Sales orders (SO30100S)

Note that until further notice, this window is a limited version of the Sales orders (SO301000) window. New tabs, fields and functionality will be added continuously.

This topic gives you information about the elements that you find in this window in Visma Net, such as fields, field values, buttons, and check boxes.

You can use this new window to create a new order with the order types SO, CS, IN and QT, and order types based on these order templates, as well as to view and edit the details of existing orders of this type. You can also cancel an order, and you can create a shipment for an order. For more information, see: Work with sales orders (new).

If you cannot find the functionality you need, you can click on the Open in classic window button to continue modifying the order in the Sales orders (SO301000) window.

The following table gives an overview of the keyboard shortcuts in the Order lines tab.

Key Description
Arrow down Moves focus one cell down until the last row. Scrolls table and lists one row down if next cell is beyond viewport.
Arrow left Moves focus one cell left until the first column. Scrolls table and lists one column left if next cell is beyond viewport.
Arrow right Moves focus one cell right until the last column. Scrolls table and lists one column right if next cell is beyond viewport.
Arrow up Moves focus one cell up until the first row. Scrolls table and lists one row up if next cell is beyond viewport.
Ctrl + arrow down Moves focus to the bottommost cell in the current column, and scrolls view accordingly if the cell is beyond viewport.
Ctrl + arrow left Moves focus to the leftmost cell in the current row, and scrolls view accordingly if the cell is beyond viewport.
Ctrl + arrow right Moves focus to the rightmost cell in the current row, and scrolls view accordingly if the cell is beyond viewport.
Ctrl + arrow up Moves focus to the topmost cell in the current column, and scrolls view accordingly if the cell is beyond viewport.
End Moves focus to the last (right- and bottommost) cell, and scrolls view accordingly if the cell is beyond viewport.
Enter

Switches to editing mode for the first input inside the currently focused cell. When you are already in editing mode, it saves the value and returns focus on the cell.

When you are focused on a link inside a cell, it redirects to the linked window.
Esc

When you are in editing mode, it discards any changes to the value and returns focus on the cell.

When you are focused on a link inside a cell, it returns focus on the cell.
Home Moves focus to the first (left- and topmost) cell, and scrolls view accordingly if the cell is beyond viewport.
Page down

Scrolls lists down by one page (number of visible rows) or to the bottom row.

Moves focus on the bottommost cell in the current table column.
Page up

Scrolls lists up by one page (number of visible rows) or to the top row.

Moves focus on the topmost cell in the current table column.
Shift + Tab Saves value of current input, if any, and moves focus to previous input or focusable table cell or element outside of the table. Enables table cell edit mode if applicable. Skips cells that are not editable or focusable.
Space Selects or deselects the check box, when editing mode is enabled for a check box inside a cell.
Tab Saves value of current input, if any, and moves focus to next input or focusable table cell or element outside of the table. Enables table cell edit mode if applicable. Skips cells that are not editable or focusable.
Button Description
Back Navigates back to the Sales orders list window.
Open in classic window Navigates to the Sales orders (SO301000) window for the selected sales order.
Actions
  • Email document
    To initiate the process of sending the order as an email.
  • Create purchase order
    To create a purchase order if it is necessary for fulfilling the sales order.
    This option is available when an order line is marked for purchasing and the order status is Open or Back order.
  • Delete order
    To delete the order.
Save Saves the document.
Create new order Creates a new document.
Activities Opens a list of all emails created for the customer. The emails are sent according to the set automation schedule.
Element Description
Order type

The available predefined order types are:

  • Sales order (SO):
    A customer request to buy goods in the specified quantities on the specified date.
  • Cash sale (CS):
    A document created to account for a cash sale that does not require shipping.
  • Invoice (IN):
    A document used to invoice the customer for the shipped goods.
  • Quote (QT):
    An agreement to sell specific goods with a specified price to the customer in the future.
Currently, this window only supports the order types mentioned above. To create orders with other order types, go to the Sales orders (SO301000) window.
Order no. The order number of the document.
For new documents, the system automatically generates this number by using the number series assigned to documents of the type.
Button Description
Actions
  • Create receipt
    To create a receipt for an order involving an authorised customer return; you invoke this action when the goods are actually received.
  • Copy order
    To copy the order to a new order.
    When you invoke this action, the Copy to dialog box opens.
    In the dialog box, you can select whether to recalculate prices and discounts and whether to cancel manual discounts.
    The allocations performed for any line of the original order are not copied, even for orders that require allocations.

    If you choose to copy the order by using the Copy/paste menu on the toolbar, while prices and discounts a recopied from the original order (without automatic updating and without recalculation of discounts), allocations are again not copied to a new order.

