Sales orders (SO301000)

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 window to create new sales and transfer orders with the order types defined in the system, as well as to view and edit the details of existing sales and transfer orders. You can cancel an order, and you can create a shipment or prepare an invoice for an existing order.

If you are in the list window, the first line in the table is a search line. Each column has a search field which you can click to search for or filter on specific values and narrow down the displayed table rows. You can search and filter in as many columns as you need to, to only display the results you want to view.

There are two types of search fields:

  • White: here you can type a specific search term to display results in this column containing this exact value. If you search on several (partial) words, you can separate them by a space or % and get different results:

    • space: the result contains the words in any order,

    • %: the result contains the words in the specific order, and the % functions as a wildcard as well.

  • Grey: you can click this to open the column filter pop-up window where you can filter the results for this column.
Button Description
Actions
  • Create shipment
    To create a shipment for the sales order.
    When you invoke this action, the Specify shipment parameters dialog box opens.
    For a sales order line that has an open shipment, you cannot create a new shipment until the open shipment is confirmed.
  • Create receipt
    To create a receipt for an order involving an authorised customer return; you invoke this action when the goods are actually received. The Specify shipment parameters dialog box opens where you can select for which warehouse you want to create the receipt. You can repeat this for all warehouses.
  • Open order
    To change the status of the document to Open from Back order (after the goods that were back ordered have been received).
  • Reopen order
    To change the Cancelled status of the order to Open if you need to correct or delete the shipments created for the order.
  • 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.

  • Send by email
    To initiate the process of sending the sales order as an email.
  • Release from credit hold
    To change the status of the document from Credit hold to Open if the customer passes the credit check.
  • Prepare invoice
    To prepare an invoice for the order.
  • Create purchase order
    To create a purchase order if it is necessary for fulfilling the sales order.

  • Cancel order
    To cancel the order regardless of its status.
    If you cancel an order for which there are confirmed shipments, you need to reopen the order to delete the shipments.

  • 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.
  • Place on back order:
    To change the status of this sales order to Back order.
  • 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.
Try out the new version

Opens the current order in the new Sales orders (SO30100S) window.

This button is only available for orders with the order type SO, CS, IN or QT.

You use this dialog box to specify the parameters of a new shipment that will be created for the order.

Column Description
Shipment date The date of the new shipment. By default, it is the current business date.
Warehouse The warehouse from which the specified quantity of the item will be shipped.

You use this dialog box to specify the options to be used to copy the selected order to a new one.
The allocations performed for any line of the original order are not copied.

Column Description
Order type

The type of the new order, which will be a copy of the selected order.
Order no. The system will assign a new order number to the copy of the selected order.
Recalculate unit prices

Select this check box if you want the system to replace the item prices with the current prices, in the copy of the selected order.
Recalculate discounts

Select this check box if you want the system to recalculate the discounts for the copy of the selected order.

Override manual discounts

Select this check box if you want the system to cancel the manual discounts for the copy of the order, and search for applicable automatic discounts.

You use this dialog box to specify the options to be used for updating prices and discounts for the sales order.

Column Description
Recalculate The way prices and discounts are recalculated. You can select one of the following options:
  • Current line
    To recalculate prices and discounts for the selected line
  • All lines:
    To recalculate prices and discounts for all lines
Set current unit prices

Select this check box if you want the system to replace the item prices with the current prices, in the selected line or all lines.
Override manual prices

Select this check box if you want the system to replace the item prices that have been modified manually (in the Unit price or Manual amount column), with the current prices.

The check box is available for selection if the Set current unit prices check box is selected.
Once the manual prices are overridden in the document, the system clears the Manual price check boxes in the appropriate document lines.
Recalculate discounts

Select this check box if you want the system to recalculate the discounts for the selected line or all lines.
Override manual line discounts

Select this check box if you want the system to cancel the manual discounts for the selected line or all lines (depending on the option selected in the Recalculate field), and search for the applicable automatic discounts.
Element Description
Order type

Select one of the predefined order types or a custom order type created in the
Order types (SO201000) window.

If an order type does not appear in the list of options, make sure the Active check box is selected for it in the Order types (SO201000) window.

For details on each type, see About predefined types of sales orders.
The predefined order types include the following:

  • Credit note (CM):
    A document created when goods rejected by the customer are returned.

  • Cash return (CR):
    A document used to record returns for cash sales.

  • Cash sale (CS):
    A document created to account for a cash sale that doesn't 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.
  • Return for credit (RC):
    A document created to authorise a customer return for credit in the amount of the returned goods only.
  • Generic authorised return (RM):
    A document created to authorise a customer return of another type, such as a return with replacement by another item, or a return that may require additional charges.
  • Return with replacement (RR):
    A document created to authorise a customer return for an exact replacement.
  • Sales order with allocation (SA):
    (This option is only available if the Sales order to purchase order link functionality is enabled in the Enable/disable functionalities (CS100000) window.)
    A customer request to buy goods in the specified quantities on the specified date; this request requires the reservation of the requested quantities of the items.
    Once you save an order of this type, the quantities of items are added to the Sales orders allocated plan types.

