Add standard items (goods and services) to a sales order

Add standard 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 Standard as the Type.

Note: If you can't select a standard 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).

Tip: You can also select Find item to search for a stock item using search categories (if you have set these up). See Find stock items using search categories.
Select the stock Item.
Enter the basic details, such as the quantity and warehouse.
To enter more details for the standard item, select More actions > More details.

Product item

Code: The standard item's Code and name.
Warehouse: Select the warehouse from which the item is to be sold, if you are using multiple locations.

Note: This does not apply to an invoice and order item.
Set as preferred: To add this item as a preferred item for this customer, select Set as Preferred item.

You can think of preferred items as 'favourites' for the customer. To see a customer's preferred items when you enter a order, select Suggested Items.

You can also set up preferred items for customers by using Stock Control > Stock Records > Customer Preferred Items (in the Sage 200 desktop).
Fulfilment: Shows the default Stock Order Fulfilment method set for the stock item.

Note: This does not apply to an invoice and order item, or an item with a product type of Service/Labour or Miscellaneous.
You can change this here if you have Override default stock fulfilment method on order lines set in your User Permissions (in the Sage 200 desktop).

The Fulfilment methods available are:
- From Stock: This is the most commonly used type of processing, where a sales order is allocated and despatched from the free stock you hold.
- From Supplier Via Stock: This is used for back-to-back sales order processing. This generates a purchase order directly from your sales orders if required.
- Direct To Customer: Stock is delivered direct to the sales order delivery address, rather than your warehouse. When generating a purchase order, the delivery on the printed order will be the address of the customer. This allows the purchase order to have many delivery addresses.
Amend item line description: To change the item's description, select Amend item line description and update the Item description as required.

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 unit, Selling price unit: The units that the item is sold by, such as a box, crate or bottle.
- You can only change the selling units for stock items that are sold in trade units. The selling units are usually a multiple of the Stock item unit
- You can enter a Selling price unit if you are adding an invoice and order item, or an item with a product type of Service/Labour or Miscellaneous.

Qty to allocate: Check and amend the allocated quantity of the standard item.

Note: This does not apply to an invoice and order item, or an item with a product type of Service/Labour or Miscellaneous.

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.

To allocate stock, you must enable Allocate stock on order entry in the SOP settings - Processing tab in the Sage 200 desktop.

Unit price: Check and amend the Unit price if required.

Note: To change the unit price, you must have Override prices and discounts on invoices and order line set in your User Permissions.
Unit Cost: Check the Unit Cost, and change if applicable.

Note: To change the unit cost, you must have Override stock item unit cost price on invoice and order lines set in your User Permissions (in the Sage 200 desktop).
- For a stock item using the Standard costing method, the default unit cost will be the standard cost price of the stock item, and can't be changed.
- For a stock item using the Average costing method, the default unit cost will be the average cost price of the stock item, and can't be changed.
- For a stock item using the FIFOor Actual costing method, the default unit cost will be the average cost price of the stock item, and can be changed.
This allows you to control the way that you calculate your sales profit.
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), or from the stock item discount or product group discount (set in the Price Book in the Sage 200 desktop).

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.

VAT rate

The appropriate VAT rate for the combination of customer and item is displayed.

Check and amend the displayed VAT rate if required.

If you have chosen Use VAT code as Invoice and Order default in the customer account Trading details tab, the VAT rate displayed is the one set on that customer's account, instead of using the VAT rate set for the stock item.

If you select a stock item that uses Reverse Charge VAT rules, the reverse charge VAT rules will be applied to the invoice when it is printed.

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 stock item or customer account, depending on your setting in the Default Accounts tab of SOP settings in the Sage 200 desktop.

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.

Confirm batch and serial numbers

You confirm the selected batch and serial numbers on allocation, if this is required.

You will confirm the numbers on allocation when:

You have chosen to Allocate stock on order entry in SOP settings - Processing tab, and have also chosen Numbers selected when allocating stock in Stock Control Settings - Options tab (in the Sage 200 desktop).
You have added a stock item that have been set to A sale may only be from a single batch. The batch number must always be confirmed for these items, even if you have not chosen to select numbers when allocating stock.

The batch and serial numbers are assigned automatically, but you can check and amend the batch or serial numbers that are allocated to items in the order. You can also view other details, such sell by and use by dates.

To amend batch or serial numbers:

Go to the Order Details tab, then on the item line select More actions > Amend batch numbers or More actions > Amend serial numbers.
To amend the batch or serial numbers that are allocated:
- To select items to allocate, select the box to the left of the Batch no or Serial no column.
  
  Batch items only: Enter the Quantity to Allocate in the item's selling unit.
- Deselect any batch or serial numbers that you don't want to allocate.
When dealing with batch or serial numbered items:
- Use Auto Select to select items automatically to fulfil the required quantity.
- Select an item from the list, then select Show Details to view details about the item. View Receipts for details of the delivery receipt, such as the supplier name and GRN.
- Use Refresh to update the allocation and availability of items.
If you make any changes, check that the Quantity selected equals the Quantity required.

To view the allocated batch or serial numbers when you view a sales order:

Go to the Order Details tab, then on the item line select More actions > View batch numbers or More actions > View serial numbers.

Useful info

About standard items

Standard items are stock items that you've set up in Stock Control, or are Invoice and order items that you've set up in the Sales Orders module. An Invoice and order item is an item that you regularly add to sales orders or invoices, but isn't set up as an item in Stock Control, and you don't want to record the stock level or value.

Note: If you are using Invoice and order items, some options are not applicable.

Stock Allocation.

Stock is automatically allocated to sales orders when you enter items on the order, if you have chosen to Allocate stock on order entry in the SOP settings - Processing tab in the Sage 200 desktop. This does not apply to Invoice and order items.

The quantities to be allocated are displayed and can be amended.

The quantity allocated is automatically the same as the order quantity, as long as there is enough stock available. If not, the quantity allocated is reduced to the amount of available stock.

If the stock item has been set to Allow Negative Stock, you can increase the quantity allocated. You cannot allocate more than the order quantity.
Order line discounts.

An order line may have a discount applied if:
- A Line discount is specified on the customer account Pricing tab.
- A discount is specified in the Price Book (in the Sage 200 desktop).
Discounts are applied in the following order:
1. A surcharge if applicable.
2. A special price if applicable (set up in Discounts for Stock Item in the Price Book in the Sage 200 desktop).
3. The best discount on offer, after comparing the customer line discount and the discount in the Price Book.
When the order is confirmed, if the order discount (the Invoice discount on the customer account Pricing tab) is applicable, it is compared to the Price Book discount. If the Price Book discount is more than the order discount (Invoice discount), you can choose which one to apply.
Traceable batch or serial numbered items.
- You will select the batch and serial numbers for items either during stock allocation or on despatch, depending on the settings you've chosen in the Stock Control Settings Options tab (in the Sage 200 desktop ).
  - If you've chosen Numbers selected when allocating stock, the batch and serial numbers are selected automatically when items are allocated on the order. You can still change these batch or serial numbers when entering the order.
    
    The batch and serial numbers are printed on the picking lists.
  - If you've chosen Numbers selected when despatching stock, the required quantities are allocated from the relevant warehouse or bin, but no batch or serial numbers are assigned.
    
    You must select the batch or serial numbers when you confirm the goods as despatched (in the Sage 200 desktop).
- You can allocate a traceable item to an order when there is not enough stock, provided the stock item allows negative stock levels. This creates pre-receipts for the item. The pre-receipts are automatically fulfilled when the stock level is replenished.

Add standard items (goods and services) to a sales order