Order document

In the VAT- and accounting information table you can connect an Account set with correct general ledger accounts for a VAT and accounting group.

The Account set can then be set on the Account set cust. and/or Account set sup. fields in the Associate table.

The VAT and accounting group and the Account set fields in the Order line table define the tax processing. The fields are suggested on what is entered for the customer or supplier and is used when no other account set is specified on an order line.

Updated with the corresponding values from the Associate table when you enter the Cust. no./Sup. no.

Updated with the corresponding values from the Associate table when you enter the Cust. no./Sup. no.

Updated with the corresponding values from the Associate table when you enter the Cust. no./Sup. no.

Updated with the corresponding values from the Associate table when you enter the Cust. no./Sup. no.

You can print the value in order documents using the @Order macro. The field is related to the remaining quantities in the orders.

You can also print the values in the order lines for group discounts, group totals, structure heads and order totals by checking the Weight/dimensions on break lines box in the order documents dialog box.

You must complete the field manually. The date is not suggested down on order lines, as it is calculated for each order line.

The date is validated using the regional settings in Windows.

Filled in when you enter a value in the Arrival/departure date field.

0 - Not set

The document was printed without AutoInvoice as document delivery method, or the document delivery method was disregarded by using a different print method (Override to printer, Quick print, Print to PDF, Send e-mail, Design Excel template, Print to Excel, Print to clipboard, Print to file or Only approval). The document is ready to be sent to Visma.net AutoInvoice, unless it has been printed using an XML print form or the Document delivery method = EDI is set.

Note:

The document type 3 - Packing slips is always created with AutoInvoice status = 0 - Not set because of the way the document is processed.

1 - Transferred

The document has been delivered to Visma.net AutoInvoice. This status does not indicate what has happened after Visma.net AutoInvoice received the document. No further processing possible.

2 - Pending

The document is ready to be sent, but has not yet been processed. This status should only appear if the Document copies option Only approval - print later from document archive has been selected.

3 - Failed transfer

An error occurred while sending to Visma.net AutoInvoice. See the EDI error message table for more details. This status could indicate problems logging in to Visma.net AutoInvoice, communication with Visma.net AutoInvoice (firewall etc.) or issues with creating the XML data (corrupt data etc.).

4 - Cannot transfer

Status set when running the Set AutoInvoice status Cannot transfer processing. This status disables sending the document to Visma.net AutoInvoice. The processing is available for documents that have a status other than 1 - Transferred and 4 - Cannot transfer.

5 - Validation failed

This status is only in use if the System information processing setting Test content is selected. This setting is only available if AutoInvoice test is selected. The status indicates that the XML content includes validation errors, according to the PEPPOL BIS format rules. Detailed error message(s) can be found in the AutoInvoice validation error table.

6 - Preparing to send

7 - Sent from AutoInvoice

8 - Unsuccessful delivery

If you take out goods from stock to be used as capital assets in the internal business, you can make an order with transaction type 4 - Adjustment/internal issue and enter the capital asset no and capital asset processing = 1 on the order line and realize the order. From the product transaction established, you can then run the Activate capital asset processing, that will create a batch and voucher for the capital asset activation.

You can also perform purchase orders to transfer directly as a capital asset without the goods entering the warehouse. For purchases the order line is set to Not cost transaction.

You can remove capital assets from the warehouse via the order module and have it posted as acquisition of the selected capital asset.

To ensure that the accounting is correct you should set up a separate account set for this routine in which it is only necessary to enter debit/credit further processing. The account can be directly from the warehouse or another account that is different from further processing for sold goods.

In the order line, unhide the Capital asset proc. and Cap. asset no. fields and enter the processing and the capital asset. It is possible to enter new capital asset when you look up in the field.

1 - Acquisition

To be used on records concerning the main acquisition of capital assets. E.g. cars, or buildings.

2 - Addition

To be used on records concerning additions. The definition of an "addition" is e.g. winter tyres for a car or marquises on a building. Additions can be given a lifetime, that differs from the main acquisition.