  • Prepare invoice
    To prepare an invoice for the order.
  • Create transfer order
    You can create a transfer order if it is necessary for fulfilling the sales order. When you click this action, the system redirects you to the Create transfer orders (SO509000) window.
  • Recalculate prices
    To open the Recalculate prices dialog box, which you use to specify options for updating the prices and discounts for the document.
Reports Provides navigation to the Order confirmation (SO64111S) report, which you can use to print the sales order or quote for sending it to the customer.
Element Description
Collapse Expand You can click this icon to collapse and expand this panel.
Status

The status of the document, which can be one of the following options:

  • Hold:
    Indicates that the order is on hold and should not be processed further at this time.
    Orders with the Hold status can be changed to the Open status, and vice versa.
  • Credit hold:
    Indicates that the customer has failed the credit check.
  • Open:
    Indicates that the sales order is not on hold anymore, and shipment has not yet occurred.
  • Cancelled:

    Indicates that the order has been cancelled.

    You can select this status to cancel the order if it has one of the following statuses: Hold, Credit hold, Back order, or Open.
    You can open a cancelled order by selecting the Open status.

  • Shipping:
    Indicates that the order is being shipped.
    If a shipment can be created according to the shipping rules, the order's status changes to Shipping.
    Each confirmed shipment updates the data on the order showing how many items are being shipped (Quantity on shipments) and how many items are still to be shipped (Open quantity).
  • Back order:
    Indicates that the order cannot be shipped because the specified items are not available.
    You can assign this status to an open order manually if, when you attempt to create a shipment, the system detects that the order cannot be shipped in full and displays a message about this.

    This status can be assigned to orders automatically when you run the Create shipments process by using the Process orders (SO501000) window if the shipping rules specified on the document level and on the line level do not allow shipment creation.
    If the Replan back orders check box is selected in the Inventory preferences (IN101000) window, on release of the appropriate inventory receipts, the requested quantities of items are re-planned (booked) for back orders, so that you can create shipments for these back orders by running the Create shipment process in the Process orders (SO501000) window.

    You can open a back-ordered order by selecting the Open status.
  • Invoiced:
    Means that the invoices for the order have been generated.
    This status is available only for orders of types that involve updating the customer ledger.
  • Completed:
    Indicates that all related inventory documents required for the order type have been generated and released.
Created by The user who created the selected sales order.
Last modified The time and date when the document was last modified.
Customer

The customer that has ordered the goods or services. Click Edit to open the Customers (AR303000) window where you can view and edit the customer's details.
Location

(This field is only active if the Business account locations functionality is enabled in the Enable/disable functionalities (CS100000) window.)

The customer location from which the goods or services have been ordered. Hover over Map to view the address for the selected location.
Date The date of the document.
Requested on

The date when the customer wants to receive the goods; this date provides the default values for the Requested on dates for order lines.
The default value is the current business date.

When you change this date, the Scheduled shipment date in the Delivery settings tab changes automatically.

If your order has existing order lines and you change this date, you can choose or decline to update all order lines with the new Requested on and scheduled shipment date.
Contact The contact person of the customer. You can only edit this field when the order status is Hold, Open, Back order, or Credit hold.
Customer order

(This field does not appear for orders of the TR type.)

The reference number of the original customer document that the sales order is based on.
External reference The reference number of the sales order in a third-party application if Visma Net is integrated with such an application and imports the sales orders from it. You can edit this field.
Ship via The ship via code that represents the carrier and its service to be used for shipping the ordered goods.
For this ship via code, if Manual is specified as the freight calculation method, the freight cost must be specified in the Freight cost field on the Totals tab (in this window).
Salesperson

(This field only appears if the Commissions functionality is enabled in the Enable/disable functionalities (CS100000) window.)

The salesperson to be used by default for each sales order line.

Project

(This field is only available if the Project management functionality is enabled in the Enable/disable functionalities (CS100000) window.)

The project with which this document is associated, or the code indicating that this document is not associated with any project; the non-project code is specified in the Project accounting preferences (PM101000) window.
Description Here you can enter a description of the document, of max 255 characters.
Notes You can use this field to communicate key information about the document.
Element Description
Cost The total of the Cost total column on the lines of the sales order.
This information is displayed only for users with the Sales Profit Viewer role.
Profit

The total profit calculated from the lines of the order.

This information is displayed only for users with the Sales Profit Viewer role.
Margin (chart)

Displays the margin percentage of the selected sales order.

This information is displayed only for users with the Sales Profit Viewer role.
Order total

The total amount of the document, which is calculated as follows:

Line total + Misc. total + Freight + Premium freight

– Discount total + VAT total

VAT taxable total

The document total that is subject to VAT.
The VAT taxable amount is only displayed in this field if the Include in VAT taxable total check box is selected for the applicable VAT in the VAT (TX205000) window.
VAT total The total amount of VAT paid on the document.
VAT exempt total

The document total that is exempt from VAT.
This total is calculated as the taxable amount for the VAT with the Include in VAT exempt total check box selected in the VAT (TX205000) window.
Discount total The total amount of discount on the sales order.
Line discount total The total amount of line discounts on the order.
Markup total

The total markup on the order.

This information is displayed only for users with the Sales Profit Viewer role.
Ordered quantity The sum of the quantity for all lines, with the exception of lines with line type Misc. charge.
Use replacement cost for margin/profit

When this check box is selected, the line level profit and margin values are calculated based on the line's Supplier price or the line item's last cost. When the check box is cleared, the default value for Unit cost is used.

