Create, amend or view a sales order

Find this screen

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

How to

Create a new sales order

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

Select the customer:
- If the order is for an existing customer, select the Customer.
  
  You can't select a customer who is currently on hold, as the order can't be processed.
  
  If the customer has exceeded their credit limit, the order will be put on hold and cannot be processed. You can override this so that the order is not put on hold, if your User Permissions allow you to Override credit hold on invoices and orders.
- You can alternatively select Cash account to use the generic cash account. You might use this for cash sales to one-off customers that you don't want to create individual accounts for.
  
  Note: To use the Cash account, you must have already created a customer account for cash orders, and selected this account in the SOP settings - Default Accounts tab (in the Sage 200 desktop).
  
  Note: You can only select the Cash account if you've enabled Allow cash orders to be taken in the SOP settings - Default Accounts tab (in the Sage 200 desktop).
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, select the View Alerts button next to the customer account. See Customer alerts.
Enter the Order Details.
- Document date: Amend the order date, if necessary.
  
  Note: The date must be earlier than the delivery dates.
- Date requested: Enter the delivery date requested by the customer, or leave the date blank.
  
  If you change the date, you can choose to update all existing items in the order with the new date.
- Date promised: Enter the delivery date you have promised to the customer, or leave the date blank.
  
  The promised date is required if you want to use Generate purchase orders (in the Sage 200 desktop).
  
  If you change the date, you can choose to update all existing items in the order with the new date.
- Order priority: Enter the priority code, where A has the highest priority and Z the lowest.
  
  The priority code is used to display orders by their priority, so you can see which orders are most urgent. This can be particularly important when allocating stock to orders for outstanding items.
  
  The priority is taken from the customer account Trading tab and can be changed here.
- Order taken by: This shows the person who has taken the order and is responsible for it.
  
  The order taker name is automatically filled in with your user name, if you have chosen to Use the user's logon name as the document taker in the SOP settings - Invoice and Order Entry tab (in the Sage 200 desktop).
- Customer order number: This can be a reference that the customer gives you, such as their name, or their own order number.
Enter more details about the order on the following tabs:
- Order Details.
  
  Use this to add goods, services, additional charges or comments to the order.
  
  You can also view the total value of the order, view the order profit, and view and change the exchange rate (if applicable).
  
  See Enter the sales order details.
- Delivery.
  
  Select the delivery address and enter contact details.
  
  These are taken from the customer's account, but you can change these details for each order.
  
  See Enter the delivery details (sales orders).
- Invoice Details.
  
  Enter the VAT details, early settlement discounts and order discounts.
  
  These are taken from the customer's account, but you can change these details for each order.
  
  See Enter the invoice details (sales orders).
- Analysis Codes.
  
  Use this to enter analysis codes for the whole order.
  
  Tip: To apply analysis codes for individual lines in the order, select the Order Details tab, then select More actions > Analysis Codes on the item line.
  
  See Enter analysis codes (sales orders).
- Memo.
  
  Use this to enter comments about the order, such as reminders about issues that should be taken into consideration.
  
  See Enter memos (sales orders).
- Payment with order.
  
  Use this to enter a payment when the order is entered.
  
  Note: To enter payments, you must have chosen to Allow payments to be recorded during invoice and full order entry in the Invoice and Order Entry tab of SOP settings (in the Sage 200 desktop).
  
  You cannot enter a foreign currency payment here.
  
  To create immediate invoices for customers paying a deposit, select Invoice payment with order immediately.
  
  See Enter a payment with a sales order.
Once you've finished entering the details, save the order.
- To save the order, select Save.
- To print or view the order document after saving, select Save and Print.
  
  The order document will be produced as a PDF file. You can then view and print the document, or download it to your device. The document will also be saved to the print spooler. See Print reports and documents from the spooler.
If you've chosen to print Invoice payment with order immediately, the invoice will be produced as a PDF file and also saved to the print spooler.

If you've chosen to automatically print picking lists, the picking list will be produced as a PDF file and also saved to the print spooler.
You may be asked to confirm the order whenever you save the order.

Note: You'll only be asked to confirm the order if you have selected Show the order number when order confirmed in the SOP settings (in the Sage 200 desktop).
- Enter the Customer order number, if you haven't already entered this in the order details.
  
