Add free text items (goods and services) to sales orders

Add free text items

Open: Sales Orders > Sales Orders > New Sales Order

Open: Sales Orders > Sales Orders > Amend Sales Order

1. Go to the Order Details tab.

2. Add a line to the order and select Free text as the Type.

   Note: If you can't select a free text item, that's because it hasn't been set as allowed on the Invoice and Order Entry tab in Invoice and Order Settings (in the Sage 200 desktop).

3. Enter a Description for the item.

4. Enter the basic details, such as the quantity and unit price.

5. To enter more details for the free text item, select More actions > More details.

Free text item

Enter a Item description for the free text item.

Items values

• Quantity: Enter the quantity of the item for the order.

• Selling price unit: The units that the item is sold by, such as a box, crate or bottle.

  Specify the Selling price unit for the free text item.

• Unit price: Enter the Unit price for the free text item.

  You can enter a negative unit selling price here if you require. If you enter a negative value, you cannot enter a Unit discount percentage or a Unit discount value, or enter picking list and despatch note comments.

  Note: You cannot save the order if either the Gross total value or VAT total value are negative. If you can't save the order, you must amend the items on the order until the Gross goods and VAT totals are zero or positive.

• Unit Cost: Enter the Unit cost (in the currency of the order) for the free text item. This is used to calculate the profit level for the item.

• 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).

  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.

  For information on how prices and discounts are calculated for the item and customer account, see Discount options.

Item totals

The appropriate VAT rate for the customer is displayed.

Check and amend the displayed VAT rate if required.

For foreign currency customers (where the customer's Country Code is set to a foreign country), Sage 200 will default to using the VAT rate set on the customer's account, and this will override the default VAT rate of stock item.

Note: 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 (in the Sage 200 desktop).

Delivery dates

Enter the delivery dates Requested by the customer, and the Promised delivery date that you've confirmed.

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.

Nominal code

This is the Revenue nominal account used to post the value of the item.

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Useful info

About free text items

Free text items are items that are not set up as individual stock items, and are not Invoice and order items. You can use free text items for anything that requires a value on the order.

Enter a negative price

Negative price order lines are often used to indicate a discount or to make it easier for your businesses to process the offer or acceptance of part exchange goods.

You can only enter a negative Unit price on a Free text item line for a sales order. You can't enter a negative price on quotations.

You enter the negative value as the Unit price.

You can't enter a discount amount or percentage for items with a negative price, or enter picking list or despatch note comments.

Before you try to save the order, check that the Goods and VAT values on the order are not negative. If the total goods or total VAT values are negative, you cannot save the order. If this is case, please check the following:

• The VAT code for an order line may create a negative VAT value. You should check that the VAT codes used for each stock item match the negative value on the free text item line.

  For example, a 0-Exempt VAT code may create a negative VAT value even though the unit price for the goods seems correct.

• A discount has been applied to the goods line, reducing the net value so it does not bring the total of goods value above or equal to the negative item line.

If the total goods or total VAT value is still negative, you must amend your order lines by adding stock or additional charge lines, amending VAT codes or changing any item line discounts, until the goods total and VAT totals for the order are zero or positive.