You can change this value only when the order's status is Hold, Open, Back order and Credit hold.

The default value for this check box is retrieved from the Sales order preferences (SO101000) window.
Element Description
Destination warehouse

(This field only appears if the TR order type is selected.)

The warehouse to which the goods should be transferred.
Credit hold

(This check box does not appear if the TR order type is selected.)

This check box indicates (if selected) that this customer order is on credit hold.
This happens if the customer does not comply with the credit verification rules and if the Check credit on entry option is selected for orders of this type in the Order types (SO201000) window.
However, if you need to create a new sales order for this customer as an exception and you, based on a user role, have access to the Credit hold check box, you can clear the Credit hold check box, save the order, and release the order. The initial amount of the order serves as this document's credit limit, and if a user increases the amount, the system does not allow the order to be removed from credit hold in this way.
Show description on order confirmation and invoice

Select this check box to show the description in the Description field on both the sales order confirmation and the invoice.
Print note on external sales documents When this check box is selected, line notes will be printed to customer invoices.
Print line note on internal sales documents When this check box is selected, line notes will be printed to order confirmations.

This tab has a table that lists all the items included in the sales order. The line numbers are assigned automatically.

Information on the applied manual discounts and the line-level discounts (if any are configured in your system) is shown on the tab. Lines with a free item are greyed out and read-only.

When you are creating a new order, you can enter the data manually or import the order details from a file in .xlsx or .csv format.
Button Description
(Delete line) You click this button to initiate deletion of selected order lines. Save the document to complete deletion.
Import from Excel icon (Import order lines)

You click this button to import an Excel document with order lines.

Make sure the column names in your Excel document match the column names in the table.

After import, lines will be added in the Order lines tab, it is not possible to update existing order lines.
Export to Excel icon (Export to Excel) You click this button to download an Excel document of the order lines with the columns you have selected in the table settings.
Table settings (Table settings)

Opens the Column setup panel where you can hide/display columns and rearrange the column order. See also: Hide and rearrange columns.
Field Description
Find items You can start typing here or click to trigger the items list.

In this list, you can view the On hand, Available and Available for shipping quantity for each item accumulated for all warehouses. Click an item line to add it to the order.

Column Description
Item ID The item by its item ID.
Description The description of the item.
On hand The quantity on hand of this item.
Available

The quantity available of the item, according to the availability calculation rules set in the Item classes (IN201000) window for the item's item class.

Available for shipping

The quantity of the item available for shipping.

This value is calculated by the system based on the quantity on hand with quantities on issues and quantities shipped and on shipping deducted.

Column Description
Line The line number of the order line.
Item ID The stock or non-stock item to be sold, by its item ID.
Item description The description for the item selected in the line.
UoM

The unit of measure (UoM) used for the item.

This information is displayed only for users with the Sales Profit Viewer role.
Available for shipping

The quantity of the item available for shipping from the selected warehouse.

This value is calculated by the system based on the quantity on hand with the quantities shipped and on shipping deducted.

The success icon Success is displayed when the quantity available for shipping is above zero. If the quantity available for shipping is zero, a warning icon Warning will be displayed.
Quantity The quantity of the item sold, measured in the UoM.
Unit price

The price for a single unit (the unit of measure is specified in the UoM column) of the item.

If you have entered the unit price manually and saved the document, the value will not be updated by the system when you change the document date. If you want to replace this price with the sales price currently available for the item, click the Reset price icon Reset price in the field.

Line total The extended price, which is the unit price multiplied by the quantity, deducted with the line discount.
Account The income account to be used for this line to record sales, according to the selected option in the Use sales account from field in the Order types (SO201000) window. You can edit this column. See also: About suggested sales accounts.
Commissionable

(This column is only available if the Commissions functionality is enabled in the Enable/disable functionalities (CS100000) window.)

A check box that indicates that this line is subjected to sales commission.
The details of commissions are shown on the Commissions tab.
Completed A check box that can be selected to indicate to the system that this line is completed.
Cost total

The extended cost of the item, which is the value in the Unit cost column multiplied by the quantity. You can manually enter an amount that is not based on the unit cost.

This information is displayed only for users with the Sales Profit Viewer role.
Discount amount

The amount of the line-level discount that has been applied manually or automatically to this line item.

Based on the set discount amount, the discount percent will be calculated automatically.

To reset a manually set discount, click the Reset price icon Reset price in the field.
Discount code The code of the discount that has been applied to this line.
Discount %

The percent of the line-level discount that has been applied manually or automatically to this line item.

Based on the set discount percent, the discount amount will be calculated automatically.

