Once you have selected Order Processing, you will enter the image to create a new order / invoice. In addition to the left-hand menu that is general to the Invoice module, you have now come up with a new menu that is divided into actions, searches, distribution and help. This image is the same as if you double-click an order in the Order List or Invoice in the Invoice List.
If you already have an order up and want to create a new order, click this option. Note that if you made changes to the order that was already in this image, you must save before clicking New.
Here you can look up previous orders and invoices instead of going to Order or Invoice list and searching them up there.
This is the button to save the order. Note that if the order status stands as "invoice", the order will be invoiced and posted at the time of storage.
Regardless of what's in the Order Status field will invoice now be invoiced and booked.
Allows you to copy the order that you picked up either via the search button or via the Order or Invoice list.
If you have opened an invoice from either Invoice list or Search you will now have the opportunity to click on this menu item and create a credit note. One will then see that the amount in total stands as a negative number, it has come up with a text with “credit note for invoice xxx” and the order status is set to “credit”. One must finish by clicking save to create the credit note.
If you have opened an order that was previously saved, you will now be able to click this option to delete the order. Note that this is not possible for invoices that must be credited for accounting reasons.
If you miss any fields in the setup, you will always find the different fields and settings for each specific setting during this menu selection. This menu item is divided into the following categories;
- Order information ; Order number, order status, order date and our reference
- Invoice information ; Invoice number, invoice date, comment (internal use), invoice text (external to the customer), payment time and method of payment
- Customer information ; Customer, org number, address, postcode, city, county, country, and customer reference
- Delivery information ; Customer, address, postcode, city, city, county, country, delivery date, phone, delivery method and alternative.
- Certification information ; Customer number and address
- Price calculation ; Including VAT, type of sale, price list and ear rounding
- Invoice Fee ; Assets, limit and amount
- Invoice links ; Department, project, opportunity, campaign, production manager, production number and reference number
- Currency ; Which currency and exchange rate
- Accounting ; Accrual and dimensions
- Distribution ; Distribution method, distributor and invoice email.
History of what was done with the order earlier.
Lets you search for products and create a new product. By clicking on the binoculars icon you can search based on product number, name, EAN number, description, category, supplier, supplier's product number, supplier's product code and supplier's product name. If you type in the search box * followed by the text you want to search for, it will search for products that contain the text entered. You can add products to the order by double-clicking them among the search results.
Shortcuts when in product search:
END: Adds product to order
HJEM: Puts cursor in search.
ENTER (in edit mode): Adds product and puts cursor in next row
ENTER (NOT in edit mode): Adds product.
PIL OPP (in edit mode): Moves UP in list and retains edit mode
(in edit mode): Moves DOWN in list and retains edit mode TAB and shift + TAB (in edit mode): Moves back and forth in the product list.
SIDE NED: Jumps into items added to the order.
Keyboard shortcuts (when adding products to order):
SIDE OPP: Sets the cursor in the search box for product search.
KLIKK MED MUSEN: Insert cursor in edit mode
Shift + C: copy product line
ENTER: Enter edit mode In product line
Shift + N: Adds new product line
PIL NED: Adds new line if you are in the last line of products added.
Keyboard Shortcuts in Product Search
ENTER: Seeks out items and puts the cursor in the first row of products found. If no hits, the cursor is put back in the search box and marks the entire field.
SIDE NED: Jumps down the list of products that are searching.
Provides an opportunity to look up customers and create new customers. Advanced search by clicking on the binoculars allows you to search based on name, customer number, org number, phone, address, city, postal code and city. The customer is added to the order by double clicking on the search result.
When an order is opened, saved or invoiced, you will have the opportunity to print.
Allows the invoice to be sent by email.
Print / Send
All distribution methods will be based on PDF. When an order is invoiced, a PDF will be generated and this will be used both for sending the invoice by email and for printing the invoice. This is to ensure that the document is identical regardless of the distribution channel used by the customer. If multiple invoices are printed at the same time, they will be entered into the same PDF file so you only need to print one file. The Active X-based KPprinter print object will be run and replaced by PDF templates, for those who do not require giro forms, the HTML templates will still be available.
How to create an order / invoice?
When a new order is created, a single customer can select a customer by clicking in the white box for customer, start typing the customer name and using the down arrow key to get to the correct customer and then clicking the Enter key. The other fields will fill in according to the information and settings on the customer card. To add products, instead of using the menu selection, you can simply click in the "Name" column of the first blank line of the "shopping cart" and start typing the product name or product number and use the down arrow key and the Enter key to choose the product. If you type here * followed by a text, it will search for products with product names containing the text entered. If you want to change any of the values in the other columns on the product line, you can click on the "tab" key to navigate to these fields. Text lines in the order are entered by typing a text in the name column and clicking enter. To highlight the text, click the text bar and then the thick b. Order lines can be deleted by selecting it and then clicking on either the "delete" key or the trash can in the lower left corner.
- It is possible to set up accruals and dimensions for an entire order and for certain product lines. To set up for only certain product lines, the columns for this must be added to the Setup. (Link to Setup).
- By right-clicking on a product line in the shopping cart you can choose whether the product should be visible or invisible on the printout, as well as see the product card and product status.
- To the right of the shopping cart is a total amount and details about the price, indirect cost, coverage ratio and contribution contribution for this order.
This feature can be used if you sell items over the counter and where the customer pays cash, so that you do not have to register the payment manually. When you create an invoice, you will be able to choose the form of payment in cash, and by doing so, a payment will automatically be registered against the outgoing invoice that closes the item on the account balance.
You can enable payment method by going to Administration - Settings - Finance - Payment methods. Here you can set up the payment methods you want, with the name of the payment method, which account the payment is to go towards, and possibly link to the customer number. If you want to set up a payment method by default on a customer, you can do so by searching the customer in CRM, going to the Settings tab and setting up the payment method under customer settings there.
If there is no payment method linked to the customer you want to invoice, you can set up the payment method on the invoice when you create the order. Choose new order and go to Advanced, under Invoice information you can choose the payment method.