Settings - sales order defaults

Solution Properties

Solution ID:

200427112417687

Last Modified Date:

Tue Feb 06 10:46:21 UTC 2024

Taxonomy Path:

Case category//How do I...//setting up

Author:

[email protected]

Settings - sales order defaults

Description

Before creating your first sales orders, you can save time in the long run by setting up some defaults that will apply to all new orders automatically. This article explains how to do this.

NOTE: Although there are invoice and purchase order defaults within the Invoice and Order Defaults area, this article only deals with sales order defaults.

Cause

Resolution

Set up the order defaults

On the menu bar click Settings then click Invoice & Order Defaults.
Make any require changes. For details of each tab, please see the sections below.
Click OK.

Once order defaults have been set up, they apply to all new orders you create.

General tab

Show special product codes in Invoicing / SOP / POP	To display the special stock codes, S1, S2 and S3, in the Invoicing, Sales orders and Purchase orders modules, select this check box.
Place Order Shortfalls on Order Automatically	To automatically record a purchase order to your supplier for any sales order shortfalls, select this check box.
Lock Autonumber on Invoicing / SOP / POP	To ensure that you do not overwrite the automatically assigned invoice, sales order or purchase order number, select this check box.
Prompt to Allocate Stock when saving a Sales Order	When you save a sales order the software, by default, prompts you to confirm that you want to allocate the stock. If you prefer not to see this message each time you click Save, clear this check box.
Default Sales Order	If you normally use a particular order type, such as Product Sales Order, and don't want to change the order format each time you create a sales order, from this drop-down list, choose the required option.

Footer Defaults tab

Invoice and Sales Order Carriage Defaults

Net	Enter the net carriage amount to be added to your order.
N/C	From the N/C drop-down list, choose the nominal code to which the carriage is to be posted. If you're using the Sage Accounts default Chart of Accounts, this is 4905.
Dept.	From the Dept drop-down list, choose the Department number to which the carriage is to be posted.

NOTE: If the value, nominal code or department for carriage isn't always the same, either leave the default field blank or enter the most likely default. These can be amended from within the order entry window when you create the sales order.

Options tab

Invoicing and Order Numbering

Sales orders start from	Enter the starting number of your orders.
Goods despatched start from	Enter the starting number of your Goods Despatched Notes or GDNs.

NOTE: When you open the order entry window, the order number appears as ‹Autonumber› . The number is assigned when you save the order.

Options

When an Invoice or order is saved	To either create a new invoice/credit note/order at the point of saving the document, or edit the existing document, from the drop-down list, choose the required defaults.

GDN and GRN Options

Goods Despatched Notes

From the drop-down list, choose one of the following options:

Generate for all despatches - Choose this option if you want to generate a GDN automatically for each despatch
Prompt at each despatch - Choose this option if you want to be prompted to generate a GDN each time you record a despatch
Don't generate - Choose this option if you want to update the sales order and your stock levels, but don't want to produce a GDN. If you choose don't generate , the GDN option doesn't appear on the Sales Order Processing toolbar

Special Items

You can change the default tax codes that are used for the special stock codes, S1, S2 and S3.

Update ledgers tab

Customers

Update transactions Ref with	From the drop-down, choose what the transaction ref is when you update the ledgers. You can choose between Invoice Number, Your order number or Customer order number.
Update transaction Ex Ref	From the drop-down, choose what the transaction ex ref is when you update the ledgers. You can choose between Invoice Number, Your order number, Customer order number or Nothing.
Update Service Invoices using the following text	If you select this check box and enter some text in the box below, this overrides anything you type into the service invoice New/Edit window.
Update Using Customer Department	Select this check box to update your invoices and credit notes by customer department.

Discounts tab

Unit price

Discount by Unit Price

To calculate discounts based on the unit price of the products on the invoice, select this check box.

The value of the discount varies depending on the method of discounting you use.

The calculation used for Discount By Unit Price is: (Unit Sales Price - Discount) x Quantity

For example, a customer buys 20 units at £9.99, with a 20% discount.