To reset a manually set discount, click the Reset price icon Reset price in the field.
Discount series

The ID of the discount sequence that has been applied to this line.
External link In this column, you can write a reference for the line to any other document or system.
Line type

The line type for the sales order line, which can be one of the following options:

  • Miscellaneous charge: for non-stock items that do not require shipment.
  • Goods for warehouse: for stock items.
  • Non-stock goods: for non-stock items that require shipment.
Note

An icon that you can click to add or edit the line note. The icon displayed can be one of the following:

  • No note icon: there is no current line note, click the icon to add a line note.
  • Note: there is a line note. Hover over the icon to view the line note, and click the icon to edit or remove the note.
Open quantity The quantity of the item to be shipped; that is, the total quantity minus the quantity shipped according to closed shipment documents.
Overship threshold % The maximum percentage of goods shipped (with respect to the ordered quantity) allowed by the customer.
This setting is not applicable to items with specified serial or lot numbers that should be shipped exactly as specified.
Project task (This column is only available if the Project management functionality is enabled in the Enable/disable functionalities (CS100000) window.)
The particular task of the project with which this line is associated.
Purchase order source

The type of purchase order to be created to fulfill this line. This can be one of the following options:

Lines with Purchase to order or Drop-shipment will be visible in the Purchases workspace and available for adding to a purchase order.

The Purchase order source can be selected if the line item is a stock item, or a non-stock item that has both the Require shipment and Require receipt check boxes selected in the Non-stock items (IN202000) window.
Purchase order number The purchase order number(s) connected to the line. You can click on a number to open the purchase order in the Purchase orders (PO301000) window.
Quantity available

The quantity available of the item, according to the availability calculation rules set in the Item classes (IN201000) window for the item's item class.

Quantity details Click View to open the Inventory allocation details (IN402000) window for the line item and warehouse.
Quantity on hand The quantity on hand of the item.
Quantity on shipments A read-only column that displays the quantity of the stock item being prepared for shipment and already shipped for this order.
Reason code

The reason code to be used for creation or cancellation of the order, if applicable.

Only reason codes with the Sales and Issue usage can be selected.
Replacement cost total

The total replacement cost for the line, calculated as the replacement unit cost multiplied by the item quantity.

This information is displayed only for users with the Sales Profit Viewer role.
Replacement unit cost

The cost to replace the item, per unit.

This information is displayed only for users with the Sales Profit Viewer role.
Requested on The date when the customer wants to receive the goods; the default value is specified in the Requested on field in the top part.
These dates can be different for different lines if the order-level shipping rule is Back orders allowed.
For information on shipping rules, see: About shipping rules.
Salesperson

(This column only appears if the Commissions functionality is enabled in the Enable/disable functionalities (CS100000) window.)

The salesperson associated with the sale of the line item.
Ship on

The date when the item should be shipped.
By default, this date is calculated as a date that is earlier than the Requested on date (for this line) by the number of lead days but not earlier than the current business date.
You can modify the date only if the order-level shipping rule is set to the Back orders allowed option on the Delivery settings tab.

In the Process orders (SO501000) window, you can select the orders for creating shipments by the Ship on dates specified in their lines if you select the By ship date option in the Select by field and specify the range for scheduled shipment dates in the Start date and End date fields.
Shipping rule

The way the line item should be shipped. Select one of the following options:

  • Back orders allowed
    The ordered quantity can be delivered in multiple shipments.
    If the ordered quantity is not available, the available quantity is shipped, and the remaining quantity (open quantity) can be shipped later.
    The line is not completed until it has a non-zero open quantity. The order gets the Back order status.

  • Cancel remainder
    The ordered quantity should be delivered in one shipment, but if the ordered quantity is not available, the available quantity is shipped and the remainder is cancelled.
  • Ship only when complete
    The ordered quantity should be delivered in one shipment.
    If the ordered quantity is not available for shipping, the order with this line gets the Back order status.

For more information, see: About shipping rules.
Supplier The name of the supplier that will supply the item.
Supplier price

This field is populated with the first available value in the following order of priority:

  1. The default supplier's price for the item set in the Supplier prices (AP202000) window, the Price column.
  2. The default supplier's Last supplier price, collected from the Stock items (IN202500) window, the Supplier details tab.

You can override the default supplier for the line item by changing the Supplier column for the line.

You can set the Supplier price manually if the Override supplier price check box is selected in the Sales order preferences (SO101000) window, the General information tab.
Undership threshold % The minimal percentage of goods shipped (with respect to the ordered quantity) to consider the order shipped completely.
This setting is not applicable to items with specified serial or lot numbers that should be shipped exactly as specified.
Unit cost

The cost for a single unit (the unit of measure is specified in the UoM column) of the item. For information about how the unit cost is calculated, see About item costs and valuation methods

If the Use replacement cost for margin/profit check box is selected, the Unit cost column displays the replacement cost.

This information is displayed only for users with the Sales Profit Viewer role.
VAT category

The VAT category ID that applies to the line item. See also: About suggested VAT categories.
Warehouse

The warehouse from which the specified quantity of the item should be delivered.

You can start typing here or click to trigger a list with the item's On hand, Available, and Available for shipping quantity per warehouse.

This column only appears if the Multiple warehouses functionality is enabled in the Enable/disable functionalities (CS100000) window.
Button Description
Allocations

(This button is only available if at least one of the following functionalities are enabled in the Enable/disable functionalities (CS100000) window: Sales order to purchase order link, Multiple warehouse locations, and Lot and serial tracking.)

Opens the Allocations dialog box so that you can allocate the stock for the order and specify warehouse locations and lot or serial numbers of the items, if required for the order by order type settings.