3 - Revaluation

To be used on records meant to adjust the total value of a capital asset. An example when a revaluation can be performed is when a very old real estate has a much higher market value, than the book value.

Note:

Revaluation shall NOT be performed when a capital asset has a lower value than expected due to under-usage, in this case the lifetime, and consequently the periodic depreciations, shall be adjusted instead.

Note:

Revaluation of capital assets is in most countries surrounded by legal restrictions and shall be performed only after accurate consideration.

4 - Devaluation

To be used on records meant to adjust the total value of a capital asset. An example when a devaluation can be performed is when the value of a real estate falls under the book value due to a financial crisis or another extraordinary occurrence.

Note:

Devaluation shall NOT be performed when a capital asset has a higher value than expected due to over-usage, in this case the lifetime, and consequently the periodic depreciations, shall be adjusted instead.

Note:

Devaluation of capital assets might be surrounded by legal restrictions in your country and shall be performed only after accurate consideration.

5 - Sale

To be used on records concerning sales of capital assets.

6 - Discarded

To be used on records concerning discard of capital assets.

7 - (Not in use)

Not in use.

8 - Back transfer

Resets depreciation when capital assets are sold or discarded.

9 - Depreciation on investment

10 - Depreciation on addition

11 - Depreciation on revaluation

12 - Depreciation on devaluation

Updated on invoicing of orders from the printout calculation. The calculation is only performed for orders that come from the invoice printout. On the invoice you can for example display the field on the bank giro part. The value is also transferred to the voucher line.

The Generate order processing updates the confirmed delivery date in the Order table with the value from the From date field.

The Transfer interest to order processing sets the confirmed delivery date always to the current date.

Newly entered purchase orders don't get any date set in the Confirmed delivery date field. The Confirmed processing is updating the Confirmed delivery date field with the date set in the processing dialog box.

The Confirmed delivery date is updated with the value in the Required delivery date field. This automatic update can be turned off in the Company information table. If you select Do not enter confirmed delivery date when entering data in the Calculate delivery date field then you don't get any value set in the in the Confirmed delivery date field.

The date is validated using the regional settings in Windows.

The document numbers are retrieved from the voucher and document series in the Company information table.

The field contains a reference to an Associate no. in the Associate table, representing the contact person. The associate may be selected by manually entering a value or doing a lookup. If a Cust. no. or a Sup. no. has already been set on the order, the lookup will only display contacts relevant for this customer or supplier. If not set, the lookup will open a view of the Associate table.

Double-click to open the dialog:

The Contact tab contans a list with all associates defined for the receiver on the order (that is, field Contact for = Associate no. of the customer). Here you can search for and select contacts.

The Associate tab contains all associates. Here you can search for and select contacts that are not defined for the receiver.

If you type the name or beginning of the name directly into the Contact field, then the system will first search and present a list with all associates defined for the receiver on the order. If no posts are found, the search is expanded, and a list from all associates (regardless of the Contact for setting) will be presented.

The field contains a reference to an Associate no. in the Associate table, representing the contact person. The associate may be selected by manually entering a value or doing a lookup. If a Cust. no. or a Sup. no. has already been set on the order, the lookup will only display contacts relevant for this customer or supplier. If not set, the lookup will open a view of the Associate table.

Double-click to open the dialog:

The Contact tab contans a list with all associates defined for the receiver on the order (that is, field Contact for = Associate no. of the customer). Here you can search for and select contacts.

The Associate tab contains all associates. Here you can search for and select contacts that are not defined for the receiver.

If you type the name or beginning of the name directly into the Contact field, then the system will first search and present a list with all associates defined for the receiver on the order. If no posts are found, the search is expanded, and a list from all associates (regardless of the Contact for setting) will be presented.

In the order lines you can invoice parts of this amount via the Share field.

The cost is displayed in default currency. However cost prices can be displayed in currency of the payment supplier, if you select the option Cost prices in currency in the order processing field in the Company information table.

