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

Add standard items

Open: Sales Order Processing > Sales Orders > Enter New Order - Full | Order Details.

1. Click Add items.

2. Select Standard Item.

3. Enter the item details

   Code Name	Select the item using the Code or Name drop-down list. The description and the terms of how the item is sold are displayed.
   Warehouse	If you are using multiple locations, select the warehouse from which the item is to be sold. This defaults to the warehouse specified on the Details tab. This does not apply to sales order items.
   Fulfilment	This defaults to the Stock Order Fulfilment method set for the stock item in the Stock Control module. You can change this here if you have the Override Fulfilment Method option set in the User Permissions. The Fulfilment methods available are: From Stock. From Supplier Via Stock. Direct To Customer.
   Amend item description	To change the displayed item description select Amend item description and enter the revised information in the displayed box.
   Set as Preferred item	To add this item as a preferred item for this customer, click 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, click Suggested Items. You can also set up preferred items for customers by using Stock Control > Stock Records > Customer Preferred Items.

   Select Alternative

   If the stock item has alternatives associated with it, you can swap the item for one of its listed alternatives. Click Select Alternatives and select the alternative item from the list. For example, you might want to do this if a particular item was out of stock.

   If you are using Manufacturing, you can set options for MPS and works orders.

   Manufacturing options

   1. By default, the Include in MPS check box is selected. This ensures the item is included when Read Demand is run in Master Production Scheduling (MPS). Clear the check box if you do not want the item to be included.

   2. You can set up sales orders to link automatically with works orders. You set up the default option in the SOP Settings Manufacturing tab. If you choose either of the operator choice options for Flag Sales Order Line as Linked, the Linked check box is shown here.

      • Select Linked if you want the sales order line to be flagged as linked.

      • Clear the check box if you do not want to flag the sales order as linked.

      Note: Only stocked and built items can be linked. You cannot flag an item as linked when there is an allocation. If stock is allocated you must remove the allocation before you can link it.

   3. You can set up sales orders so that works orders are automatically created when the sales order is saved. You set up the default option in SOP Settings Manufacturing tab. If you choose either of the operator choice options for Create Works Order when Sales Order is saved, the Create Works Order check box is shown here.

      • Select Create Works Order if you want a works order to be created when you save the sales order.

      • Clear the check box if you do not want a works order to be created when you save the sales order.

      Note: You can only select this check box if the Linked check box is selected. Works orders are not created if the customer or sales order is on hold.

4. Enter the Item Values.

   Selling unit Selling price unit	You can change these if you are adding a stock item sold in trade units. Note: If you are adding a sales order item, enter the selling price unit.
   Quantity	Enter the quantity for the order. If you are using Manufacturing If you change the quantity on the sales order that is linked with a works order, you must amend the works order manually. Note: The quantity will be modified if it is not an allowed amount (according to the unit's precision setting).
   Qty to allocate	Accept or amend the allocated quantity. You must have chosen to allocate stock on order entry in the SOP Settings Processing tab. This does not apply to sales order items. 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.
   Unit price	If required, change the unit price. You must have selected Override prices and discounts in the User permissions.
   Unit Cost	Change the Unit Cost if required. You must have the Override Cost Prices option set in the User Permissions. More about on cost prices The default cost for the unit item is the standard price if the costing method is set to standard for the stock item. Otherwise the unit cost is the current average price for that stock item. 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. You can specify a line discount in the customer's account or in the Price Book. You can change the discounts if you have Override Prices and discounts set in the User Permissions. Note: You cannot change this if the price is marked up.

5. Check the Item totals.

   VAT rate

   The appropriate VAT rate for the combination of customer and item is displayed. More about VAT rates If you have chosen Use VAT code as SOP default in the customer account Trading details tab, the VAT code displayed is the one set on that customer's account. If required, you can change the VAT rate used for the order line. 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. Tip: You can't amend the VAT value of the item. If you want to adjust the VAT value for an item, you will need to enter a VAT Only Invoice to correct the value. See Produce a VAT only invoice or credit note.

6. Document Comments.

   Enter document comments if required.

   • Picking List: Use this to enter comments to print on the picking list.

   • Despatch Note: Use this to enter comments to print on your despatch note.

7. Project analysis and Nominal Analysis information.

   Change these if required.

   Project analysis

   Standard stock items of Product type Stock. Select the Project Code and select the project item for Revenue postings. If you selected Generate Cost of Sales postings for SOP on the Options tab within Stock Settings, you can also select the project item for Cost postings. Postings to the selected project item's nominal account occur if Project item is selected for Stock Order Lines on the Postings tab in Project Accounting Settings. Standard stock items of Product type Service/Labour or Miscellaneous and Sales Order Items. Select the Project Code and select the project item for Revenue postings. Note: Project analysis only applies if you have integrated with project accounting. The projects you can choose from are the projects with Allow Costs and Allow Revenue selected on their status.

   Nominal analysis

   This shows the default nominal account for Revenue. This is used to post the value of the stock. The nominal account is taken from the stock item record. If you have selected to Allow the amendment of - Nominal codes in the Invoice and Order Entry tab of SOP Settings, then check the nominal account displayed. Amend the code, if required.

8. Delivery dates.

   Accept or amend requested and promised delivery dates.

   The dates will default to the dates you have set for the order on the Order Details tab, but the dates can be changed for each item.

   Note: If you need to change the delivery dates for all existing items in the order, change the requested and promised dates on the Order Details tab.

   If you are using Manufacturing

   If you change the Promised date on a sales order that is linked with a works order, you must amend the works order manually.

9. Discounts, analysis codes, and profit analysis.

   You can view or change the following:

   Discounts	Click Discounts to view the discount for an item. You must have View Discounts set in the User Permissions. Note: If you see the message "Some details aren't available for orders created in older versions of Sage 200", this means the additional details about the source of the discount were not saved with the order, because this wasn't supported in older versions of Sage 200 before 2021 R2.
   Analysis Codes	Click Analysis Codes to view or change the analysis codes. Note: To change an analysis code, you must have selected Allow amendment of - Analysis codes in the Invoice and Order Entry tab of SOP Settings. Select the required Values from the drop-down lists. To add a new value to this analysis code, click New value. Note: To add new value to an analysis code, you must have selected Add New on Entry when setting up analysis codes in Accounting System Manager.
   Profit	Click Profits to view the profit analysis for an item, if you have View Profit set in the User Permissions. Note: The type of profit calculation (percentage, based on revenue or cost) is set in the Stock Control settings Options tab.

10. Stock projection and works orders (Manufacturing).

    • View Stock Projection: You can view stock projection details for the item; however, this option is not available while MRP is running.

    • Show Works Order: You can view the works order that is associated with the sales order; however, this option is not available while MRP is running.

11. Click Save to confirm the order, or click Proceed for batch/serial numbered items.

Add a cross-selling item

Cross-selling items are complimentary items that you can add for standard items in the sales order. For example, if you sell a printer, you might want to show print cartridges or cables for that printer. For more information, see Cross-selling stock items.

When you add a standard item to the order, you can add any cross-selling items for the item.

1. Click Add Items to add a Standard item to the order.

2. Enter a the item details.

3. Select Save and Cross-sell.

   To add a cross-selling item:

   1. Select a Warehouse, if it is blank.

      You can change the warehouse if required.

   2. Enter a Quantity for the item.

      If you don't want to include the item, just leave the quantity as zero.

   3. The selling unit, price and discount information is displayed once you enter the quantity and warehouse.

      You can change the Unit Price or Discount percentage, if you have appropriate permissions.

   4. Select Save to add the cross-selling items.