For more details, see: the Order types (SO201000) window.
Add sales invoice

(This button is enabled for only return orders).

Opens the Add invoice details dialog box so that you can add a line or multiple lines from the selected invoice to this return order.
Purchase order link

(This button is only available for lines that have the Mark for purchase order check box selected.)

Opens the Purchasing details dialog box, which you use to link the sales order to an existing purchase order that has the required item listed.
Inventory summary Opens the Inventory summary (IN401000) window as a pop-up to display availability information about the selected stock item.
Assemble

A button that opens the Kit assembly dialog box for the kit item you have selected on the sales order line in the table. The Kit assembly dialog box is only available for stock items.

In the bottom part of the window, you can see an assembly status line that informs you how many items can be assembled based on component availability.
Kit specification

A button that opens the Kit specifications dialog box for the kit item you have selected on the sales order line in the table. The Kit specifications (IN209500) window is available both for stock and non-stock items.

In the bottom part of the window, you can see an assembly status line that informs you how many items can be assembled based on component availability.
View kit assembly

Click this button to see kit assembly documents related to the sales order line.
Column Description
Branch

The branch that sells the item. This column only appears if you have multiple branches.
Invoice no.

(This column only appears for orders of the return types: CR, RC, RR, and RM.)

A column that holds the reference number of the original invoice (which lists the goods that were ordered and later returned by the customer).
Operation

(This column only appears for orders of the return types: CR, RC, RR, and RM.)

The operation to be performed in the Inventory workspace to fulfill the order.
An order of the RR or RM type includes lines with the Receipt operation and lines with the Issue operation.
Orders of other return types include only lines with the Receipt operation.

When you create an order of the RM type, you cannot save the order with the Open status until its balance is negative.
Make sure the Hold check box is selected until you have added all the replacement and refund lines.

For more details on return orders, see: Process returns.
Create issue automatically A check box that indicates (if selected) that a line of the Issue type will be created automatically for each order line of the Receipt type if the order is of the RR type.
Kit assembly

A link that opens the Kit assembly (IN307000) dialog box for the kit item you have selected on the sales order line in the table. The Kit assembly dialog box is only available for stock items. This functionality is also available by clicking the button with the same name in the table toolbar.

In the bottom part of the window, you can see an assembly status line that informs you how many items can be assembled based on component availability.
Kit specifications

A link that opens the Kit specifications (IN209500) dialog box for the kit item you have selected on the sales order line in the table. The Kit specifications dialog box is available both for stock and non-stock items. This functionality is also available by clicking the button with the same name in the table toolbar.

In the bottom part of the window, you can see an assembly status line that informs you how many items can be assembled based on component availability.
View kit assembly

Click this link to see kit assembly documents related to the sales order line.
Disc. unit price The unit price, which has been recalculated after the application of discounts.
Average cost

The total cost of the item in the warehouse, divided by the total quantity of the item in the warehouse.

(This column is only available if the setting Show gross margin/profit is selected in the Sales order preferences (SO101000) window.)
Term start date

(This column only appears if the Deferred revenue management functionality is enabled in the Enable/disable functionalities (CS100000) window.)

The date when the process of deferred revenue recognition should start for the selected item; this date can be specified manually if the deferral code assigned to the item is based on the Flexible by periods, prorate by days or Flexible by days in period recognition method.
Term end date

(This column only appears if the Deferred revenue management functionality is enabled in the Enable/disable functionalities (CS100000) window.)

The date when the process of deferred revenue recognition should finish for the selected item; this date can be specified manually if the deferral code assigned to the item is based on the Flexible by periods, prorate by days or Flexible by days in period recognition method.
Amount not yet invoiced (This column is not available for orders of the Transfer type.)
The amount not yet invoiced for the line, calculated as the line amount (after line discounts were applied) minus the line amount in the invoice or invoices generated for the order.
Lot/serial no. (This column only appears if the Lot and serial tracking functionality is enabled in the Enable/disable functionalities (CS100000) window and is only available for orders of the RR type.)
The lot or serial number of the item for returns.
Expiration date The expiration date for the item with the specified lot number.
The column only appears for orders of the RR type.
Alt. item ID The alternative ID for the item, such as the item ID used by the customer.
Subaccount The subaccount to be used for this line to record sales, according to the selected option in the Combine sales sub. from field in the Order types (SO201000) window. You can edit this column.
Order type The type of sales order in which this line item is listed.
Order no. The reference number of the sales order in which this line item is listed.
Sort order The order number of the document line. The system regenerates this number automatically when you reorder the lines in the table.
Base order qty The quantity of the item sold, expressed in the base unit of measure. This quantity is used for calculating discounts if The base UOM option is selected in the Apply quantity discounts to field on the Price/discount settings tab of the Customer ledger preferences (AR101000) window.
Deductible amount Read-only column. The amount your client can deduct for the line item, if the item is ROT or RUT deductible.
ROT or RUT deductible A check box that indicates (if selected) that the line item is ROT or RUT deductible, according to its settings in the Non-stock items (IN202000) window. This only applies to non-stock items.
Item type

The Item type applies to a Domestic services deductible document. You can edit this column.

