You may need to place an order with any of your creditors (suppliers / vendors). 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:

Default (trading stock items)

Purchases 

Purchases (No stock) 

Financial entry 

Option item 

Option item (No stock) 

BOM (Bill of Materials)   

BOM (Bill of Materials) - Production  

Linked item 

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.

Order form

Options to create / edit orders:

1.New - On the “Orders” document type, click the New button. Select a creditor (supplier / vendor) account on the "Creditor accounts" list 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 need to check and edit the following, if needed:

Date - The system date, will by default, be displayed. You may edit it, if necessary. 

Delivery address - The delivery address of the debtor (customer / client) account will be copied as in the document header section of the source Invoice. You may need to edit these fields. The contactperson will be available on the list for the debtor (customer / client) account.

Message - The Invoice message line 1 content will automatically be inserted after the Order message line 1. For this to make sense, you need to edit or remove the Invoice message in the first 2 message lines.

Message line 3 - The source Invoice number will be copied as as a reference (e.g. "Ref:IN000019") to track the original source Invoice which was converted to an Order.

Amounts - The selling prices; on the source Invoice will be converted to the cost prices; and the Output Tax will be converted to the Input Tax  for the items converted to the Order. You may need to edit or change it to the purchase prices, if necessary. 

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

document-type-order-open

1.Document header:

a)Your reference - You may enter a reference. This will allow you to track down the reference in the Search (Investigator) on the Action ribbon. All documents matching the reference will be listed. 

b)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. 

c)Document group 1/2 - Select Document group 1 / 2 - These groups are used for reports and to filter and search documents. 

d)Date - By default, the system date will be displayed. You may enter or select any other date.

e)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 (supplier / vendor) account.  

f)Postal address - The postal address as entered for the creditor (supplier / vendor).

g)Delivery address - The delivery address as entered for the creditor (supplier / vendor) on the Delivery address tab.

h)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). 

i)Tax reference - The Tax (VAT/GST/Sales tax) registration number as entered for the creditor (supplier / vendor).

j)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.

k)Status - Open, Confirmed and Posted.

2.Document lines:

a)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) (Action ribbon), you may enter a character (or more) to auto-complete a description in the document line. 

b)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. 

c)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.

If a document is copied or an Order is converted to a Purchase document, you may need to check and edit the Remarks and Comments which is included from the source document.

d)Order - The default quantity is 1. You may overtype the quantities.

e)Ship - The default quantity is 1. You may overtype the quantities.

f)Unit excl. - If cost prices have been entered in in the "Cost price" field on the Ledger tab for the selected stock item, the cost price will be displayed.

The cost prices will be displayed as Exclusive of Tax (VAT/GST/Sales tax), if the F7:Exclusive icon is active - or Inclusive of Tax (VAT/GST/Sales tax) if the F7:Inclusive icon is active. 

The column heading will change to Unit incl. if the F7:Inclusive icon is active.

g)Discount - You may enter the discount percentage for the item. 

h)Amount excl. - The amount is calculated as  the quantities in the "Order" and "Ship" field x Cost price. If any discount percentage is entered, the discount will be deducted from the unit price. 

3.Document footer:

a)Fast add item (code / barcode / serial) - Enter the stock code, barcode or serial number. Press enter to add the item to the document lines.

b)Current balance - The balance of all posted and unposted documents for the creditor (supplier / vendor). 

c)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. 

d)Credit limit - The credit limit as entered for the creditor (supplier / vendor) on the Accounting information tab.

e)Std disc% - Standard discount percentage is only applicable to debtor (customer / client) accounts.

4.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).

5.Click on the Yes button to print the order.  

       

Example : Printed Order

An example of the printed order, is as follows:

document-type-order-printed

This example is based on the Layout file (universal for all document types). You may also select the following available Order layout files:

- Order (10 code)

- 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)

Confirm / Convert Orders to Purchases 

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

You may also convert Orders to Purchases on the following options:

Input → Confirm menu (Action ribbon). 

Documents → Confirm quotes and orders option on the context menu of the Quotes document type in the "Document list" screen.