Sales – Orders
This is a codebook that allows you to record orders, issue materials against them, track their status, and note the person responsible for handling each order. Once filled in, the orders are available in the Sales module on the Specification tab in the following forms: Issued Invoices, Received Inquiries, Issued Quotes, and Received Orders, and are subsequently transferred to accounting entries.
You can open the list in the "Sales" module under the "Orders" option.
The top toolbar of the table contains a number of buttons whose functions are described in the dedicated chapter "Program Controls". You can narrow your selection using the filter bar.
Main panel
Click the "New" button or press the keyboard shortcut Alt+N to open the form for a new record.
The top toolbar of the form contains a number of buttons whose functions are described in the dedicated chapter "Program Controls".
Abbreviation
Required field, may contain up to 20 characters. The value must be unique among all records.
The abbreviation (also referred to as a code) is a shortened representation of the record. By typing the abbreviation, you can select a specific record without having to search through hundreds of entries.
We recommend choosing an abbreviation that reflects the record name (and conversely, that the abbreviation can be inferred from the name). Abbreviations are displayed in individual rows of overviews, so it is advisable to keep them short.
Name
Required field, may contain up to 255 characters.
The name generally represents the record in overviews, print reports, and selection lists, so it should identify the record in a unique and descriptive way.
If you configured foreign languages during initial setup, clicking the "+" button allows you to fill in the "Name" field in the selected foreign languages. These language variants of the name are printed on documents when foreign-language printing is used. Click the "-" button to close the foreign-language name fields.
"Basic Information" tab
Filling in the fields on this tab is optional. It is provided for your own use.
Order Type
Use the drop-down list to select the required type from the list of types.
Cost Center
Use the drop-down list to select the cost center that will, for example, handle the order. If a cost center is already specified in the order type, it will be filled in automatically.
Company
Use the magnifying glass icon to select the company that placed the order with you.
Destination
Use the drop-down list to select the destination.
Order Evaluation
Use the drop-down list to set how successfully the order was resolved. Select the desired status from the evaluation list.
Evaluation Percentage
You can specify, for example, the success rate of the order as a percentage.
Order Scope
Estimated Costs
Estimated Profit
Responsible Employee
Use the drop-down list to select a person from the persons list. If a responsible employee is already specified in the order type, it will be filled in automatically.
Contact Person
Use the drop-down list to select a person from the contacts list in the "Business Partners" module.
Order Status
Use the drop-down list to progressively set the current status of the order. Select the desired status from the status list.
Start Date
The order start date can be entered manually in DD.MM.YYYY format or using the calendar button.
End Date
The order end date can be entered manually in DD.MM.YYYY format or using the calendar button.
Implementation Deadline
The date by which the order should be completed can be entered manually in DD.MM.YYYY format or using the calendar button.
Payment Terms [days]
You can enter the number of payment days for the final invoice as agreed in the contract.
Currency
The currency of the order.
Variable Symbol
A numeric payment identifier of up to ten digits.
"Texts" tab
The "Texts" tab is included in all codebooks and all lists. It contains two fields where you can enter information according to your own needs. Filling them in is optional.
Description
A detailed description of the order.
Note
A detailed note regarding the order.
"Administration" tab
The "Administration" tab contains information about the time validity and visibility of a given record in the codebook (list). The validity of a record is defined by a range of calendar years. Within the specified range, the record is active; outside of it, the record is inactive and will not appear in the codebook at all. By limiting the validity period, you ensure that users are not slowed down by having to scroll through obsolete records during routine use of the codebook.
Because the time validity is tied to calendar years, it does not correspond to fiscal accounting periods.
Valid From
The calendar year from which the record becomes valid.
Valid To
The calendar year in which the record's validity ends.
If you require unlimited validity for a record, leave the default value of "0" in the Valid From field and "9999" in the Valid To field. The record will then be usable in all calendar years and will appear in the list for every calendar year.
If you set both the Valid From and Valid To fields to "2016", the record will only be usable in the year 2016 — that is, it will only be visible in the list during that year (see accounting period in the sidebar navigation header).
"Attachments" tab
Here you can attach documents that you need to store with the given order.
The top toolbar of the table contains a number of buttons, some of which are described in the dedicated chapter "Program Controls".
Click the "New" button to add a new attachment. When adding an attachment, you can choose from the following options:
File – a file from your local computer is loaded into the database,
Internet link – the application stores a link (URL); the data of the referenced source is not loaded into the application,
File link – the application stores a link to a file on the local computer's disk; the file data is not loaded into the application (do not rename, move, or delete the referenced file).
Each attached file has a folder icon that allows you to view the attachment at any time. Use the floppy disk icon to save the attachment to a different location. The scanner button is used to scan a document, and the second option allows you to select a scanner and configure scanning settings.