The type of the item, as selected in the Stock items (IN202500) or Non-stock items (IN202000) window, the Domestic services settings (Sweden) section, the Type field.

For a stock item, this can be one of the following:

  • Material cost
  • Other cost.
For a non-stock item, this can be one of the following:
  • Service
  • Material cost
  • Other cost.
When there is no Type selected in the Stock items (IN202500) or Non-stock items (IN202000) window, Other cost is the default type.
Type of work The type of work the line item is related to, according to the item's settings in the Non-stock items (IN202000) or Stock items (IN202500) window. You can edit this column.
Supplier currency ID The currency that is used in operations with the supplier, by its ID.
Supplier UoM The item's unit of measure used by the supplier.

The columns in this tab contain information on all individual taxes applied to the document lines.
The VAT listed on the tab are those that are included in both the VAT categories of line items and the VAT zone of the customer shipping location.

Button Description
Table settings (Table settings)

Opens the Column setup panel where you can hide/display columns and rearrange the column order. See also: Hide and rearrange columns.
Column Description
VAT ID The ID of the specific VAT applied to the document.
VAT rate The VAT rate used for the VAT.
Taxable amount The taxable amount for the specific VAT calculated through the document.
VAT amount The VAT amount for the specific VAT.
Reverse VAT A check box that indicates (if selected) that this is a reverse VAT.
Column Description
Statistical VAT A check box that indicates (if selected) that this VAT will be calculated only for statistical purposes. Or, will be reported only, but not actually paid.
Pending VAT A check box that indicates (if selected) that this VAT is pending and will be recognised after completing the VAT recognition process.
Include in VAT exempt total A check box that indicates (if selected) that this VAT has a zero rate and is used to calculate a document subtotal that is actually exempt from VAT.
VAT type

The type of the VAT, which can be one of the following:

  • Sales
  • Use
  • VAT
  • Withholding

On the Commissions tab of the window, you can view the commissions calculated for this sales order.
This tab only appears if the Commissions functionality is enabled in the Enable/disable functionalities (CS100000) window.

Button Description
Table settings (Table settings)

Opens the Column setup panel where you can hide/display columns and rearrange the column order. See also: Hide and rearrange columns.
Column Description
Salesperson ID The ID of the salesperson who participated in sales.
Salesperson name The salesperson who participated in sales.
Commission % The percentage of commission generally earned by the salesperson.
Commission amount The commission amount earned by the salesperson on this document.
Commissionable amount The amount used to calculate the commission.

This tab holds the customer's invoice information for the sales order.

If you make changes in this section and you want to reset to the default values, click the Reset contact and address icon Reset price.

Element Description
Business name The legal business name of the customer to appear on the documents.
Attention The attention line as it is used in your company's business letters. This line will be used to direct the letter to the proper person or department.
Phone The default phone number of the customer.
Email The email address of the customer as a business entity.
Address line 1 The first line of the invoicing address.
Address line 2 The second line of the invoicing address.
Address line 3 The third line of the invoicing address.
Postcode The customer's postcode.
An input mask for the postcode can be set in the Countries/counties/postcodes (CS20400S) window.
City The customer's city.
Country The customer's country.
County The county or province of the customer.
Element Description
Customer VAT zone

The VAT zone to be used to process customer sales orders, which generally is the zone associated with the customer's delivery address.

By default, the customer VAT zone is set to the VAT zone of the customer location specified for the order. If the sales order was created from a quote that has a VAT zone specified, this VAT zone is by default set to the VAT zone specified for this quote.

If a VAT zone is not specified, the customer VAT zone is the VAT zone assigned to the selling branch.
Invoice separately

A check box that indicates (if selected) that this document requires a separate invoice. The default value for this setting is retrieved from the Order types (SO201000) window.
Terms

The payment terms used in relations with the customer.
Invoice number

The reference number of the invoice generated for this order. This field is only available for orders of the Invoice (IN) type if the Invoice separately check box is selected.
You can enter a reference number for the invoice if the numbering sequence assigned to invoices in the Order types (SO201000) window is configured for manual numbering.
Invoice date

The date of the invoice generated for the order.
You can enter the date manually if the Invoice separately check box is selected.
Due date

The due date of the invoice according to the payment terms.
Cash discount date

The date when the cash discount is available for the invoice based on the payment terms.
Post period The period to post the transactions generated by the invoice.
Owner The user who is responsible for the order. By default, it is the employee with whom the user who created the order is associated in the Users (SM201010) window, the Linked entity field.
Currency

(This field appears if the Multi-currency accounting functionality is enabled in the Enable/disable functionalities (CS100000) window.)

The currency of the document.

