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

Add standard items

Open: Sales Orders > Sales Orders > New Sales Order

Open: Sales Orders > Sales Orders > Amend Sales Order

Go to the Order Details tab.
Add a line to the order and select Standard as the Type.

Note: If you can't select a standard 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).
Select the stock Item.
Enter the basic details, such as the quantity and warehouse.
To enter more details for the standard item, select More actions > More details.

Product item

Code: The standard item's Code and name.
Warehouse: Select the warehouse from which the item is to be sold.

Note: This does not apply to an invoice and order item.
Set as preferred: To add this item as a preferred item for this customer, select 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, select Suggested Items.

You can also set up preferred items for customers by using Stock Control > Stock Records > Customer Preferred Items (in the Sage 200 desktop).
Fulfilment: Shows the Stock Order Fulfilment method set for the stock item.

Note: This does not apply to an invoice and order item, or an item with a product type of Service/Labour or Miscellaneous.
Amend item description: To change the item's description, select Amend item description and update the Item description as required.

Items values

Quantity: Enter the quantity of the item for the order.
Selling unit, Selling price unit: The units that the item is sold by, such as a box, crate or bottle.
- The Selling unit is only for standard items with a product type of Stock, and does not apply to items with a product type of Service/Labour or Miscellaneous, or to an invoice and order item.
  
  You can't change the units if you are adding an item with a product type of Stock. The units are set on the stock item.
- You can enter a Selling price unit if you are adding an invoice and order item, or an item with a product type of Service/Labour or Miscellaneous.

Qty to allocate: Check and amend the allocated quantity of the standard item.

Note: This does not apply to an invoice and order item, or an item with a product type of Service/Labour or Miscellaneous.

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: Check and amend the Unit price if required.

Note: To change the unit price, you must have Override prices and discounts on invoices and order line set in your User Permissions.
Unit Cost: Check the Unit Cost, and change if applicable.

Note: To change the unit cost, you must have Override stock item unit cost price on invoice and order lines set in your User Permissions (in the Sage 200 desktop).
- For a stock item using the Standard costing method, the default unit cost will be the standard cost price of the stock item, and can't be changed.
- For a stock item using the Average costing method, the default unit cost will be the average cost price of the stock item, and can't be changed.
- For a stock item using the FIFO costing method, the default unit cost will be the average cost price of the stock item, and can be changed.
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.

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), or from the stock item discount or product group discount (set in the Price Book in the Sage 200 desktop).

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.

VAT rate

The appropriate VAT rate for the combination of customer and item 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.

If you have chosen Use VAT code as Invoice and Order default in the customer account Trading details tab, the VAT rate displayed is the one set on that customer's account, instead of using the VAT rate set for the stock item.

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.

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.

The default nominal account is taken from the stock item.

Check the Revenue nominal account displayed, and select a different account if required.

Useful info

About standard items

Standard items are stock items that you've set up in Stock Control, or are Invoice and order items that you've set up in the Sales Orders module. An Invoice and order item is an item that you regularly add to sales orders or invoices, but isn't set up as an item in Stock Control, and you don't want to record the stock level or value.

Note: If you are using Invoice and order items, some options are not applicable.

Stock Allocation.

Stock is automatically allocated to sales orders when you enter items on the order.

The quantities to be allocated are displayed and can be amended.

The quantity allocated is automatically the same as the order quantity, as long as there is enough stock available. If not, the quantity allocated is reduced to the amount of available stock.

You can increase the quantity allocated. You cannot allocate more than the order quantity.
Order line discounts.

An order line may have a discount applied if:
- A Line discount is specified on the customer account Pricing tab.
- A discount is specified in the stock item discount or product group discount (set in the Price Book in the Sage 200 desktop).
For information on how prices and discounts are calculated for the item and customer account, see Discount options.