10.2.4. Operating Sales Orders

Batch Processing

The Order Batch Process process, located in the Quote-to-Sales -> Sales Orders menu, can be use to process multiple orders simultaneously. Before running the process you can specify the following parameters:

• Organization, Business Partner (Customer), Date Ordered - selection filters for orders to be processed;

• Target Doc Type - orders of this type will be processed;

• Document Status - orders with this document status will e processed;

• Document Action - select a document cation that will apply to the orders. The Action must correspond to the selected document status. For example "Drafted" document can be prepared or completed but cannot be cancelled;

Press Start to process orders according to the selected parameters.

Printing Orders

Sales orders can be printed by selecting the Print button, located on the toolbar. The printed document is determined by the order type. For example:

• POS Order - the customer has already paid so there is no need to print the order, so instead the system will print the Invoice;

• Standard Order - the order will be delivered and the customer will receive the payment notification, so the system will print the order confirmation;

Note: the printed document can be viewed before printing by selecting the corresponding option in the Tools -> User Preferences menu.

The Print format used will be determined by the format defined for this document type. The language and date format used is determined by the language setting.

Details in Reporting.

Quote Conversion

The Quote Convert process, located in the Quote-to-Invoice -> Sales Order menu, is used to convert a quote or proposal into a sales order. After running the process the offer or proposal is reserved and may also be closed. Before running the process you can specify the following parameters:

• Order - select from the list the quote or proposal;

• Document Type - select the document type for the sales order that will be generated;

• Document Date - date used on the sales order (if not entered, the current date will be used);

• Close Document - if checked after running the process the offer or proposal will be closed;

Press the Start button to convert the quote or proposal. The generated sales order will have the "In Progress" document status.

Reprice Order/Invoice

The Reprice Order/Invoice process, located in the Quote-to-Invoice -> Sales Order menu, is used to recalculate the price on an open sales order or invoice using the latest price list version. Before running the process you can specify the following parameters:

• Order, Invoice - select the order or invoice for which you'd like to recalculate prices. Only "In Progress" documents can be selected;

The prices for every order or invoice line will be recalculated based on the most recent price list version.The document number, the old price and the new price will be displayed.

Adding freight Costs

SocrateCloud allows the automatic calculation of freight costs depending on weight, volume and freight category and allows you to add it to the order. To use this functionality you need to go through the following steps:

1. Defining Freight Categories

Freight categories represent a classification level for freight entities in SocrateCloud. These are defined in the Freight Costs window, located in the Product Setup menu.

2. Defining Shippers and Freight Amounts

Shippers are vendors who provide transportation services. A vendor can be defined as a sipper using the Shipper window located in the Product Setup menu. The following fields are available:

• Vendor - select a business partner;

• Tracking URL - web address used to connect to the shipper web service (for delivery application integrations)

The freight amounts that will be used on sales orders are are defined using the Freight tab. A record needs to be defined for each applicable amount depending on weight, volume and freight category. The following fields are available:

• Freight Category - select a freight category defined at step 1;

• Valid from - starting date for the freight cost. To determine the freight amount, the most current date is used;

• Freight Amount, Currency - the freight amount, in the selected currency;

• Weight Limit, UoM for Weight - maximum weight for which this amount can be used, in the selected unit of measure;

• Volume Limit, UoM for Volume - maximum volume for which this amount can be used, in the selected unit of measure;

• Country, Region, To - informative, the country and region of departure and respectively, destination for which this amount is used;

The weight and volume interval for each amount is determined using the following rules:

• Upper limit - the volume and weight limits from the current record;

• Lower limit - the highest values for volume and weight limits from other records, lower than the ones on the current record;

• If the order volume and weight does not belong to any interval, the default freight amount used will be 0;

Observations:

• To determine the interval, the ordered products need to have both weights and volumes defined, using the corresponding fields in the Product window;

• The selected units of measure need to be the same as the ones in the Tenant Info tab, Tenant window or have conversions defined;

3. Defining the Freight Service

In the Product window, located in the Product Setup menu, a service needs to be defined with the following properties:

• Product Type = "Service"

• Freight Category = freight category defined at step 1. In order to select the freight category:

  • set the product type to "Item"

  • select the freight category in the corresponding field;

  • reset the product type to "Service"

4. Adding the Freight Amount to an Order

The process is available for standard orders. In the Sales Order window, in order to activate the button Add Freight Amt to Order, you need to enter the following values:

• Shipping Method = "Shipper";

• Freight Carrier = the shipper defined at step 2;

• Freight Category = freight category defined at step 1;

Note: To activate the button, the order details must not contain any products belonging to a freight category.