For details, see: About sales orders with allocations.

  • Sales order (SO):
    A customer request to buy goods in the specified quantities on the specified date.
  • Transfer (TR):
    This option is only available if the Multiple warehouse locations functionality is enabled in the Enable/disable functionalities (CS100000) window.
    A document used to account for transferring goods from one warehouse to another for replenishment.
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.
Status

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

  • On hold:
    Indicates that the order is on hold, which means that additions and changes can be made and order quantities do not affect the item availability.
    Deselect the Hold check box to initiate the following operations:
    1. A credit check for the customer (if it is required for this customer)
    2. The assignment for approval (if approval is configured in your system)
    3. The assignment of the Open status to the order if the credit check was successful and if the order was approved automatically
  • Credit hold:
    This status is only available for orders of the QT, SO, SA, IN, and CM order types.
    Indicates that the customer has failed the credit check, which the system performed when the order was taken off hold or saved with the On hold check box deselected.
    An order with this status can be saved with only the Credit hold or On hold status if the Hold document on failed credit check check box is selected for the order type in the Order types (SO201000) window. Once you have received payments from the customer, you can apply the Release from credit hold action.

To subject the orders (of the SO, SA, TR, and QT types) that have been taken off credit hold to approval, add appropriate conditions (checking if the Credit hold check box is selected in the Sales orders window) to the approval map. Otherwise, the order will get the Open status.

  • Open:
    Indicates (if applicable) that the sales order is not on hold anymore, the customer has passed the credit check, the order has been approved (if approval is required), and shipment has not yet occurred.
    If approval of sales orders of this type is required in your organisation, open orders cannot be edited.

    For a particular open order, you can create a shipment by clicking the Create shipment action, or you can create multiple shipments for multiple open orders by using the Process orders (SO501000) window.
    When you create shipments for multiple orders, the system checks the availability of each item; if a shipment cannot be created according to the shipping rules (for details, see: About shipping rules), the system assigns the Back order status to the order.

  • Cancelled:
    Indicates that the order has been cancelled.
    You can cancel an order if it has one of the following statuses: On hold, Credit hold, Pending approval, Rejected, Back order, or Open.
    To cancel an order with the Completed status, you need to reopen the order to delete the shipments and then cancel the order. You can not cancel an order that has the Shipping status.
  • Shipping:
    (This status is not available for some return orders and orders of the CS and IN order types.)
    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 (Qty. on shipments) and how many items are still to be shipped (Open qty.).
  • Back order:
    (This status is only available for sales orders of the SO and SA types.)
    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.
  • Invoiced:
    Means that the invoices for the order have been generated.
    This status is available only for orders of types that involve updating customer ledger; it is not used for transfer (TR), quote (QT), and return for replacement (RR) orders.
  • Completed:
    Indicates that all related inventory documents required for the order type have been generated and released.
    Completed orders of the QT order type can be opened again.

For details on statuses, see: About sales order processing options.
Hold

A check box that you select if the document is on hold and should not be processed further at this time.

Deselect the check box to perform an automatic credit check for the customer (if configured) and then, if approval of sales orders is configured in your system, to assign the order for approval.
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.
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 ref. 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.
Customer

The customer that has ordered the goods or services.

If the TR order type is selected, Customer is read-only and displays your company ID and business name.
Location

(This field only appears 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.
If the Transfer order type has been selected, use this box to select the company location related to the transfer.
Contact The contact person of the customer.
Currency

(This field appears for all order types except the Transfer order type, if the Multi-currency accounting functionality is enabled in the Enable/disable functionalities (CS100000) window.)

The currency of the document.

To the right of the currency you have the exchange rate. Clicking the Exchange rate drop-down list, will open the Rate selection dialog box, where you can view and change the details of the exchange rate.

For the documents with amounts in foreign currency, the Currency toggle button switches the currency of the amounts between the base currency and the selected foreign currency.
The label on the Currency toggle button depends on the currently selected currency of the amount:

View base: The amount is displayed in the foreign currency; click the button to view the amount in the base currency.

View currency: The amount is displayed in the base currency; click the button to view the amount in the foreign currency.

The Currency toggle button does not affect the documents with amounts in the base currency only.

You can only change the customer's default currency and rate when the Enable currency override and Enable rate override check boxes are selected in the Customers (AR303000) window.
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.
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.
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.
Description A brief description of the document.
Ordered qty. The sum of the quantity for all lines, with the exception of lines with line type Misc. charge.
VAT exempt total

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

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.
VAT taxable total

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

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.
If the check box is cleared, this field is empty.

