Create order

Quotes & Orders is an additional service that gives you full control of the whole sales process, not only invoicing. If you want to create and send quotes and order confirmations to your customers you activate the functionality under the menu Apps and extensions found in the menu on the left in Visma eAccounting Smart.

You can create an order from the Sales - Orders menu, but also when working with quotes, from the Sales - Quotes menu.

  1. Choose Sales - Orders.
  2. Select New order.
  3. Choose the customer you want to send an order to.
  4. Fill in the delivery date.
  5. Add the articles to be included on the order.

    6. If you want to use negative rows you can do that. Just add a minus sign to the quantity, for example -1,00. The sum will then be negative for that row. See also Discount under More useful tips for more information.

  6. Do one of the following when you are finished with the order:
Send order confirmation by e-mail The order is automatically sent to the email address specified for the customer in the customer register. The subject field is pre-filled with the order number. The order is saved under Orders in progress and is given the status Processing.
Create order confirmation PDF The order is saved as a PDF and you are notified that it is ready for printing. The order is saved under Orders in progress and is given the status Processing.
Save draft The order is not sent to the customer, but instead saved under Drafts.

You can also choose to create a new order by selecting Sales - Customers. If you choose this alternative, you get more information about the customer's purchases and payments.

More useful tips

The currency and the language used on the document is determined by the settings you made for the customer in the customer register. If no currency is specified for the customer, NOK is always used. For foreign customers, the document texts are automatically in English.

If you register a sales document to a foreign customer and want the article name to be in English, there must be an English article name specified for the article in the article register. If you register a sales document in a different currency, the price of the articles is automatically converted at the current rate when the document is created.

Read more in the topic Create article.

If you want to make a temporary change to the postal or delivery address, you click the customer's name in the Customer field. The changes you make apply to this document only. Permanent changes are made from Sales -  Customers.

If you work with cost centres and cost units, you can indicate in the document header whether the entire document should be posted to the same cost centre and cost unit. If the document should be posted to several cost centres and cost units, you specify this per article line.

If you want a standard text on your documents, you add this under Settings - Company settings in the Other settings tab. Note that the standard texts for sales documents have a max length of 180 characters.

Add an article line by pressing Enter or clicking on the plus button at the end of the article line. Delete an article line by clicking on the minus button. To add a text line, click on Add new text row. You can change the order of text and article lines by clicking on the three dashes and using drag and drop to move the line where you want it.

If you want to offer the customer a discount, you can do this by adding negative lines to the order. For example, if you offer "buy 3 for the price of 2", you add an article line to the order where you enter 3 in the Quantity column. On the next line, you add the same article, but enter -1 in the Quantity column. This way, the customer can clearly see on the order that you deducted the discount.

Note the following:

  • It is not possible to set a negative value to the unit price.
  • It is only possible to save the quote if its total amount is a positive value.
  • If you credit an invoice based on an order that includes a negative line, the negative line will become positive on the credit note. However, it is only possible to post the credit note if its total amount is a negative value.

You can add attachments to orders you send by email. Add the attachment by dragging and dropping it into the order, or choose a file by clicking Attach document. The attachment will be saved with the order if you choose to save it as a draft and after you have sent the order to the customer. The attachment must be a PDF file. You can add up to four attachments per order with a maximum size of 5 MB per attachment.

Related topics

Orders
Create order from quote
Copy order
Create a back order
Complete order
Print a delivery note
Create invoice from order
Create article
Add/change or delete logotype