item match the negative value on the free text item line.

For example, a 0-Exempt VAT code may create a negative VAT value even though the unit price for the goods seems correct.
A discount has been applied to the goods line, reducing the net value so it does not bring the total of goods value above or equal to the negative item line.

If the total goods or total VAT value is still negative, you must amend your order lines by adding stock or additional charge lines, amending VAT codes or changing any item line discounts, until the goods total and VAT totals for the order are zero or positive.

Add free text items (goods and services) to sales orders