You can override this field in Order line and Reservation tables. You can make a reload of the Exchange rate when invoicing by selecting the Justify exchange rate box in the Customer options/Order options dialog box. When the Cost currency no. is changed Inc. cost in the cost currency are updated when saved.

The value is retrieved from the corresponding field in the Associate table. If you have not filled in this field, the default Country no. and Language no. are retrieved from the Company information table.

You can enter a customer by opening or searching among the customers in the Associate table. You can also override the Cust. no. in the order lines.

This field is also used for this purpose if you use EDI.

Price groups are suggested from the corresponding fields in the Associate table and Price- and discount matrix table.

Price groups are suggested from the corresponding fields in the Associate table and Price- and discount matrix table.

Price groups are suggested from the corresponding fields in the Associate table and Price- and discount matrix table.

In purchase orders the Customs field in the order lines are aggregated to the order, whereas in sales orders you must enter the costs in the default currency in the order and the amount is included in the order total.

1 - Deduct client responsibility 1/bank and post it

2 - Deduct client responsibility 2/bank and post it

3 - Deduct client responsibility 3/bank and post it

You can override this field in the order lines.

You can use this field for purchases if you want the products to be delivered to a different address from the one specified in the Company information table.

You can perform lookups in this field using the following keys:

• Shift + * - With this lookup you limit the lookup to those associates that have reference to the customer/supplier for the order.
• Ctrl + * - This lookup finds all associates.

The Delivery method field is suggested on the basis of:

• the recipient for sale/hire/loan orders
• the supplier or the recipient for purchases

If you enter a Post code that exists in the Postal address table, the Postal area field is filled in and the cursor jumps to the next field. If the Post code does not exist you will see a warning in the Status bar and the cursor will then stop in the Postal area field so you can type in the Postal area manually.

This field is suggested by the recipient. When you print Pick lists you can choose to sort by this field. Valid values for the Delivery priority field can be defined in the Text table.

Examples of delivery terms are FOB and CIF. The delivery terms are suggested on the basis of what you have entered for the customer/supplier.

You can override this value.

If you enter a Post code that exists in the Postal address table, the Postal area field is filled in and the cursor jumps to the next field. If the Post code does not exist you will see a warning in the Status bar and the cursor will then stop in the Postal area field so you can type in the Postal area manually.

You can override this value.

If the Des. prod. start date field in the Order table is specified, you cannot run the Calculate production start / costs processing.

The date is validated using the regional settings in Windows.

This is done on the basis of the entered consumption of goods and services for a product for over/under-invoicing that you define in the order. The value in this field is suggested on the basis of what you have entered in the Fixed price deviate prod. field in the Company information table.

The transaction is assigned the person and units responsible from the Order and a description from the Product table, and is in addition to transactions for revenue and costs from the standard order lines. If you do not use the order's Deviate prod. no., the revenue and costs from the invoice plan lines will be entered directly in statistics.

You can also use this field when overriding invoiceable amounts.

Originates from the Date field in the Print dialog box to the actual order document report.

Corresponds to the @DocDate macro function on the form.

The date is validated using the regional settings in Windows.

This field will get the status 1 - Ready for delivery when the invoice has been approved. When the invoice has been sent it will change to 2 - Delivered. The statuses are relevant for use when enabling the option Only approval - print later from document archive in the Document copies field in the Company information table.

1 - Ready for delivery

2 - Delivered

1 - Invoices/credit notes

2 - Consignment notes

You can print batch consignment notes to avoid more expensive freight charges, as many hauliers charge for each consignment note. If you sort with breaks in the order head when printing consignment notes, one consignment note is printed for each break.

You can, for example, sort with breaks by Delivery associate number and possibly Delivery method and Delivery terms.

3 - Packing slips

4 - Pick lists

5 - Order confirmations

6 - Quotations

7 - Purchase orders

8 - Inquiries

9 - Production orders

10 - Product catalogue

11 - Purchase request

Suggested on the basis of what you entered in the Associate table for the customer/supplier.

