To create a sales order

1. Open the Customers module > Sales Order List.

   Select the action you want to take:

   • Create a sales order Click New/Edit Order.
   • Edit a sale order Select the order from Sales Order Processing list > New/Edit Order.

2. Enter the order header details:

   Type	Use the drop-down list to select the type of sales order you want to create. For example, you can create an order or a pro-forma.
   Order No,	When you create a new sales order, <Auto Number> appears in this box. Sales order numbers are not assigned until the order has been saved. The first time you create and save a sales order, it is assigned the number 1. Each time you create and save a sales order, the order number is increased by one. Note: If you want to manually enter your order numbers you need to change your software's Lock Autonumber setting.
   Date	The software date is entered for you but you can change it if necessary. Use the Calendar to enter a different date or type a date directly into the box.
   Inv. Ref	When you update the sales order to an invoice, the last invoice number relating to the sales order appears.
   A/C	Enter the customer account reference here. If you enter an existing account reference, the customer's name and address appear automatically. If you enter an account code that is not already set up, a list appears. You can then select the account you require or, to create a new customer record, click New. If the Display Account Status option is checked in the Parameters tab of the Company Preferences window (Settings > Company Preferences), your software gives you a warning if the customer account you have selected has been put on hold on the customer record. If you need to change the address of the customer account, you can edit it in the Address box in the top left-hand corner of the Details window. Any changes that you make do not change the address saved on the customer record.
   Item No.	This shows the number of the item that is currently highlighted. For example, if there are ten item lines and the cursor is currently on the second line, this box shows 2 of 10.

   If you are working with foreign currencies a Rate box appears on this window.

   If you have set up foreign currencies to use in your software, by running the Foreign Trader Setup wizard, this additional entry is displayed.

   This entry displays the current exchange rate to be used for this transaction. You can edit this exchange rate here.

   If you are using Access Rights in your software, but you do not have access rights assigned for the foreign trading functionality, this entry is read-only.

3. Enter the product items sold, one line of the order per product:

   Product Code	Enter a product code that you have previously created in the Products module or use the drop-down list to locate the required product. In addition to the normal product codes you can also enter special non-product codes, where: S1 - Non-product item with price and VAT amount - Tax Code T1 S2 - Non-product item that is exempt for VAT - Tax Code T0 S3 - Special service item that is tax chargeable - Tax Code T1 - Accounts Professional users only. Use this code to add service items to a product invoice. M - Non-product item with additional message but no price or VAT amount. Use the message box - that is, the product code M, to add any text in the main body of the sales order. Note: You cannot change the product code on a sales order if the order shows an allocated or despatched quantity for that product. If you open an existing order that contains products with allocated or despatched quantities, the product code is not enabled, and you cannot change it using the drop-down list, or by overtyping. In order to change the product code on an order if it has an allocated quantity, you must first reverse the allocation using the Amend option. If a product shows a despatched quantity, you must reverse the despatch manually, taking the customer and stock into account where appropriate, and re-enter an order as you require.
   Description	The description of your product, from the product record, appears here, but you can change this, if required. Double-click in this box, or press F3 to apply one-off product details.
   Quantity	Enter the quantity of stock you are selling. The Net and VAT boxes are automatically calculated for you from the price details you have entered in the product record.
   Price	The unit price from the product record appears here. If a special product code has been entered, the value entered in the Edit Item Line window appears here. You can amend these values if necessary. Note: If you edit the unit price so that it is less than the cost price on the Product record, a warning message appears.
   Discount	Displays the amount the item has been reduced by as a result of discounts that have been awarded, such as a good customer discount. You can change the amount by keying in a new discount amount. Alternatively with the item line selected you can press F3 to open the Edit Item Line where you can amend the discount.
   Discount %	Displays the total percentage discount that the customer receives. The total can be made up of good customer, quantity or invoice value discounts. You can change the discount by keying in a new discount percentage. Alternatively with the item line selected you can press F3 to open the Edit Item Line where you can amend the discount. Note: The Discount and Discount % columns are only displayed if your software is set to do this.
   Net	The net value is calculated automatically and cannot be edited.
   VAT	The VAT amount appears here automatically and cannot be edited here.

