Order processing (POP settings)

The settings for text order lines and service/labour lines control whether service/labour and free text items are required to undergo goods received processing.

Invoices can be checked, not just against an order, but to see if the requested service/labour has been received.

If this information is not available when the invoice is recorded; you can accept the invoice without checking the detail, or you can mark the invoice as disputed (provided you choose to use disputed invoice processing.)

• Confirm with Goods Received.

  Once selected Service and Free Text lines are confirmedItems from purchase orders or returns where the purchase invoice or credit note has been entered in Sage 200. Or items that have been added at a specified cost. Or items that have been manufactured (using Sage 200 Manufacturing) where the manufacturing cost is known. using the POP - Confirm Goods Received window. Both stock and free text items appear on the receipt. A warning is given if the invoice is processed before receipt of the service.

• Confirm as Service/Free Text.

  Once selected Service and Free Text lines are confirmed using the POP - Confirm Services Received window. The POP - Confirm Goods Received window is still used for normal stock items. Stock and free text items appear on separate receipts.

• Confirmation not required.

  Select this option if the service/free text line does not require receipt. You can enter the order, print an optional document, and record the invoice afterwards.

If you select Confirm with Goods Received or Confirm as Service/Free Text, you can also choose to include the amounts for these items when creating purchase order and return accruals. If you include the amounts, these are added to the Value to be Accrued column in the Purchase Order and Return Accruals window.

If you select Confirmation not required from the drop-down lists, orders for such items are not required to undergo goods received processing. You will see no warnings to say that the goods have been received when entering the invoice.

Note: If you change a setting to Confirmation not required, accruals are not posted for live orders, irrespective of the setting that was selected when the order was raised.

By default, the Allow prices to be updated when goods received option is clear. This means that cost prices are always updated when the purchase invoice is entered.

If you want to choose when to update cost prices for individual purchase orders, select Allow prices to be updated when goods are received. An Update prices when goods are received check box is available when you add standard items to purchase orders.

Note: If you are using the Average costing method, we recommend that you select Update prices when goods are received to make sure your average buying price is up to date.

You can set the default setting here for the Update prices when goods are received check box:

• Invoice is recorded

  Select this if you want the Update prices when goods are received check box on the Add standard items window to be clear by default.

• Goods are received

  Select this if you want the Update prices when goods are received check box on the Add standard items window to be selected by default.

  If you select Goods are received, you must also choose the following:

  • A Differences nominal account. This records any differences between the price of items on the purchase order and the invoice price.
  • Whether you want to use the exchange rate entered on the purchase order (Use order exchange rate when updating prices) or the exchange rate set in the Accounting System Manager (Use system exchange rate when updating prices) when the prices are updated.

  Note: If you decide to change these selections at a later date this only affects order lines entered subsequently.

This setting determines what an invoice or credit note is matched against as it is recorded. There are two options:

• GRNs, orders & returns.

  Select this if you want to use a three-way match for supplier invoices.

  The supplier invoice or credit note is matched to the goods received note (GRN) and to the purchase order or return.

  For invoices:

  • GRNs are always displayed for stock and miscellaneous item types.
  • GRNs are only displayed for service/labour and free text items if you have chosen to confirm these items as received prior to being invoiced.

  For credit notes:

  • GRNs are only displayed for stock and miscellaneous item types.

    Service/labour or free text items are not marked as despatched when dealing with a return.

• Orders & returns.

  Select this if you want to use a two-way match for supplier invoices. The supplier invoice or credit note is matched directly to the purchase order or return.

  All purchase order items regardless of type (stock, miscellaneous, service/labour and free text) are displayed when entering invoices or credit notes.

Select Use disputed invoice processing to mark invoices as disputed when necessary.

This allows you to control purchase invoices where irregularities are found, such as price discrepancies. When a disputed invoice is recorded against the order, the invoice is put on stop. This means the Purchase Ledger or Nominal Ledger are not updated.

Disputed invoices are resolved by deleting them, accepting them, or recording a supplier credit note against them. A disputed invoice can also be written off.

You can create your own dispute codes to explain why an invoice is disputed.

If you do not select this, such invoices can still be recorded. However the invoices are not controlled by the system and the Purchase Ledger and Nominal Ledger are both updated with the invoice values. By doing so you accept irregularities occur and resolve these issues by other means. Alternatively, you can put these invoices to one side and resolve them outside the system.

Note: If you use disputed invoices, you can also record and manage disputed credit notes.

Select Record details of cancelled orders for future analysis to save a history of cancelled orders as well as cancelled purchase returns.

All orders or returns that are cancelled are marked as complete during the cancellation and the following information is stored:

• Header information covering the supplier contact details.
• Order/return line details, which cover the goods requested/returned.

If you remove items from an order or return, or reduce the original quantity, you also have the option to save the cancelled details.

If you do not select this, the order/return header information is stored but not the order/return lines.

Note: If you change this after storing cancelled orders, you will need to confirm that you want to change the setting. Once you confirm this, the system will remove the stored history of cancelled orders/returns.

Select or clear Allow processing of unauthorised orders to choose whether you want to allow or prevent unauthorised orders from being processed.