If you have selected the Batch invoice field under Customer options in the Associate table or under Order options in the Order table, you cannot select the EDI field for the Order/Invoice documents.

Order documents

The dialog box contains boxes for each of the relevant document types, that you can check to define required delivery methods. You can send the same document in several different ways by selecting several delivery methods. No documents are sent unless you select at least one of the delivery methods. There is a block against removing all selections in invoices; at least one of the delivery methods must be selected. Print previews of the documents works regardless of which delivery methods have been selected.

Accounting documents

You can send interest notes and reminders as fax and e-mail attachments in the same way as the order documents.

In addition to the document types with the associated delivery methods described above, there are some additional settings.

EDI Settings

Media type

E-media

Print

Postage type

1. class mail

2. class mail

____

Stop before sending e-mail

Used to prevent immediate transmission by e-mail. This means you can edit the e-mail before it is sent to the contact.

Suggested on the basis of what you entered in the Associate table for the customer/supplier.

If you have selected the Batch invoice field under Customer options in the Associate table or under Order options in the Order table, you cannot select the EDI field for the Order/Invoice documents.

Order documents

The dialog box contains boxes for each of the relevant document types, that you can check to define required delivery methods. You can send the same document in several different ways by selecting several delivery methods. No documents are sent unless you select at least one of the delivery methods. There is a block against removing all selections in invoices; at least one of the delivery methods must be selected. Print previews of the documents works regardless of which delivery methods have been selected.

Accounting documents

You can send interest notes and reminders as fax and e-mail attachments in the same way as the order documents.

In addition to the document types with the associated delivery methods described above, there are some additional settings.

EDI Settings

Media type

E-media

Print

Postage type

1. class mail

2. class mail

____

Stop before sending e-mail

Used to prevent immediate transmission by e-mail. This means you can edit the e-mail before it is sent to the contact.

The due date is calculated on the basis of Payment terms and Invoice date fields. You can also let it be calculated on the basis of the order's Finish date instead of the Invoice date. You activate this by selecting the Due date based on finishing option in the Accounting processing field in the Company information table.

The date is validated using the regional settings in Windows.

The Empl. no. is a unique number identifying one specific Employee.

Valid values for Employee price gr. can be defined in the Text table.

This field is suggested from the Company information table.

Invoices/credit notes

Consignment notes

Packing slips

Returning

Finishing

Pick lists

Order confirmations

Acceptance

Quotations

Prepayment

Invoice received

Goods received

Sent from supplier

Purchase confirmation

Purchase orders

Inquiries

Production orders

Cancelling

If you have not already entered this for the customer/supplier, you can enter the following values in this field:

• 1 - No special tax
• 2 - Only specification on invoice

1 - No special tax

No special tax

2 - Only specification on invoice

Only specification on invoice

The date is validated using the regional settings in Windows.

The field is filled in with the Factoring no. that you have entered for the customer/supplier.

If you want to print invoices/credit notes that are to go via factoring, you check the Factoring box in the Order documents dialog box.

The date is validated using the regional settings in Windows.

Originates from the Form drop-down list in the Print dialog box to the actual order document report.

Refers together with form type 6 - Order document to the Form table.

The columns contain break-line totals for break total lines. In batch invoices the total displayed is the total of the values of orders included.

The columns contain break-line totals for break total lines. In batch invoices the total displayed is the total of the values of orders included.

The columns contain break-line totals for break total lines. In batch invoices the total displayed is the total of the values of orders included.

The columns contain break-line totals for break total lines. In batch invoices the total displayed is the total of the values of orders included.

You can find a more detailed description in Consignment costs.

You can find a more detailed description in Consignment costs.

You can find a more detailed description in Consignment costs.

You can find a more detailed description in Consignment costs.

This field displays a numerical value if one of the four fields for freight or the Customs and Cost price addition (dom.) fields has a special processing option.

Purchase

In purchase orders, consignment costs on order lines are totalled in the order, when cost addition distribution for purchase orders is selected.