You can only change the customer's default currency when the Enable currency override check box is selected in the Customers (AR303000) window.
Exchange rate

The customer's default exchange rate. This is a read-only field not affected by the Enable rate override setting in the Customers (AR303000) window.
Emailed A check box that indicates (if selected) that the order was emailed.
Element Description
Branch The branch with which this order is associated.
Orig. order type The type of the original order; this field is available only for returns.
Orig. order no. The reference number of the original sales order (for returns).
Element Description
Payment method The payment method to be used to pay for the sales order.
By default, it is the customer's default payment method, but you can select another method for the order.
Cash account The cash account associated with the customer payment method.
The field is filled in automatically with the cash account specified as the default for the selected method.
Payment reference The reference number of the payment.
Element Description
Payment total

Read only.
This field shows the payment total amount.
Unpaid balance Read only.
This field shows the amount that has not been paid if the sales order was paid partially.
Register transaction no. Read only.
This field shows the reference number of the transaction that captured the specified amount.

This tab contains delivery information, including the selected customer location's delivery contact and address, shipping terms, and zone.

If you make changes in this section and you want to reset to the default values, click the Reset contact and address icon Reset price.

Element Description
Business name The legal business name of the customer to appear on the documents.
Attention The attention line as it is used in your company's business letters. This line will be used to direct the letter to the proper person or department.
Phone The default phone number of the customer.
Email The email address of the customer as a business entity. You can click email to open the email client of your choice.
Address line 1 The first line of the delivery address.
Address line 2 The second line of the delivery address.
Address line 3 The third line of the invoicing address.
Postcode The postcode. An input mask for the postcode can be set by using the About Countries/counties/postcodes (CS20400S) window.
City The customer's city.
Country The customer's country.
County The county or province of the customer.
Element Description
Scheduled shipment

The date when the ordered goods are scheduled to be shipped.
By default, it is the date that is specified in the Requested on field in the top part of this window, minus the number of lead days, but it is not earlier than the current business date.
You can set this date manually.

If your order has existing order lines and you change this date, you can choose or decline to update all order lines with the new scheduled shipment date.
Ship separately This check box indicates (if selected) that the goods for the customer should be shipped separately for each sales order.
Shipping rule

An option that controls whether incomplete and partial shipments for the order are allowed. Select one of the following options:

  • Ship only when complete
    This option indicates that the required quantity should be delivered in one shipment. Nothing will be shipped until the complete quantity is in stock.
  • Back orders allowed
    This option indicates that the required quantity can be delivered in more than one shipment, with the remainder back-ordered.
  • Cancel remainder
    This option indicates that the required items should be delivered in one shipment, but if the requested quantity is not available, the available quantity is shipped and the remainder is cancelled.

For more information on processing sales orders with different shipping rules, see: About shipping rules.
Cancel by The date when the order should be cancelled if the Back orders allowed option has been selected in the Shipping rule field. The suggested date in this field is generated based on the value in the Days to keep field on the General settings tab in the Order types (SO201000) window.
Preferred warehouse ID

The warehouse to be used by default for each sales order line.

FOB point The point where ownership of the goods is transferred to the customer.
Priority (This setting has no business logic tied to it in the current version and can only be used for informational purposes.)
The level of priority for processing orders of this customer, as specified for the customer on the Delivery settings tab of the Customers (AR303000) window.
Shipping terms The shipping terms used for this customer.
Shipping zone The shipping zone of the customer.
Element Description
Saturday delivery A check box that indicates (if selected) that the order may be delivered on Saturday.
Residential delivery A check box that you select to indicate that the shipment should be delivered to a residential area.
Insurance A check box that you select to indicate that insurance is required for this order.
Element Description
Transaction type

A pick list where you select the transaction type to be used for Intrastat reporting.

You can also set a default transaction type for each order type. This is done in the Order types (SO201000) window.

This tab has a table showing the Document- and Group-level discounts that were applied to the document.
This tab is available only if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.

Button Description
Table settings (Table settings)

Opens the Column setup panel where you can hide/display columns and rearrange the column order. See also: Hide and rearrange columns.
Column Description
Discount code The ID (code) of the discount applied to the document.
Series ID The ID of the discount series applied to the document.
Type The type of discount whose series was applied to the document (D for Document or G for Group).
Manual discount A check box that indicates (if selected) that the discount shown in this row has been applied manually (one of the Group- or Document-level discounts marked as Manual in the Discount codes (AR209000) window).
Discountable amount The amount used as a base for discount calculation if the discount is based on the amount.
Discountable quantity The quantity used as a base for discount calculation if the discount is based on the item quantity.
Discount amount The amount of the discount.
Discount % The discount percent if by definition the discount is calculated as a percentage.
Free item The item ID of the free item, if one is specified by the discount applied to the document.
Free item quantity The quantity of the free item to be added as the discount.
Column Description
Skip discount A check box that you select to cancel a Group- or Document-level discount for the sales order.
Selecting the check box updates the document total and the line amounts, but does not remove the record of the cancelled discount from the Discount details table.

This tab has a table showing the shipments connected to the order.

Button Description
Table settings (Table settings)

Opens the Column setup panel where you can hide/display columns and rearrange the column order. See also: Hide and rearrange columns.
Column Description
Shipment type The type of the shipment.
Shipment number The reference number of and link to the shipment. Clicking the link opens the Shipments (SO302000) window.
Shipment date The date of the shipment.
Shipped quantity The quantity of goods on the shipment.
Shipped weight The weight of the shipped goods in the shipment (net weight).
Shipped volume The volume of the shipment.
Invoice type The type of the invoice.
Invoice number The reference number of the invoice generated for the shipment.
Inventory document type The type of inventory document generated for the shipment.
Inventory reference number The reference number of the inventory document generated for the shipment.
Column Description
Status The status of the shipment.