To enter Item details

1. Double-click in the Description field or press F3.
2. In the boxes provided, enter or amend the item line details.

   Details

   Product Code	This box automatically displays the product code you have chosen. If you want to link to the product record associated with a specific product code, click the drill-down button beside the code.
   Units	Enter the unit type here. For example, you may sell items by sheet or roll.
   Description	The product description as entered on the product record appears here. You can change this if you want to.
   Comment 1 / 2	You can enter any additional comments you may have regarding product items here.
   Order Reference	Enter a reference for the order. When you complete the order, this reference transfers to the item line of the product invoice.
   Order Line Reference	This shows this item’s position on the order. You cannot change this here. This number is only used by the Transaction Email option.

   Values

   Quantity	The quantity displayed on the Sales Order Details tab appears here but you can override this, if necessary. If you have selected the Allow Negative Stock check box on the Parameters tab of the Company Preferences window - Company > Settings menu, your software gives you a warning if you do not have enough stock, unless it is set as a non-stock item in the product record.
   Unit Price	This is the sales price per unit that is taken from the product record. You may amend it for this sales order, if necessary. If you enter the gross amount here, you can make your software calculate the VAT amount and the corresponding net amount by clicking Calc Net.
   Discount %	The discount entered here is the total percentage of discount that the customer receives, as set up on the Customer Record Defaults tab. You can amend this if you require. To see how this discount is made up, click Discounts. The Discount Breakdown window appears.
   Disc.	This shows the value of the discount that the customer receives, based on the percentage of discount above. You can amend this, if necessary.
   Net	This box shows the net value for the current item. It is calculated by multiplying the quantity by the net unit price, including any discount. You cannot amend this value.
   VAT	This box displays the amount of VAT calculated for this item, according to the default VAT code from the product record. If you have selected the Override product tax code in invoicing check box on the customer record, the customer's default tax code is used to calculate the VAT. You can edit this value if you have selected the Item VAT Amendable check box on the VAT tab in Settings > Company Preferences.

   Posting Details

   Nominal Code	If you have added a product to the order, the defaults set on the customer’s record dictate which nominal code is suggested for use. This is either the nominal code from the product record or from the customer’s record. If you have added a special product code, the nominal code from the customer’s record appears here. You can also change the displayed nominal code if required. The code entered here is used, when you generate an invoice from this sales order. If you want to transfer individual items on the order separately to the nominal ledger, then you need to include a nominal code entry for every item on the order. You can amend the nominal code that appears here, if necessary. You can use the drop-down list to display a list of nominal accounts. If you want to group the whole order to just one nominal code, any code entered in this box is overwritten by the entry you make for Nominal Account in the Global area of the Sales Order Footer tab. If you group your order to one nominal account, when you update the ledgers with details from the product invoice that is generated from this sales order, only one line appears on the audit trail.
   Department	This shows the default department for the product record. Like the nominal and tax codes described above, department numbers can be entered by line item or for the order transaction as a whole. You can only group the whole order to one department if you are also analysing it to one nominal code. If you want to break down the order across departments for each line item, then each item must have its own department number. You can amend this if necessary. If you want to analyse the entire order to one department number, any department entered in this box is overwritten by the entry you make for Department in the Global area of the Sales Order Footer tab.
   Tax Code	This is the default tax code for the product. If you have selected the Use Default Tax Code for Sales check box on the customer record, the customer's default tax code appears here. You can either analyse the VAT on each item of the sales order to its appropriate VAT rate code, or you can analyse the whole order to just one code. You can only analyse the whole order to one VAT code, if you are also analysing it to one nominal code. If you want to analyse each item of the order separately, select the VAT rate code you require from the drop-down list box for each item line. If you want to analyse the whole order to just one VAT code, any code entered in this box is overwritten by the entry you make for Tax Code in the Global area of the Sales Order Footer tab. If you analyse your order to one code, when you update the ledgers with details from the product invoice that is generated from this sales order, only one line appears on the audit trail.

   Additional Information

   Line Information	Enter any additional information about the item line in this box.
   Price List	If you want to view the different price lists or special customer prices that are available for the selected product, click Price List.

   Item Status

   Allocated	Your software automatically enters the quantity of stock that is currently allocated for this product.
   Despatched	Your software automatically enters the quantity of stock that has been despatched.
   To Deliver	Your software automatically enters the quantity still left to deliver here.
   Intrastat	Shows the number of items that have been Intrastat confirmed. Note: This box only appears if you have enabled Intrastat reporting in Invoice and Order Defaults.
   Due Date	Use the Due Date Calendar to enter an expected due date, if appropriate.