Press the Add Freight Amt to Order, after which select the freight service defined at step 3. Press Start to run the process. A line will be added to the sales order, with the following values:

• Price = freight amount corresponding to the weigh and volume interval defined at step 2;

• Product = freight service defined at step 3, selected as a parameter when running the process;

Operating Order Payments

Two methods to add a payment to an order are available:

• Directly for the Sales Order window;

• Linking an existing payment - details in Receipts and Payments;

To make a payment directly from the order:

• Press the Payment Method button. A window will appear, containing payment method information;

• Depending on the selected payment method, the required fields for entering a payment will appear;

• Press Ok to save the payment. The sales order will be completed automatically and 4 additional documents will be created: payment, shipment, payment allocation and sales invoice;

Notes:

• • after registering a payment to a prepaid order, this will be automatically completed and specific documents will be generated automatically (invoice, shipment). To view the generated documents press the Zoom Across

• • button from the toolbar;

  • the invoice will be generated with the payment date;

  • the payment is allocated automatically to the generated invoice;

  • the allocation will be available in the Allocation tab;

Add Receipt

Starting v16.09, it is possible to register payments directly from sales orders using the Add Receipt form:

• • the form is only available for the following order types: prepay order, Standard Prepay order, Credit Order;

• • Transaction Date (mandatory) - date used on the generated payment;

  • enter the payment as a fixed amount or as a percent of the order amount;

    • Payment amount % - the payment will be equal to Open Amount * Payment amount % /100;

    • Payment amount - the actual payment amount;

  • to indicate the payment method used, use the fields available in the sections below:

• • • Cash - enter the amount paid and the cash register used;

    • Card, Payment, Check - enter the amount paid, the bank account and the payment document number;

• • you can use multiple payment methods simultaneously and when processing the form, a document will be generated for each section;

  • the following informative fields are available:

    • Order - current order;

    • Total General - total order amount;

    • Open Amt - order amount not paid;

    • Calculated Amt - amount that will be paid when processing the form;

    • Open Calculated Amt = Calculated Amt - total amount entered in the sections: Cash, Card, Payment, Check;

      • the amount for which no payment method was specified;

      • the form can only be processed if this is 0;

  • the Proforma section, available only for prepay orders, allows you to generate proforma invoices based on the advance payment received:

    • Document Type - document type used for the proforma invoice;

    • Charge - charge used to register the payment amount;

    • Document Action - document action applied to the generated invoice;

    • Direct Print - if checked, the generated invoice will be printed directly from the printer, without a PDF preview;

    • Print Receipt - if checked, a receipt will be printed for the payment amount;

  • Process button - generates and allocates payments to the order based on the values entered in the fields above;

  • The Allocation section displays information regarding the payments already allocated to the order:

Generate Purchase Order from Sales Order (process)

The Generate Purchase Order from Sales Order process, located in the Quote-to-Invoice -> Sales Order menu, allows you to generate purchase orders based on sales orders. The following parameters are available for the process:

• Date Ordered - define a from - to period. Only sales orders with "Date Ordered" belonging to this period will be processed;

• Business Partner - only sales orders from this customer will be processed;

• Vendor - the generated purchase orders will contain only products with this purchasing vendor;

• Order - select a source sales order;

• Drop Shipment - select "yes" to indicate that the ordered products will be sent directly from the Vendor to the Customer;

Press Start to generate purchase orders.

Process rules:

• the organization of the sales order will be used on the purchase order;

• if a (default) purchase order document type is defined for the organization, it will replace the default document type defined at tenant level;

• purchase orders will be generated only for products which have a vendor defined (Purchasing tab, Product window);

• purchase orders will be created using the default price list defined for the current vendor;

• PO and SO can have different currencies.

Apply Discount on Order

Starting with v16.11 the Apply Discount on Order is available which can be used to update order line prices as described below:

Reopen Order

The Reopen Order process changes an order's status from Closed to Completed and updates the ordered quantity by the following rule: Ordered Quantity = Entered Quantity.