If the document contains multiple transactions with different taxes applied and each of the applied taxes has this check box selected, the taxable amount calculated for each line of the document is added to the VAT taxable total field of the document.
VAT total The total amount of tax paid on the document.
Order total

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

Line total + Misc. total + Freight + Premium freight

– Discount total + VAT total
Discount total The total amount of discount on the sales order.
Total line discount The total amount of line discounts on the order.
Total profit The total profit calculated from the lines of the order. This information is displayed if the setting Show gross margin/profit is selected in the Sales order preferences (SO101000) window.
Margin total The total margin calculated from the lines of the order. This information is displayed if the setting Show gross margin/profit is selected in the Sales order preferences (SO101000) window.
Mark-up total The total mark-up on the order. This information is displayed if the setting Show gross margin/profit is selected in the Sales order preferences (SO101000) window.
Total cost

The total of the extended costs on the lines of the sales order. If the Use replacement cost for margin/profit check box is selected, the Total cost is the total of replacement costs on the lines of the sales order.

This information is displayed if the setting Show gross margin/profit is selected in the Sales order preferences (SO101000) window.
ROT or RUT deductible document Select this check box if the amount on this document is applicable for ROT or RUT deduction. The ROT and RUT details tab will appear and the columns RUT or ROT deductible, Item type, Type of work and Deductible amount will be displayed in the Document details tab table.
Use replacement cost for margin/profit When this option 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, instead of the Unit cost.

This tab has a table that lists all the items included in the sales order.
The line numbers are assigned automatically and are changed automatically when you reorder the lines.

Information on the applied manual discounts and the Line-level discounts (if any are configured in your system) is shown on the tab.

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.

When you select a line, more information about the availability for the line item is displayed in the table footer. See the table footer description below for more information.

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.
Add item Opens the Item lookup dialog box, which shows the item availability at various warehouses and lets you add items to the sales 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.
Item ID The stock or non-stock item to be sold or returned, by its item ID.
Create issue automatically

A check box that indicates (if selected) that for each order line of the Receipt type in RR and RM orders, a line of the Issue type will be created automatically after the Receipt lines have been processed.
Free item

A check box that indicates (if selected) that the stock item specified in the row is a free item.
You can add a free item manually, or it can be added automatically as a result of application of a group-level discount configured in the Discounts (AR209500) window.

If you select this check box for the item, the system updates the Unit price, Discount percent, Discount amount, and Manual amount amounts with 0 and selects the Manual discount check box.
Warehouse

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

This column only appears if the Multiple warehouses functionality is enabled in the Enable/disable functionalities (CS100000) window.
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.
UoM The unit of measure (UoM) used for the item.
Quantity The quantity of the item sold, measured in the UoM.
Qty. on shipments A read-only column that displays the quantity of the stock item being prepared for shipment and already shipped for this order.
Open qty. The quantity of the item to be shipped; that is, the total quantity minus the quantity shipped according to closed shipment documents.
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

(This column is only available if the setting Show gross margin/profit is selected in the Sales order preferences (SO101000) window.)
Unit price The price for a single unit (the unit of measure is specified in the UoM column) of the item.
If you had 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, use the Recalculate prices action.
Manual price A check box that indicates (if selected) that the unit price in this line has been corrected or specified manually.
If you clear this check box, the system updates the unit price in the document line with the current price (if one is specified).

If you change the customer number in the sales order or return order, the system does not update unit prices in the lines for which this check box is selected.

For more information on changing the customer number in a sales order, see: About sales order processing options.
Discount code (The column is only available if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window, and it is not available for orders of the Transfer type.)
The code of the discount that has been applied to this line.
Discount series (The column is hidden by default and is only available if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.)
The ID of the discount sequence that has been applied to this line.
Discount percent

The percent of the line-level discount that has been applied manually or automatically to this line item (if the item is not a free item).

A selected Manual discount check box indicates that the percent of the discount is specified by the line discount that has been applied manually, or has been entered manually or calculated based on the discount amount entered manually for this line item.

If the Manual discount check box is selected, you can enter the percent manually and the discount amount will be calculated automatically.
Discount amount

The amount of the line-level discount that has been applied manually or automatically to this line item (if the item is not a free item).

The selected Manual discount check box indicates that the amount of the discount is based on the line discount that has been applied manually, or has been specified manually or calculated based on the discount percent entered manually for this line item.

If the Manual discount check box is selected, you can enter the amount manually and the discount percent will be calculated automatically.
Manual discount

A check box that indicates (if selected) that the discount has been applied manually.
With this check box selected, you can enter either the discount percent or the discount amount, or you can select the discount code of one of the discounts intended for manual application.
If you select the Free item check box for the line item, the Manual discount check box is selected automatically.

If you change the customer number in the sales order or return order, the system does not update the line-level discounts in the lines for which this check box is selected.
For more information on changing the customer number in a sales order, see: About sales order processing options.
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.)
Manual amount

The unit price multiplied by the quantity, deducted with the line discount.

If you had entered the manual amount once and saved the document, the value will not be updated by the system when you change the document date.
If you want the manual amount to be recalculated automatically based on the applicable sales price, use the Recalculate prices action.
If the Free item check box is selected for this stock item, the manual amount is set to 0.
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.
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.
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.

If you change the Requested on date for the order, the system prompts you to choose whether you want to keep the dates specified for each line or to update the respective dates with the new Requested on date.

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.
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.
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.
Completed A check box that can be selected to indicate to the system that this line is completed.
Mark for purchase order

A check box that indicates (if selected) that the order line was marked for purchasing (if it has not been shipped completely).
If you select this check box, the line will be visible in the Purchases workspace and available for adding to a purchase order.

The Mark for purchase order check box can be selected if the line item is a stock item or non-stock item that has both the Require shipment and Require receipt check boxes selected in the Non-stock items (IN202000) window.
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.
Purchase order source

The type of purchase order to be used to fulfill this line, which can be one of the following options:
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.
Reason code

The reason code to be used for creation or cancellation of the order, if applicable.
A reason code is required on creation of orders of the CR predefined order type.

Only reason codes with the Sales or Issue usage can be selected.
Salesperson ID (This column only appears if the Commissions functionality is enabled in the Enable/disable functionalities (CS100000) window and is not available for orders of the TR type.)
The salesperson associated with the sale of the line item.
VAT category (This column is not available for orders of the TR type.)
The VAT category ID that applies to the line item. See also: About suggested VAT categories.
Commissionable (This column is only available if the Commissions functionality is enabled in the Enable/disable functionalities (CS100000) window and is not available for orders of the TR type.)
A check box that indicates that this line is subjected to sales commission.
The details of commissions are shown on the Commissions tab.
Alt. item ID The alternative ID for the item, such as the item ID used by the customer.
Line description The description provided for the stock item.
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.
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 document is associated.
Extended cost

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

(This column is only available if the setting Show gross margin/profit is selected in the Sales order preferences (SO101000) window.)
External link In this column, you can write a reference for the line to any other document or system.
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.
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.
Line type

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

  • Misc. 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.
Line no. The original order number of the document line. This number is not updated after reordering lines.
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.
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 ROT or RUT 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 ROT and RUT 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.
Deductible amount Read-only column. The amount your client can deduct for the line item, if the item is ROT or RUT deductible.
Supplier The supplier that will supply the item, by its ID.
Supplier name The name of the supplier that will supply the item.
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.

When you select a line, more information about the line item is displayed in the table footer.

Element Description
On hand The quantity of the stock item currently on hand at the warehouse.
available for assembly (This element only appears when you select a line with a stock kit.)

The quantity of kits that can be assembled based on component availability.
available The quantity available of the item at the specified warehouse, according to the availability calculation rules set in the Item classes (IN201000) window for the item's item class.

When you select a line with a non-stock kit, the quantity of this non-stock kit on open and on hold sales orders is displayed in round brackets.
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 quantities on issues and quantities shipped and on shipping deducted.

allocated The quantity of the item that is reserved in any of the available warehouses.
Profit

The profit on the line.

(This element only appears if the Show gross margin/profit check box is selected in the Sales order preferences (SO101000) window.)
Margin

The margin on the line.

(This element only appears if the Show gross margin/profit check box is selected in the Sales order preferences (SO101000) window.)
Mark-up

The markup on the line.

(This element only appears if the Show gross margin/profit check box is selected in the Sales order preferences (SO101000) window.)
Replacement cost for the unit or Expected unit cost

The cost or expected cost to replace the item.

When the Use replacement cost for margin/profit check box in the top part is selected, the Replacement cost for the unit is collected from the Supplier price column in the table. If Supplier price is not set, the Replacement cost for the unit is set as the item's Last cost, collected from the Stock items (IN202500) window, the Price/cost information tab, the Cost statistics section.

When the Use replacement cost for margin/profit check box in the top part is not selected, the Expected unit cost is collected from the Unit cost column in the table.

(This element only appears if the Show gross margin/profit check box is selected in the Sales order preferences (SO101000) window.)

(This dialog box is only available for the following document types:credit notes (CM), generic authorised returns (RM), returns for credit (RC), or returns with replacements (RR).)

You use this dialog box to add lines from an existing document of the selected type to this return order.
The dialog box provides a top part and a table.
The selected lines of the documents are added to the return order without changes: The system makes no price or discount updates, and no updates due to exchange rate fluctuations.

Element Description
Type The type of documents available for selection in the dialog box, which can be one of the following: Invoice, Cash sale, or Debit note.
Ref. no. The reference number of the document whose lines you want to add to the return order.
Show non-stock kits by component

A check box that you select for the table to display the stock item components of non-stock kits if there are any in the selected document.

If this check box is cleared, non-stock kits are displayed as is.
Column Description
Item ID The item ID of the stock item or kit specified in the document line.
Warehouse The warehouse from which the specified quantity of the item was sold.
Location The warehouse location from which the specified quantity of the item was sold.
UoM The unit of measure used for the item.
Quantity The quantity of the item specified in the document line.
For a component of a non-stock kit, this column shows the total quantity, which is the quantity of the non-stock kit specified in the document line multiplied by the quantity of this component assembled in the non-stock kit.

Suppose that in the system there is a non-stock kit, NSKIT1, that includes 5 NSKITITEM1 stock items, and you have processed a sale of 2 NSKIT1 kits.

If you select the Show non-stock kits by components check box, the table will show the document line with the NSKITITEM1 ID and a quantity of 10.
Lot/serial no. The lot or serial number assigned to the specified quantity of the item.
Line description The description provided for the line in the original document.
Button Description
Add Adds the selected items.
Add and close Adds the selected items and closes the dialog box.
Cancel Cancels the changes and closes the dialog box.

In this dialog box, you select the items to be added to the sales order and specify their quantities.
By using this dialog box, you can find an item by a string in the item's item ID, alternative item ID, or description, and view the item availability information for various warehouses.

You can specify the quantities to be delivered from different warehouses to which your user account has access.

Element Description
Item The item ID of an item, or a string in the item ID, alternative item ID, or description to be searched for.
Barcode The barcode of the item.
Warehouse

(This field only appears if the Warehouses functionality is enabled in your system.)

The warehouse where the items are stocked.
Leave the field blank to view information about all warehouses to which you have access.
Item class ID The item class of the item.
Show available items only A check box that indicates (if selected) that only items whose available quantities are greater than 0 will be listed.
All items A button that indicates (if selected) that all items will be searched by using the specified criteria.
Sales after

A button that indicates (if selected) that only items sold to this customer since the particular date (which you specify in the adjacent Sales after field, which appears as soon as you click the button) are searched.

The date that appears by default in the Sales after field is the date three months earlier than the current business date.
Column Description
Qty. selected The quantity of sales units of the item (under the specified item ID) that you want to add to the order.
Item ID The item by its item ID.
Description The description of the item with the specified item ID and subitem code.
Sales unit The unit of measure used as a sales unit for the item.
Qty. available

Calculated as On hand quantity plus quantity in unreleased purchase orders minus the quantity in unreleased sales orders. Note that you can configure the way availability data is calculated in accordance with your company's policies. You specify calculation options for each item class in the Item classes (IN201000)window.
Qty. on hand The quantity on hand of this item at the specified warehouse.
Alt. item ID

The alternative ID for the item, such as the item ID used by the customer or any supplier.
Alt. item ID type The type of alternative codification used for the item if applicable; it can be one of the following options: Customer part number, Supplier part number, Global, or Barcode.
Alternate description The description provided for the alternative item ID.
Warehouse

(This column only appears if the Warehouses functionality is enabled in your system.)

The warehouse where the items are stocked.
Qty. last sales

(This column is hidden by default; it appears and is populated if the Sales efter check box is selected.)

The quantity of the item last sold to the customer.
Currency

(This column is hidden by default; it appears and is populated if the Sales efter check box is selected.)

The currency of the price.
Last unit price

(This column is hidden by default; it appears and is populated if the Sales efter check box is selected.)

The price used for the last sale.
Last sales date

(This column is hidden by default; it appears and is populated if the Sales efter check box is selected.)

The date of the last sale.
Item class ID The item class of the item.
Item class description The description provided for the item class.
Price class ID The price class of the item.
Button Description
Add Adds the selected items.
Add and close Adds the selected items and closes the dialog box.
Cancel Cancels the changes and closes the dialog box.

(This dialog box is only available if the order line has a Mark for purchase order check box selected.)

You use this dialog box to link the line of the sales order that has been marked for purchasing to one or more purchase orders.
The dialog box provides a top part and a table.

Element Description
Purchase order source

The source to be used to fulfill this line, which can be one of the following options:
Purchase to order or Drop ship.

(Drop ship only appears if the Drop shipments functionality is enabled in the Enable/disable functionalities (CS100000) window.)
Supplier The supplier from which the goods have been ordered.
Select a particular supplier, or leave the field blank to view orders for different supplier.
Purchase warehouse

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

The destination warehouse for the items to be purchased.
Columns Description
Purchase type The type of purchase order.
Purchase order no. The reference number of the purchase order, which is a link to the purchase order.
Supplier ref. The reference number used by the supplier.
Line type The line type of the purchase order, which can be one of the following options:
Goods for warehouse or Goods for sales order.
Item ID The item by its item ID.
Supplier The supplier that will supply the item, by its ID.
Supplier name The name of the supplier that will supply the item.
Promised The date when the items should be shipped, according to the purchase order.
UoM The unit of measure used for purchases.
Order qty. The quantity of items ordered.
Available quantity The quantity of the item that has not been linked to any sales order and is available for the sales order.
Open qty. The quantity of items that were not shipped.
Line description The description provided for the line in the purchase order.
Button Description
Save Adds the selected lines to the order and closes the dialog box.
Cancel Cancels the changes and closes the dialog box.

Here you can view detailed information about stock items available at warehouses. For more information about this window, see Inventory summary (IN401000).

This tab is not available for orders of the Transfer type.
The columns in this tab, which the system fills out automatically when you click , 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.

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.

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.
The tab is not available for orders of the Transfer type.

Element Description
Default salesperson

The ID of a salesperson to be used by default for each sales order line.
Column Description
Salesperson ID The salesperson who participated in sales.
Commission (%) The percentage of commission generally earned by the salesperson.
Commission amt. 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.

Element Description
Override contact A check box that you select to override the default contact information.
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 1 The default phone number of the customer.
Email The email address of the customer as a business entity.
Override address A check box that you select to override the default address information.
Address 1 The first line of the invoicing address.
Address 2 The second line of the invoicing address.
Address 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
Branch The branch with which this order is associated.
Override VAT zone This check box indicates (if selected) that the selected customer's VAT zone will not be overridden if a ship via code is changed for the order.
Customer VAT zone

(This field is not available for transfer orders.)
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 a VAT zone is not specified and the order is to be shipped via a common carrier, the customer VAT zone is the VAT zone determined by the postcode of the delivery address; if the order is not to be shipped by a common carrier, the customer VAT zone is the VAT zone assigned to the selling branch.

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.

You can override the default VAT zone; to keep the selected VAT zone, select the Override VAT zone check box.
Invoice separately (This field does not appear for transfer orders.)
A check box that indicates (if selected) that this document should be invoiced separately (that is, it requires a separate invoice).
Invoice no. (This field does not appear for transfer orders.)
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 in the Order types (SO201000) window for the order type.
You can enter a reference number for the invoice (before you click Prepare invoice in the Actions menu on the toolbar) if the numbering sequence assigned to invoices in the Order types (SO201000) window is configured for manual numbering.
Invoice date (This field does not appear for transfer orders.)
The date of the invoice generated for the order.
You can enter the date manually if the Invoice separately check box is selected for the order type in the Order types (SO201000) window.
Terms (This field does not appear for transfer orders.)
The payment terms used in relations with the customer.
Due date (This field does not appear for transfer orders.)
The due date of the invoice according to the payment terms.
Cash discount date (This field does not appear for transfer orders.)
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.
Work group The work group responsible for the sales order.
Owner The user in the work group who is responsible for the sales order.
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).
Emailed A check box that indicates (if selected) that the order was emailed.
Element Description
Contract document ref. The identification of a contract.

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

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.
Description The description of the payment method.
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 ref. The reference number of the payment.
Processing status

Read only.
This field shows the processing status of the card transaction returned by a processing centre after a user has initiated authorisation, capture, or void.
PC response reason

Read only.
This field shows the processing details of the card transaction returned by a processing centre after a user has initiated authorisation, capture, or void.
Pre-auth.no.

Read only.
This field shows the reference number of the authorisation transaction returned by a processing centre after a user has initiated authorisation.
Authentication expires on

Read only.
This field shows the date when the transaction authorisation expires.
Pre-authorised amount

Read only.
This field shows the amount that has been authorised.
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.
Orig. PC ref. no. Read only.
This field shows the reference number of the transaction in the processing centre.

This tab contains delivery information, including the customer's ship-to address, shipping terms, and zone.

Also, you can specify the boxes to be used for the order.

Element Description
Override contact A check box that you select to override the default contact information.
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 1 The default phone number of the customer.
Email The email address of the customer as a business entity.
Override address A check box that you select if this is not the default address of the customer.
Address 1 The first line of the delivery address.
Address 2 The second line of the delivery address.
Address 3 The third line of the invoicing address.
Postcode The postcode. An input mask for the postcode can be set by using 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
Sched. 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 minus the number of lead days, but it is not earlier than the current business date.
You can set this date manually.
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.
Cancelled A check box that indicates (if selected) that the order has been cancelled on the date specified in Cancel by.
Preferred warehouse ID The warehouse from which the goods should be shipped; the warehouse specified here appears as the default ship-from warehouse in the Shop for rates dialog box for all the packages.
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).
Changing the Ship via code for an open sales order may update the customer VAT zone specified in the Customer VAT zone field on the Financial settings tab. To prevent the selected customer VAT zone from being overridden if the ship via code is changed, select the Override VAT zone check box on the Financial settings tab.
Packages (button)

Opens the Shop for rates dialog box, so you can manually select the boxes for the order or view the automatically suggested packages if the Automatic packaging functionality is enabled in the Enable/disable functionalities (CS100000) window.
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 goods of the customer.
Residential delivery A check box that you select to indicate that the shipment should be delivered to a residential area.
Saturday delivery A check box that indicates (if selected) that the order may be delivered on Saturday.
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.

By using this dialog box (which appears when you click the Packages button), you can manually select the boxes and specify their gross weight.

If the Automatic packaging functionality is enabled in the Enable/disable functionalities (CS100000) window, the system automatically calculates the optimal set of packages for each order or shipment, and you can view and adjust them, if needed.

The particular packages defined with the help of the Shop for rates dialog box will be used for shipment only if you select the Manual packaging check box in this dialog box; if you do not, the system may recalculate the packages when it creates a consolidated shipment or the order is changed.
Element Description
Order weight The total weight of the order in the base UoM—that is, the weight of the items specified in the sales order.
About units of weight and volume.
Package weight The gross weight of the order in the base UoM, which includes the order weight and the weights of the boxes selected for order packaging.
weight calculation, see: About units of weight and volume.
Manual packaging This check box indicates (if selected) that the packages selected for the order in this dialog box will be used for shipping.
You can select this check box and then select the boxes for the order manually in the Packages table, or you can review the suggested packages and then select the Manual packaging check box.
If you select this check box, the packages will not be automatically recalculated to further optimise the cost even if the order is included in a consolidated shipment.

This table includes the list of boxes used for this order.
If the items should be packed manually, you can select the boxes for packages and specify the weight of each package.

Button Description
Refresh packages Recalculates packages for the carrier selected in the Packages table.
Column Description
Box ID The box used for the package.
Description The description provided for the box.
Ship from warehouse The warehouse from which the current package should be shipped.
By default, it is the warehouse selected as the Preferred warehouse ID on the Delivery settings tab of this window.
Weight UoM The unit of measure used to specify the package weight.
Gross weight The gross weight of the package, including the weight of the box.
For an automatically created package, the weight of the box has been added automatically.
For manual packages, you can enter the gross weight.
Declared value The estimated value of the package, to be used for insurance calculation.
If you need to adjust the declared values for the packages, select the Manual packaging check box to prevent automatic recalculation of packages on any changes to the order or on automatic creation of shipments (which might reset the declared values to 0).
Cost of delivery This check box indicates (if selected) that the package should be paid for on delivery.
If you need to change this setting (Cost of delivery) for the package, select the Manual packaging check box to prevent automatic recalculation of packages on any changes to the order r on automatic creation of shipments (which might reset the Cost of delivery check box to the default value).

This tab has a table showing the Document- and Group-level discounts that we reapplied to the document.
This tab is available only if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window; it is not available for orders of the Transfer type.

The table toolbar includes only standard buttons.

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.
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 (Group or Document).
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 amt. The amount used as a base for discount calculation if the discount is based on the amount.
Discountable qty. The quantity used as a base for discount calculation if the discount is based on the item quantity.
Discount amt. The amount of the discount.
Discount percent 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 qty. The quantity of the free item to be added as the discount.

This tab has a table showing the invoiced shipments for the order.

Column Description
Shipment no. The reference number of a shipment created to fulfill the sales order.
Shipment type The type of the shipment.
Document no. Link to the shipment. Clicking the link opens the Shipments (SO302000) window.
Status The status of the shipment.
Shipment date The date of the shipment.
Shipped qty. 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 no. The reference number of the invoice generated for the shipment.
Inventory doc type The type of inventory document generated for the shipment.
Inventory ref. no. The reference number of the inventory document generated for the shipment.
Operation The inventory operation to be performed for the shipment: Issue or Receipt.
Order type The type of document that was used when creating this shipment. For details on each type, see About predefined types of sales orders.

(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.

This tab displays the totals calculated for the document.

Element Description
Line total

(This field does not appear for transfer orders.)

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 Manual amount column on the Document details tab for lines of the Goods for warehouse and Non-stock goods line type.
Misc. total

(This field does not appear for transfer orders.)

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 Manual amount column on the Document details tab for lines with the Misc. charge line type.
Discount total

The discount total calculated for the document.

This total includes discounts of the Group and Document levels.
The discounts of the Group and Document levels are listed on the Document details tab; the Line discounts are shown on the Document details tab.

This field is available only if the Customer and supplier discounts functionality is enabled in the Enable/disable functionalities (CS100000) window.
VAT total The VAT total calculated for the document.
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.
Package weight Read-only.
The total (gross) weight of the packages for this sales order, including the weight of the boxes used for packages.
You can modify the gross weight of the packages in the Packages table of the Shop for rates dialog box that you can invoke on the Delivery settings tab by clicking the Packages button.
Freight cost (This field does not appear for transfer orders.)
The freight cost calculated for the document.
Freight

(This field does not appear for transfer orders.)

The freight amount calculated in accordance with the shipping terms.

For details, see: About freight calculation.
Premium freight

(This field does not appear for transfer orders.)

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 (This field does not appear for transfer orders.)
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 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 qty. column.
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 Manual amount column (after Line-level discounts were applied) divided by the line quantity (the Qty. column) and multiplied by the unshipped quantity (the Open qty. column).

At the moment of order creation when no item quantities are shipped, the amount is equal to the Line total + VAT total; this total does not include any freight amounts.
Quantity not yet invoiced

(This field does not appear for transfer orders.)

The quantity of items that were not yet invoiced.
Amount not yet invoiced

(This field does not appear for transfer orders.)

The sum of not yet invoiced amounts for the lines with stock and non-stock items (in the Amount not yet invoiced column on the Document details tab).

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 + Misc. total + Vat total - Discount total. This total does not include any freight amounts.
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.
Button Description
View notification feedback Opens the Webhook notification feedback window where the message from the third-party integrator is visible.
Resend notification Resends the notification.
Column Description
Success

If the message has been sent successfully, the value in the column is True.
If it failed, the value is False.
Event

Represents the event category indicating if an entity has been created or updated. One of the following statuses will appear: 

  • Entity created
  • Entity updated
  • Entity deleted - only available for accounts
  • Document status changed
  • External action triggered
Status

Indicates the status of the message:

  • Sent
  • Resent
  • Available
  • Consumed
Source

Indicates the source of the event:

  • Visma Net
    If the source is this, the status can be Sent or Resent
  • APIs
    If the source is this, the status is Available. It is ready to be sent to third party-integrators.
  • External integrator
    If the source is this, the status is Consumed. The customer confirms receiving the message.
Document status

Indicates that a document has a new status.

For example, when a sales order is changed from status On hold to Open.
User Indicates which user made a change to the entity.
Date Indicates the date when the change was made.
Message Indicates the detailed message identifier that has been sent.

This tab is displayed when you select the ROT or RUT deductible document check box in the top part of this window.

Element Description
Distribute automatically

(check box)

 When this check box is selected, the amount will be distributed equally among the specified personal IDs.
RUT

(check box)

 Select this option if the work is related to RUT (cleaning, maintenance, laundry) deduction.
ROT

(check box)

 Select this check box if the work is related to ROT (repairs, conversion, extension) deduction.

When you select this, you need to fill in either the Property field, or the Apartment and Corporate ID fields.
Apartment The apartment number.
Property The property number.
Corporate ID The housing cooperative's ID.

Here you can add the person(s) who will receive the tax deduction.

Column Description
Personal ID (YYYYMMDDNNNN) The personal ID in the format YYYYMMDDNNNN.
Amount The amount distributed to this person. If the Distribute automatically check box is not selected, you can edit this field and manually distribute the amount among the personal IDs.
Over 65 A check box that you select to indicate that this person is over 65 years old. This is not done automatically.
Elemant Description
Total deductible amount The total amount that is tax deductible.
Other cost The total amount for items of the Other cost type, including VAT.
Material cost The total amount for items of the Material cost type, including VAT.
Work price The total price of labour hours (items of the Service type), including VAT. This is the amount eligible for tax deduction.
Distributed amount or Undistributed amount

 

When the Distribute automatically check box is selected, this will display the total amount distributed among the specified personal IDs.

When the Distribute automatically check box is not selected, this will display the amount still to be distributed manually among the specified personal IDs.

Related concepts

Customer ledger reports - overview

About export types

About suggested sales accounts

About suggested VAT categories

About predefined types of sales orders

About sales order processing options

About shipping rules

About predefined mailings for customers and suppliers

About mailings for customers

About credit checks in the Sales workspace

About invoice order processing options

About links between sales orders and purchase orders

About payment reservation for sales orders

About sales orders with allocations

About sales VAT on sales orders and invoices

About processing transfer orders

About landed costs for transfers

About shipment processing options

Related tasks

Display profit and margin totals

Create a sales order

Create a sales order with allocations

Create a sales order with reserved allocations

Create a transfer order

Process a transfer order

Process multiple transfer orders

Create multiple shipments for one order

Related windows

Sales profitability by item and order (AR671000)

Sales profitability analysis (AR409000)

Shipments (SO302000)