This tab displays the totals calculated for the document.

Element Description
Line total

The total amount on all document lines with stock items and non-stock items that require shipment, after line-level discounts are applied. This total does not include the freight and premium freight amounts.

This total is calculated as the sum of the amounts in the Line total column on the Order lines tab for lines of the Goods for warehouse and Non-stock goods line type.
Miscellaneous total

The total amount on all document lines with non-stock items that do not require shipment, after line-level discounts are applied.

This total is calculated as the sum of the amounts in the Line total column on the Order lines tab for lines of the Miscellaneous charge line type.
Element Description
Order weight The total weight of the goods according to the document.
Order volume The total volume of goods according to the document.
Freight cost

The freight cost calculated for the document.
Freight amount

The freight amount calculated in accordance with the shipping terms.

For details, see: About freight calculation.
Premium freight amount

Any additional flat charges for handling the order.

To correct the excessive freight charges in a previous order of the customer, you can manually adjust the premium freight amount in the current order. When entering a negative freight amount, make sure that the total amount in the order is greater than or equal to zero. Otherwise, an invoice that is generated for the order cannot be released.
Freight VAT category

The VAT category that applies to the total freight amount.
By default, it is the tax category associated with the ship via code selected for the order.
Element Description
Unshipped amount

The sum of unshipped amounts calculated for the lines with non-zero unshipped quantities of stock items.

The unshipped amount for each line is calculated as the amount in the Line total column divided by the line quantity (the Quantity column) and multiplied by the unshipped quantity (the Open quantity column).

At the moment of order creation when no item quantities are shipped, the amount is equal to the Line total; this total does not include any freight amount.
Unshipped quantity The quantity of the stock items not yet shipped according to the sales order.
The unshipped quantity for each line is specified in the Open quantity column.
Amount not yet invoiced

The sum of not yet invoiced amounts for the lines with stock and non-stock items.

The amount not yet invoiced for each line is calculated as the line amount (after line discounts were applied) minus the line amount in the invoice or invoices generated for the order.

At the moment of order creation when no invoice is generated, the amount is equal to Line total plus Misc. total plus VAT total minus Discount total.This total does not include any freight amount.
Quantity not yet invoiced

The quantity of stock and non-stock items that were not yet invoiced.
Element Description
Payment total

(This field does not appear for transfer orders.)

The total amount that has been paid for this sales order.
Pre-authorised amount

(This field does not appear for transfer orders.)

The amount authorised for the order during the payment processing but not yet captured.
Unpaid balance

The unpaid amount of the order or Order total minus Payments total minus Pre-authorised amount.

Once an invoice for the unpaid amount of the order is generated, the unpaid amount becomes 0.

(This tab is not available for orders of the Transfer type.)

By using this tab, you can create a prepayment or payment for this sales order or link the order to existing payments or prepayments (to reserve them for the order).
No payment can be created for a sales order with any of the following statuses: Voided, Cancelled, Pending approval, or Rejected.

For more information, see About payment reservation for sales orders.

This tab has a table that shows the prepayments and payments reserved for this sales order.

Button Description
Create prepayment Opens the Customer payments (AR302000) window as a pop-up so you can create a prepayment for this sales order.
This action is not available for orders with the Voided or Cancelled status.
If approval of sales orders is configured in your system, this action is not available for orders with the Pending approval or Rejected status.
Create payment Opens the Customer payments (AR302000) window as a pop-up so you can create a payment for this sales order.
This action is not available for orders with the Voided or Cancelled status.
If approval of sales orders is configured in your system, this action is not available for orders with the Pending approval or Rejected status.
View payment Opens the Customer payments (AR302000) window as a pop-up so that you can view the details of the selected prepayment or payment.
Column Description
Doc. type The type of payment document available for applying to the sales order.
Ref. no. The reference number of the payment document.
Applied to order The amount of the payment to be applied to the order.
Transferred to invoice The amount of the payment that has been applied to the customer ledger invoice generated for the order.
Balance The balance of the order.
Status The status of the payment.
Payment ref. The reference number of the payment.
Payment method The payment method used for the payment.
Cash account The cash account associated with the payment method.
Payment amount The amount of the payment or prepayment.
Currency The currency of the payment.
Element Description
Total The order total in the used currency.
x line(s) in this sales order

The number of lines in the order.
Preview document (button) You can click this button to open the order or quote in the Order confirmation (SO64111S) or Quote (SO64101S) report, which you can use to print the document to send it to the customer.
Create shipment (button)

(This button does not appear for order types that do not require shipment.)

You can click this button to create a shipment for the sales order.

For a sales order line that has an open shipment, you cannot create a new shipment until the open shipment is confirmed.

Related concepts

About export types

About suggested sales accounts

About suggested VAT categories

Related tasks

Create a sales order (new)

Display profit and margin totals

Create a shipment

Update a column for all order lines