  This can be a reference that the customer gives you, such as their name, or their own order number.
- Select Save to confirm the order.
See Confirm the sales order.

Amend a sales order

You can amend your sales orders depending on the Order status / Document status of the order, and your User Permissions (in the Sage 200 desktop).

You can amend Live orders.
You can't amend orders that are Completed.
You can only amend On hold orders if you are allowed to Override credit hold on invoices and orders in your User Permissions.
You can't amend orders in the Web Portal if you have entered a payment with the order. Currently you can only enter or amend payments with orders using the Sage 200 desktop.

To amend a sales order:

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

Tip: You can also find and amend a sales order from the Sales Order List.

To select the order:
- If you know the order number, enter or select the Order number.
- To view a list of your orders that you can search and filter, select Find Order.
  Tips for using the list
  - Search for items by typing in the box at the top of a column.
  - Use filters to show items that contain particular text or a range of values.
    
    To filter a column, select the filter button in the column heading, or select the filter button from the menu in the column header.
    
    If you want to filter by a date, use the filter button from the menu in the column header.
  - Sort the list by selecting the column heading. Select the heading once to sort in ascending order, and select it again to sort in descending order.
Amend the order details as required.
Amend account or order detail
- You can amend the order dates, order priority, and the customer order number.
- You can't amend the Customer account, or change between the Cash account and a Customer account.
- You can't amend the Order number for the order. You can just select a different order.
- You can't amend the Order status here. If you want to cancel the order or put it on hold, use Amend Order Status in the Sage 200 desktop.
Amend order items
- You can add, amend and delete items on the order.
- You can change the quantity of an item that has been part despatched or invoiced, as long as it's not less than the quantity that was despatched or invoiced.
- You can't amend items the have been fully despatched, or part or fully invoiced.
- You can't delete items that have been part or fully despatched, or part or fully invoiced.
Amend exchange rate

You might need to update the exchange rate for a foreign currency customer if the rate has changed since the order was created.

If you amend the exchange rate after entering prices manually, you are prompted to confirm the order prices.

You can keep the manually entered prices, or reset them to those specified in the Price Book.

However, the order prices are not updated if you amend the exchange rate for orders generated from another order, quotation, or pro forma invoice.

Amend analysis codes

To amend the analysis codes, you must have chosen to Allow amendment of - Analysis codes in the Invoice and Order Entry tab of SOP settings.
Amend Payment with Order
Depending on the status of the payment, you may amend the payment value for the order.

Note - information
The Online Card Payment method used for Opayo is not currently available in the Web Portal, so you can only amend online card payments using the Sage 200 desktop.

To amend order values when a payment is included:
- If the payment was declared, you cannot amend the payment value.
  
  The order value can be increased and decreased but if the order value becomes less than the payment value, a credit note will be raised for the difference.
- If the payment was not declared, you can increase or decrease the value of the payment or order as long as the value of the order does not become less than the value of the payment.
Once you've finished amending the order, you can save and confirm the order.

You'll be asked to confirm the order whenever you Save an amended order.

See Confirm the sales order.

Copy a sales order

You can create a new order by copying an existing order, and then amending the new order as required.

The new order will not copy the original order number, payment details, user name, and dates.
All stock item types are copied: stock items, free text items, additional charges, comments.
- If the order contains Inactive stock items, these items are not copied.
You can choose to copy prices and discounts. All discounts are copied, including unit discounts, order discounts and settlement discounts.
The exchange rate is copied if the order used a foreign currency.
If the order has any analysis codes that are set to Get default value from customer code, the analysis code values will change if you choose a different customer.

Note: To copy an order, you must have access to amend an order.

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

Select Copy Order.
Select the Customer account that you want to create the order for.
Note:
- You can't select a customer that is on hold.
- You can't select a customer if you have already selected the cash account.
- You can't select the customer that's set as the default cash account.
To copy all prices and discounts from the order, select Copy sales order prices and discounts.

Don't select this if you want to use prices and discounts from the Price Book.

Note: You can't select this if the new customer uses a different currency to the customer on the original order.
Select the order that you want to copy.
Select Copy to copy the order.

Continue to amend the order as required.