Printing (SOP settings)

Choose the options that relate to the processes your company would normally go through when raising and despatching orders. For example, do you need picking lists for each order? Do you despatch the invoice for goods separately, and therefore need to supply a despatch note with the goods? Does your customer want a copy of the picking list so that they can see what has yet to be sent?

• Print order acknowledgements

  Select this to print order acknowledgements. Once selected, you can then choose when to print an order acknowledgement. You cannot process an order further until the acknowledgement has been printed.

• Print picking lists for orders

  Select this to print picking lists. Picking lists are used to assemble customer orders ready for despatch. There are two types of picking lists available.

  Standard picking list	This details the customer, items requested and the quantity required.
  Summary picking list	This details multiple orders in terms of the items and quantities required. A summary list is only printed in conjunction with standard picking lists.

  • Select Automatically print picking list as part of order entry allocation to print picking lists automatically for all orders.
  • Select Manually print picking lists to print a picking list when required. You can only print a Summary picking list using the Manual print option

  Note: Picking lists are always printed with trade counter orders. A standard picking list must be generated to complete the order process.

• Print despatch notes when order despatch is confirmed

  Select this to print despatch notes automatically following order entry, or following order acknowledgement if this is selected.

  If you part despatch an order and then despatch the remainder at another time you will get more than one despatch note for the order.

  Clear this option to print despatch notes when required for individual orders.

  If you do decide to use despatch notes, you must also enter the next despatch note number on the SOP settings Document Numbering tab.

You can choose to print the batch/serial numbers for your traceable items on the picking lists, order acknowledgements, despatch notes and invoices.

• To display batch and serial numbers on order documentation, select the relevant print options.

Batch/serial numbers are only printed on picking lists and order acknowledgements, provided Stock Control is set to assign these numbers to the order before the items are retrieved from stock ready for despatch.

Select Show Unallocated Items on Picking List and Show Undespatched /Unallocated Items on Despatch Note to print these additional items on the picking list, despatch note and invoice reports.

• Print the following text on invoices that have been paid in full.

  Invoices associated with fully paid orders are printed with the text This invoice has been fully paid. Enter alternative text here if required.

• Print the following text on invoice lines for EU zero rated sales.

  In July 2007, HMRC announced changes to the regulations governing the contents of invoices. This includes the text included on invoices that involve zero-rated intra EU sales. In order to comply with these rules, you can select one of the following lines of text to apply to sales orders that qualify as a EU zero-rated sale:

  • Zero Rated Intra EC Supply.
  • This is an Intra Community Supply.
  • Intra Community supply subject to VAT in the country of acquisition.

  For more information about EU zero rated sales, please see the details on the HM Revenue and Customs website (www.hmrc.gov.uk).

• Text to be used on invoice/credit note when reverse charge is applied.

  The HMRC recommend that some text is included on invoices that are eligible for reverse charge VAT. Select one of the following approved messages to print on the invoices from the drop-down list:

  • VAT Act 1994 Section 55A applies.
  • s55A VATA 94 applies.
  • Customer to account for the VAT to HMRC.
  • Reverse charge supply - customer to pay the VAT to HMRC.
  • Customer to pay VAT to HMRC.
  • UK customer to pay VAT to HMRC.

  If you are using reverse charge VAT on your invoices, select the Apply reverse charge VAT rules when printing invoice check box. This tells the system to apply specific processing to the invoices printed.

  Note: To apply the same rules to credit notes, you must specifically select the reverse charge VAT rate set up in your system on the sales return line.

  For more information about the reverse charge rules, please see the details on the HM Revenue and Customs website (www.hmrc.gov.uk).