Order entry (POP settings)

Use these settings to choose your direct delivery options, use order authorisation and to choose how information is amended when recording a purchase order or return.

Find this screen

Open: Purchase Order Processing > POP Utilities > System Set Up > View POP Settings | Order Entry.

Manual orders for direct delivery

• Select Allow order entry for goods to be delivered direct from the supplier to set up Purchase Order Processing for direct delivery.

  Choose one or more of the Recipient addresses. These are the address options available when you select direct delivery when creating or amending an order item line.

  Note: Selecting the Free text entry option provides the flexibility to enter any suitable address for the delivery lines. Please only select this option with full consideration of its usage.

• Select Generate purchase orders for back-to-back and direct delivery sales orders to include SOP back-to-back orders by default, when you generate your purchase orders.

• Select Generate separate purchase orders for direct delivery sales orders to print a separate purchase order for each sales order line that uses the Direct To Customer stock fulfilment method.

Order generation

You can automatically generate purchase orders based on the re-order levels you have set for your stock items. If any of your stock items use the stock fulfilment methods From Supplier Via Stock or Direct To Customer, the purchase orders are generated from any sales order lines for the stock item, as well as the quantities you require for stock.

Use these settings to choose whether to generate purchase orders from sales order lines where the customer account is on hold, or where the sales order is on hold.

Select from the following settings:

• Exclude sales order lines for customer accounts on hold when:

  • Fulfilment is direct delivery: Select this to exclude any sales order lines where the customer account is on hold and the stock fulfilment method is Direct To Customer.

  • Fulfilment is supply via stock: Select this to exclude any sales order lines where the customer account is on hold and the stock fulfilment method is From Supplier Via Stock.

• Exclude sales order lines for sales orders on hold when:

  • Fulfilment is direct delivery: Select this to exclude any sales order lines where the sales order is on hold and the stock fulfilment method is Direct To Customer.

  • Fulfilment is supply via stock: Select this to exclude any sales order lines where the sales order is on hold and the stock fulfilment method is From Supplier Via Stock.

• Clear all options to allow purchase orders to be generated for all sales order lines.

Order header entry

• Select Allow amendment of - Analysis codes for Order Header Entry to allow the analysis codes applied to the whole order (header) to be changed during order entry.

Order line entry

These settings control whether changes can be made to individual order lines during order entry. The order lines are the goods and services you want to purchase from your suppliers.

• Select Allow amendment of - Analysis codes for Order Line Entry to allow analysis codes to be changed in individual item lines.

  Analysis codes are small pieces of text that provide additional detail to a purchase order to indicate information such as, the person preparing the order, the person who has requested the order or the region the goods are purchased from.

  The analysis codes are assigned to the order as a whole as well as the individual items (goods and services) added to the order. Once selected the analysis codes for the whole order can differ from those applied for individual items. This is useful if you want to analyse purchases using different analysis codes.

• Select Allow amendment of - Nominal codes to allow nominal accounts to be changed when entering a purchase order.

  The profit and loss values are posted to the nominal accounts for each stock item on the order.

  Note: If this option is not selected and you add an additional charge to the order that is not on the additional charge list, the additional charge will be posted to the suspense account.

Order originator

The Sage 200 logon name of an order originator is recorded with each order. The order originator is used when using authorisation rules for your purchase orders. This is the person who initiated the order and is also the person who will respond to any order queries.

The order originator is not necessarily the person who enters the order. The Sage 200 logon name of the person entering the order is recorded (in Order taken by), as well as the order originator name.

• Select Use the user's logon name as the order originator if the person entering the order is usually the order originator.

  This will set the Order originator name (on the Delivery & Invoicing tab) to the name of the person entering the order. If required, the order originator name can still be amended.

• Clear Use the user's logon name as the order originator if the person entering the order is not usually the order originator.

  The Order originator name is left blank by default. The person recording the order can select or enter the originator's logon name.