About custom order types

Visma Net provides predefined order types, such as quote, sales order, credit note, invoice order, and return for credit, for common order processing operations, as described in: About predefined types of sales orders.

Each predefined order type, which is available in the Order types (SO201000) window, has an associated template.
The template is a collection of settings that controls the processing of documents of the type, including what customer ledger and inventory documents it generates, whether it requires shipment, and how the automation behaviour determines conditions for changing statuses.

You can create more order types by modifying order type settings or templates if the Custom order types functionality is enabled in the Enable/disable functionalities (CS100000) window.

You can configure custom order types based on the available templates, which involves making slight changes to an order type based on the template.
In exceptional cases, new custom templates can be created with the help of the Visma Net development team, and custom order types can be based on those templates.
Custom order types, whether they are based on predefined templates or custom templates, appear for selection in the Sales orders (SO301000) window along with predefined order types.
Users can create new orders of custom types and process them by using the windows in the Processing section of the Inventory workspace in accordance with the automation behaviour configured for the template.

The sections below cover order types based on both predefined templates and custom templates created by Visma Net.

Order types based on predefined templates

By using the Order types (SO201000) window, you can view the settings of predefined order types and create new custom order types based on predefined templates.
(When you create an order type based on a template, the template itself cannot be modified.)
New order types based on predefined templates are minor modifications of the predefined template order type.

For example: You can create separate quote order types, based on the QT (quote) template, for the customer price classes of wholesale, retail, and catalog customers.
These types might use different number series to determine order IDs and different sets of general ledger accounts and subaccounts.

Also, the types might have different processing options, such as the setting that determines whether the system performs a credit check when the quotes are entered.

The following order type templates are available:

• CM (Credit note)
  The built-in template for the CM order type.
  You use documents of this type to adjust already-completed sales orders.
• CR (Cash return)
  The built-in template for the CR order type.
  Documents of this type are used when the customer returns goods from a cash sale order with no shipping.
• IN (Invoice)
  The built-in template for the IN and CS order types.
  You use documents of these types, respectively, to invoice the customer for shipped goods and to register cash sales.
• QT (Quote)
  The built-in template for the QT order type.
  Documents of this type register the customer's intention to buy goods in the specified quantity, on the specified date, and at the specified price.
• RC (Return for credit)
  The built-in template for the RC order type.
  You use documents of this type to register customer returns for credit without replacement.
• RM (Generic authorised return)
  The built-in template for the RM order type.
  Documents of this type register customer returns with replacement or for credit within the product's warranty period.
• RR (Return with replacement)
  The built-in template for the RR order type.
  You use documents of this type to register customer returns with exact replacement.
• SA (Sales order with allocation)
  The built-in template for the SA order type.
  You create documents of this type to record customers' requests to purchase goods and to reserve the requested goods for the orders.
• SO (Sales order)
  The built-in template for the SO order type.
  Documents of this type are created to record customers' requests to purchase goods and to prepare shipments.
• TR (transfer)
  The built-in template for the TR order type.
  You generate documents of this type to perform stock replenishment by transferring goods from the source warehouse to a destination warehouse.
  This order type only appears if the Multiple warehouses functionality is enabled in the Enable/disable functionalities (CS100000) window.

For each new order type based on one of the available templates, specify the following on the General settings tab of the Order types (SO201000) window:

1. The two-letter identifier and brief description.
2. The template to be used for the order type.
   Order types based on the same template usually have similar functionality.
3. The number series to be used for automatic generation of reference numbers for documents of the type.
   We recommend that you assign individual series with a prefix for each order type to help users track documents.
4. The number series to be used for the customer ledger document generated for each order of the type.
   Again, a series with a specific prefix for the order type helps users track documents more easily.
5. General ledger accounts and subaccounts, or rules for selecting accounts and subaccounts for the order type.
6. Various processing options, such as the following:
   • Hold orders on entry
     Whether orders should be saved with the On hold status when they are entered.
   • Check credit on entry
     Whether the system performs a credit check for the customer when the order is entered.
   • Require control total
     Whether the user must type in the control total on order entry and modification.
   • Invoice separately
     Whether the system should generate separate invoices for each order of this type.
   • Calculate freight
     Whether freight calculation is required on saving the orders.

Order types based on custom templates

In rare cases, a custom order type can be created based on a custom template.

CAUTION:

Although the Template settings tab is not hidden, we do not recommend that you modify the available templates.
Custom templates can be created only based on settings provided by Visma Net developers.

Each of the available templates is based on automation behaviour implemented in Visma Net—a set of automation steps developed for the Sales orders (SO301000) window and related windows involved in order processing.
Automation behaviours use various built-in order and shipment plans. The following automation behaviours are available:

• Sales order
  Implements typical sales order and transfer processing with approval.
• Invoice
  Implements typical invoice order and cash sale order processing with approval.
• Quote
  Implements typical quote processing with approval.
• Credit note
  Implements typical credit memo processing.
• RMA order
  Implements processing for typical types of customer returns: returns for credit, returns with replacement, and RMA returns.

The functionality of order types is implemented through automation steps developed for each of the forms involved in order processing: the Sales orders (SO301000) window, the Shipments (SO302000) window, and the Customer invoices (SO303000) window.
This functionality defines, for orders of specific types in each status, what actions are enabled and under what conditions.

The settings in the Operations area on the Template settings tab of the Order types (SO201000) window affect the integration of orders with the Inventory and Customer ledger workspaces.

For example: For the RC (Return for credit) template, the default inventory operation for receiving the returned goods will be Receipt in the Inventory workspace and that a credit note will be generated in the Customer ledger workspace to reimburse the customer for the returned goods.

With the RR (Return for replacement) template, no customer ledger document will be generated for an order of the type, while in the Inventory workspace, the release of the receipt (the default inventory operation for this order type) will initiate the creation of an issue to account for the replacement sent to the customer in the same quantity with the same price.