You may need to place an order with any of your creditors (suppliers). When the goods are received or services are provided, you may confirm the order against the actual goods received and the original order. You will do this by converting the Order to a Purchase document. 

The following stock item types can be selected to process orders:

Orders cannot be updated (posted) to the ledger and it generates no transactions. But, once the Order has been converted to a Purchase document, the Purchase document can be edited (if necessary) and updated (posted) to the ledger.

Options to create / edit orders:

  1. New - On the “Orders” screen, click the New button. Select a creditor (supplier / vendor) account on the Creditor accounts screen.
  2. Edit - On the “Orders” screen, click the Edit button.
  3. Copy - "Documents → Copy document" or "Documents → Copy to → Orders" option on context menu (right-click).
  4. On "Invoices" screen, select "Documents → Create purchase on default supplier 1" option on context menu (right-click).  

Convert invoice to order

If you have already created invoices (whether they are updated to the ledger (posted) or not), you may convert the Invoice to an Order. To do this, select the Invoice on the documents list and right-click and select the Documents → Convert invoice to order option from the context menu.

You may then edit the order and convert it to a purchase document. 

The sections and fields of the Order screen, is as follows:

  1. Document header:
    1. Your reference - You may enter a reference. This will allow you to track down the reference in the Search (Investigator) on the Default ribbon. All documents matching the reference will be listed. 
    2. Salesperson - Select a Salesperson. Salespersons are optional for orders. This field is to show who handled the order. The salespersons are used for reports and to filter and search documents. 
    3. Document group 1/2 - Select Document group 1 / 2 - These groups are used for reports and to filter and search documents. 
    4. Date - By default, the system date will be displayed. You may enter or select any other date.
    5. Due date - This date will be automatically be calculated. It is the “Date” plus the number of days set in the Accounting information tab of the selected creditor account.  
    6. Postal address - The postal address as entered for the creditor (supplier / vendor).
    7. Delivery address - The delivery address as entered for the creditor (supplier / vendor) on the Delivery address tab.
    8. Message - The message, as entered in the Documents setup - Orders tab (Setup ribbon) will be displayed. You may edit / enter messages to be printed on the document layout file. 

Message line 3 - Reference document number(s) of the copied document(s). 
    1. Tax reference - The Tax (VAT/GST/Sales tax) registration number as entered for the creditor (supplier / vendor).
    2. Contra account:Standard - This is the default setting. If you click on this button, you may select a different account. The account code will then be displayed.
    3. Status - Open, Confirmed and Posted.
  1. Document lines:
    1. Item no. - Select a stock item. 

Options to select stock items: 

  • Stock item lookup - Use the down arrow key to launch the Stock lookup.
  • + Open Fast add 
  • Enter the stock code, bar code or serial number in the document footer.

If the Financial entry stock item type is selected, the Accounts lookup screen will be displayed. The description of the selected account will be displayed. You may overtype this. 

If Abbreviation definitions were set in the Batch entry menu (F9:Process), you may enter a character (or more) to auto-complete a description in the document line. 
    1. Remark - You may also click on the + (before stock item code) to add a remark (additional information) for a stock item. This remark will be printed before the comment (if added) on document layout files. 
    2. Comment - You may click on the F9:Comment icon or press the F9 key to add additional information. This comment will be printed on document layout files.
    3. Order / Ship - The default quantity is 1. You may overtype the quantities.
    4. Unit price - If cost prices have been entered in in the Cost price field for the selected stock item, the cost price will be displayed. Cost prices Exclusive of VAT/GST/Sales Tax, if the F7:Exclusive icon is active - or Inclusive of VAT/GST/Sales, Tax if the F7:Inclusive icon is active. 
    5. Discount - You may enter the discount percentage for the item. 
    6. Amount exclusive - This will is the quantities in the Order and Ship field x Unit price. If any discount percentage is entered, the discount will be deducted from the unit price. 

You may use the F11: Copy feature to copy the document transactions / comments from an existing document. 
  1. Document footer:
    1. Fast add item (code / barcode / serial) - Enter the stock code, barcode or serial number. Press enter to add the item to the document lines.
    2. Current balance - The balance of all posted and unposted documents for the creditor (supplier / vendor). 
    3. Available - The available balance is calculated as the Credit limit minus the Current balance. When processing documents, and the credit limit is exceeded, a warning message will be displayed. 
    4. Credit limit - The credit limit as entered for the creditor (supplier / vendor) on the Accounting information tab.
    5. Std disc% - Standard discount percentage is only applicable to debtor (customer / client) accounts.
  1. Click on the OK button. 

By default, a confirmation message “Do you wish to print this order?” will be displayed.

You may turn this feature off by selecting the "No print confirmation" option on Stock information (Setup ribbon).
  1. Click on the Yes button to print the order.  

       

An example of the printed order, is as follows:

This example is based on the Order (10 code). You may also select the following available order layout files:

- Order (15 code)

- Order (no codes)

- Order A4 (10 code)

- Order A4 (15 code)

- Order A4 (no codes)

- Order A4 Plain (10 code)

- Order A4 Plain (15 code)

- Order A4 Plain (no codes)


Confirming / Converting an order to a purchase document 

Order(s) needs to be checked and converted into Purchase document(s). 

To convert an order to a purchase document:

You may also convert Orders to Purchase documents from the Input → Confirm menu (Default ribbon). 
  1. Access the “Orders” in the “Documents” field; if “Orders” is not selected.
  2. Select the order to convert and right-click.

  1. On the context menu, select the Confirm quotes and orders option. A confirmation screen “Do you wish to continue?” will be displayed.
  2. Click on the Yes button to proceed. Another confirmation screen “Do you wish to delete this orders?” will be displayed.
  3. Click on the No button not to delete the order. 

If you click on the Yes button, the order will be deleted from the Orders list of the Document entry screen.

Should you click on the No button the order will still be available on the Orders list of the Document entry screen. You may then Copy the order, change the account, edit the account, etc. before converting it to a purchase document.  

You may delete Orders in Edit → Delete → Documents (Default ribbon).