Using the Invoice Value Discount method: (Unit Sales Price x Quantity) - Discount (199.80) - 39.96 = £159.84
Using the Discount By Unit Price method: (Unit Sales Price - Discount) x Quantity (7.99) x 20 = £159.80

By calculating the discount value on each individual unit, the discount given is different when compared to a discount applied to the entire invoice.

Apply Quantity/Value Discounts to

Sage 50 Accounts Professional only

Decide how you want the quantity and value discounts to be applied to invoices. You can select all customers or customers that aren't associated with a price list.

Special Prices	To apply discounts to special prices, select this check box. If this box is clear, value discounts aren't applied to invoices or orders that contain special prices, and quantity discounts aren't applied to item lines using special prices.
Price List Prices	To apply quantity discounts to your customer price list prices, select this check box. If this box is clear, value discounts aren't applied to invoices or orders that contain price list prices, and quantity discounts aren't applied to item lines using price list prices.
Standard Prices	Invoices that include standard prices are always discounted. This check box is always selected. Select whether you want the Special Price, Price List and Standard Price discounts to be applied to all customers, or only to those customers who aren't included on any price lists.

Discounting Special Items

Sage 50 Accounts Professional Only

Always apply Value Discounts to special items (S1, S2 and S3)	To always apply discounts to special product codes, S1, S2 and S3, regardless of the other settings, select this check box.

Item Line Discount

Show Discount on Main Invoice/Order screen	To display Discount and Discount % columns on the invoice entry window and the order entry window, select this check box. The columns show any discount awarded to items on an invoice or sales order and can be used to change the discount that is applied. To edit the discount, press F3 to show the Edit Item Line window, then amend as required.

Intrastat tab

Complete your Supplementary Declarations by identifying EU transactions and using them to generate the information you need to submit. You can then transfer the figures that Sage Accounts produces onto the official Supplementary Declaration forms. For further information, please refer to article .

Declarations - Dispatches

Generate Intrastat entries for Sales Orders	If you export goods to the European Union (EU), in order to generate Intrastat reports you must select this check box.
Default Terms of Delivery	Delivery terms - Indicates what part of the costs and risks the seller of goods has agreed to take on as part of the contract of sale. You only have to provide delivery terms information if your annual threshold exceeds £16,000,000. If this is the case, choose the code you expect to use regularly in your Intrastat report.
Default Nature of Transaction Code (NoTC)	This code indicates the type of transaction made. Select the code you expect to use regularly in your Intrastat report.

Declarations - Arrivals

Generate Intrastat entries for Purchase Orders	If you import goods from the European Union (EU), in order to generate Intrastat reports you must select this check box.
Default Terms of Delivery	Delivery terms - Indicates what part of the costs and risks the buyer of goods has agreed to take on as part of the contract of purchase. You only have to provide delivery terms information if your annual threshold exceeds £16,000,000. If this is the case, choose the code you expect to use regularly in your Intrastat report.
Default Nature of Transaction Code (NoTC)	This code indicates the type of transaction made. Choose the code you expect to use regularly in your Intrastat report.

Cash sales tab

Printing

When performing a Cash Sale	Select the documents you want to generate for a cash sale from these options: sales order, goods despatched note or sales invoice.

Options

Add message to Invoice	To add a message to the generated invoice, select this check box. Enter the text you want to appear on the invoice. For example: Cash sale - paid in full.
Default Cash Sales Bank Account	From the drop-down list, choose the bank account you want the value of a cash sale applied to. You must choose a base currency bank account.
Always post to Default Cash Sales Bank Account	If you always want the value of a cash sale to update the default cash sales bank account, select this option
Always prompt for Cash Sales Bank Account	If you want to choose the required bank account when you record a cash sale, select this option.

Quick print tab

Sales Orders	To set up your default sales order layout to use with the Quick Print feature: Click Browse then locate the required layout then click OK

Email tab

Sales Orders	To set up your default sales order layout to use with the Email feature: Click Browse and locate the required layout then click OK

[BCB:19:UK - Sales message :ECB]

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