Cost addition distribution on purchases

When you select another distribution, the value in the Cost price addition (dom.) field is distributed to the finished order lines according to the selected distribution field (Amount, Net weight, Gross weight, Volume or Quantity).

On receipt of invoice, the field is reset and the value is moved to the Cost price addition so far (dom.) field.

Sale

In sales orders you must enter closing consignment costs in the default currency in the order, and the amount is included in the order total. When invoice printouts are approved, the fields are reset so that the amounts always relate to the next invoicing.

The Company information table contains the Product no. freight 1 - Product no. freight 4 and Product no. customs fields. These fields relate to products from which information is retrieved when printing, running statistics and posting closing consignment costs.

Specify in %

Freight 1

Freight 2

Freight 3

Freight 4

Customs

Calculate customs from

Freight 1

Freight 2

Freight 3

Freight 4

Additional cost distribution

From order line

Amount

Net weight

Gross weight

Volume

Quantity

Valid order groupings are defined in the Text table.

Valid order groupings are defined in the Text table.

Valid order groupings are defined in the Text table.

Valid order groupings are defined in the Text table.

Valid order groupings are defined in the Text table.

Valid order groupings are defined in the Text table.

Valid order groupings are defined in the Text table.

Valid order groupings are defined in the Text table.

Valid order groupings are defined in the Text table.

Valid order groupings are defined in the Text table.

Valid order groupings are defined in the Text table.

Valid order groupings are defined in the Text table.

The gross profit is the difference between invoiceable amount (credit amount) and incurred costs (debit amount). Gross profit is calculated for the Transaction type = 1 - Sales.

The gross profit is the difference between invoiceable amount (credit amount) and incurred costs (debit amount). Gross profit is calculated for the Transaction type = 1 - Sales.

The field is only calculated for sales.

The gross profit is the difference between invoiceable amount (credit amount) and incurred costs (debit amount). Gross profit is calculated for the Transaction type = 1 - Sales.

The gross profit is the difference between invoiceable amount (credit amount) and incurred costs (debit amount). Gross profit is calculated for the Transaction type = 1 - Sales.

The field is related to the remaining quantities in the orders.

You can also print the values in the order lines for group discounts, group totals, structure heads and order totals by checking the Weight/dimensions on break lines box in the Order documents dialog box.

This field is totalled when printed Consignment notes are approved.

The field is updated simultaneously with the Gross weight field.

Flags for credit control are Credit denied and Credit limit in the Test result field.

When Pick lists have been printed for such orders, the Ignore test result field is deselected.

1 - Ignore until first pick list

2 - Ignore in all processes

This applies to both entry of and changes to cost prices and incurred quantities in the order lines and when deleting order lines. These fields are also recalculated when you save.

The document numbers are retrieved from the voucher and document series in the Company information table.

If you are going to invoice the order according to an invoice plan, complete the field with one of the following values:

• 1 - On account/settlement
• 2 - Fixed price

If you do not enter one of these values in the field, the order will be invoiced on an ongoing basis.

If you select value 2 - Fixed price, the value in the Deviate prod. no. field is suggested on the basis of what has been entered in the Fixed price deviate prod. field in the Company information table.

1 - On account/settlement

2 - Fixed price

Suggested on the basis of the corresponding field in the Associate table for the customer, and is used for d/c ledger entries.

The following fields are overridden by data from invoice customer no.:

• Currency no.
• Cost currency no.
• Payment method
• Payment terms
• Factoring no.
• Account set
• VAT code
• Trade area

If you have selected to use Customer price group 1 - 3, the system uses the value as well as price lookup on invoice customer no. Values are also retrieved from the Customer options field in the Associate table, and put in the Order options field in the Order table.

If you check the Invoice date from invoice plan box in the Order documents dialog box the date is retrieved from the invoice plan; otherwise the date is retrieved from the dialog box.

The date is validated using the regional settings in Windows.

The document numbers are retrieved from the voucher and document series in the Company information table.