Create a trade counter order

Use trade counter orders for over the counter sales. You can enter orders for a named customer or the cash account.

When the order is confirmed, the invoice is produced automatically with the order marked as paid, and all lines on the order marked as despatched. The invoice is printed for you to issue direct to the customer with the goods. No despatch note is produced.

Payments.

You record payments by selecting a payment method and recording the payment value. Payments are recorded in your base currency. You cannot enter a foreign currency payment. You can use online payments.
Picking list.

A trade counter order generates a picking list, detailing the items required and their locations.

We strongly advise that you do not deviate from the picking list when assembling the order as this will require additional work.
Credit limit.

This is checked as you start to create the order and when the order is saved. If the customer has exceeded their credit limit the order is put on hold. You can change this if you have the appropriate user permissions. Otherwise, the order must be accompanied with a full payment.
Multiple locations.

If you are using multiple locations, the goods are supplied from a single warehouse.
Fulfilment options.

The order line will always be fulfilled from available free stock, regardless of the fulfilment method specified for the stock item in the Stock Control module.
Traceable items

You must enter the batch/serial numbers of the items supplied to the customer. This is done automatically as the goods are added to the order. You can amend the selected batch/serial numbers before you confirm that they are the numbers you intend to retrieve from stock.

The confirmed batch/serial numbers, quantity and locations (bins/shelves) are detailed on the generated picking list. The numbers can be amended if anomalies arise when the goods are retrieved from stock. You cannot despatch unassigned batch/serial numbers.

Note: You cannot add free text items, comment lines or additional charges to a trade counter order. You cannot view profit or discount values during trade counter order entry.

To create a trade counter order

Open: Sales Order Processing > Sales Orders > Enter New Order - Trade.

Select the customer.

If it is a cash account, select the Cash account option. The account reference details are entered automatically.

Note: If 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. See Customer alerts.

Enter the order details:

By default supply from	If you are using multiple locations, select the warehouse you want to supply goods from. Any goods added to the order are allocated from this warehouse. You cannot add goods to the order if there is not enough free stock in the specified warehouse. Note: You can specify a default warehouse for each Sage 200 user in the user permissions.
Document date	Amend the order date, if necessary. Note: The order date must be earlier than the delivery dates. The delivery dates must be in the future.
Date requested	Enter the requested delivery date or leave it blank.
Date promised	Enter a promised delivery date or leave it blank.
Customer Order No	If required, enter the customer's order number.

Add items to the order.

Enter the Item and Quantity into the grid.

The Unit price is taken from the Price Book.

The Disc.% is taken from the customer account Documents tab or the customer discount group in the Price Book.

You can change these if you have the appropriate user permissions.

Note: The quantity will be modified if it is not an allowed amount (according to the unit's precision setting).
To check or change the selected batch/serial numbers click Amend Batch/Serial.
Add delivery and invoicing details using the Delivery and Invoicing tab.
Settlement discounts and VAT
- In the UK, VAT on an invoice is only discounted when it is paid within the settlement discount period.
  
  On each invoice, VAT is calculated by default on the full invoice value. If the invoice is paid within the settlement discount period, a VAT adjustment is required, to account for the discounted VAT.
- In Ireland, VAT is calculated on the full value of the invoice regardless of any settlement discount.
Note: To add additional charges, free text items, or comments, click Full Order Entry.
Enter analysis codes for the whole order using the Analysis Codes tab.

Note - information
Analysis codes are displayed on the Analysis Codes tab for Sage 200 Professional versions from 2023 R1 onwards, but are displayed on the Delivery & Invoicing tab for Sage 200 Professional versions up to 2022 R2.
Add payment with order details using the Payment with Order tab.
For traceable items, generate the picking list by clicking Print Picking List and retrieve the goods. If the retrieved numbers do not match those detailed on the picking list, click Amend Batch/Serial and select the numbers you have retrieved and clear those you have not retrieved from stock.
Click Save.
Confirm the order.
1. If you enter order numbers manually then you must enter the order number for the customer in the Order no box. This must be a unique number.
2. Accept or enter the customer order number.
3. Check the order totals.
4. Select the check box to confirm the picking list is printed and checked.
5. Click OK.

Useful info

Use Invoice Payments

Sage Invoice Payments is a great way for your customers to pay you online, quickly and easily.

Use Sage Invoice Payments to request payments from your customers, using the payment providers Stripe, PayPal, and GoCardless.

You generate invoices with a Pay Now button, then email the invoices to your customers. Your customers then select the Pay Now button to pay the invoice using the payment provider that you've chosen.

After your customer pays the invoice, the transactions can be downloaded and posted in Sage 200.

Invoice Payments integrates seamlessly with Sage 200, making it easier for your customers to pay you, and easier for you to process those payments.

Select Invoice Payments to get started.

This button is not displayed if you've already set up Invoice Payments.

Note: You can only set up Invoice Payments if you have permission to access Cash Book Settings.

See Take payments using Invoice Payments.