3. When you have entered your Item Line details, to return to the Product Sales Order window, click OK.

4. To apply a net value discount, in the Deductions area, double-click in the Description box, enter a description to include information related to the net value discount and enter a Discount value (Disc.)

5. Check the totals. View details of how these totals are calculated.

   Totals	These two text boxes show the Net and VAT totals of the order.
   Carriage	These two text boxes show the Net and VAT totals of any carriage costs applied to the order.
   Gross	The value of the goods and services, after any discount, plus VAT.
   Euro	Appears if you have set up an exchange rate for the euro in your Currencies table. Indicates the gross amount due in euros.
   Base	Appears when you are dealing with a foreign currency invoice. It indicates the gross amount in your base currency. Tip: Base replaces the Euro box when dealing with a foreign currency order.
   Less Deposit	Use the smart link button in this section to link to the Payments tab, where deposits can be recorded. Entries made in the Payment Amount entry box in the Payments Tab are then displayed in the Less Deposit section of the Details tab.
   Amount Due	The order total, after deposits and deductions have been accounted for.

Carriage

Settlement terms

Global

Tax analysis

Note: If you are recording a cash sale, there is no need to enter payment details as Sage 50 Accounts does this for you.

1. From the Sales Order window, click the Payment Details tab.
2. Enter the Payment Details in the boxes provided.

3. If you have received a deposit, enter the amount in the Payment Amount.

   If you are using Sage Pay to record a card payment, refer to Receive pay by card payment on a sales order.

4. Choose how you want the payment to update your records, using the Payment Type options.

5. Click Save.

Using the VAT Cash Accounting or the UK Flat rate - cash based invoice scheme?

If the payment exceeds the order value the tax liability of the overpayment must be dealt with. Your software records an overpayment as a payment on account. Before the order is saved your software prompts you to apply a tax code to the overpayment. The default tax code from the customer’s record is suggested for use but you can select another from the drop-down list. Alternatively, you can cancel, return to the order and amend the payment to match the order value.

When you have recorded a delivery of goods using the GDN option, Sage 50 Accounts updates the Sales Order Despatched tab, on the sales order, with information relating to the delivery.

This gives you with the option to trace when you despatched the goods. From the Despatched tab, you can view or print the goods despatched notes or if required you can reverse the goods despatched note.

1. From within the appropriate sales order, click the Despatched tab.

   Order Status	The status of the sales order appears here automatically. This may be Full, Part, Canceled or blank. If the status is blank, the order is either complete, or it has no stock allocated to it.
   Despatch Status	This box shows the despatch status of the order and can be Part or Complete. If you have not yet despatched any items for this order, this box is blank.
   Invoice Status	If you have updated an invoice for this sales order to the ledgers, a 'Y' appears in this box. If you have not yet updated an invoice for this order to the ledgers, an N appears here.
   Complete	If the order is complete, a 'Y' appears in this box. If the order is not yet complete, an 'N' appears here.
   Due Date	You can enter an estimated despatch due date in this box. Note: If the status of the sales order is Complete, you cannot change this date.
   Intrastat	Displays the Intrastat declarations status of the order. This can be: Blank - the order is not Intrastat confirmed. Complete - the order has been fully Intrastat confirmed. Part - only some items on the order have been Intrastat confirmed. Note: This box only appears if Intrastat reporting is enabled in Invoice and Order Defaults.
   GDN No	This column shows the goods despatched note number that Sage 50 Accounts automatically assigns to each despatch.
   Customer GDN No	If you entered a customer's goods despatched note number for reference purposes, it appears here.
   Date	This column displays the date that you despatched the goods to the customer.
   Printed	Displays a 'Y' if you have printed the GDN, or an 'N' if you have not. The column is blank if you have yet to print a GDN.

2. To view individual goods despatched notes, select the note you want to view from the list and click View. The Goods Despatched Notes window appears, showing the goods despatched note details. You cannot change any of this information.

3. If you want to print (or reprint) individual goods despatched notes, select the note you want to print from the list and click Print GDN.

   The Preview window appears, showing the goods despatched note details. You can print, save or email the note from this window. Click Close to return to the Despatched tab.

   To exit and return to the Sales Order Processing window, click Close.

You can use the Invoices tab to view a list of invoices that are associated with the current sales order.

Select an invoice from the list, then click View.

The following invoice information appears: