You can create sales orders, i.e. order confirmations, as offers and print them as delivery notes. The sales order can then be changed or copied to an invoice later.
Note! When you change or copy a sales order to an invoice, the customer’s default invoice channel and the related delivery information will be retrieved from the customer register. This will enable the sending of the sales invoice to the customer via an invoice channel (such as E-invoice) other than that specified on the sales order.
Creating a sales order
Retrieve the recipient of the Order confirmation/Delivery note/Offer from the register, click on the Create invoice for partner button and select Sales order as the invoice type. You can then supplement the recipient’s address and other details if necessary. If you try to create an order for a month whose VAT notification has already been filed, the program will notify you of this when you save the order. If default products have been specified for the recipient, these will be added to the order.
The sales order can also be created on a blank template. In such a case, click on the Create on an empty template button, select Sales order as the invoice type, and click on the Continue button. Next, fill in the order recipient’s information, payment terms and other details. A sales order created from an empty template can be allocated to the appropriate customer later, by clicking on the More actions button in the Search view and selecting Adjust to business partner.
Sales order rows
You can retrieve the products/services for the order/offer from the product register by clicking on the Search product button. Select the desired product from the list of sales products entered in the register. You can use the Search product button to define the search by product name, code or group. The product is selected by clicking on the respective row. You can select several products simultaneously by using the Ctrl and Shift keys. The Add to invoice button will move the selected products to the invoice.
The New product button in the Product register view can be used to add new products to the products register.
The Product card button in the Product register view opens the product card of the new product.
You can also retrieve products/services for the order/offer by using the Search using a product code button. Clicking on the button opens a window into which you can enter the product code. This is faster than a register search if you know the product codes. If two or more products have the same code, this function cannot be used.
Clicking on the Add row button adds an empty order row. You can then enter transaction information onto the row. However, we recommend that you use the products entered in the product register, since this will permit the use of default accounts and dimensions and makes product reports clearer.
The Copy row button can be used to copy order rows. You must first select the row you want to copy and then click on the Copy row button. This will open a window prompting you to enter the number of copies. Next, you must define whether you want to split the amount evenly between all rows. This will not change the unit price.
The Delete row button deletes the selected row.
Regardless of the method by which the row was created, you can edit it in the Sales order view, with the exception of the Excluding VAT, VAT sum and Sum columns. You can toggle the visibility of the Comment row on the order sent to the customer by changing the Comment row setting in the Invoice settings view of Company information.
If the products have default accounts or dimensions and you want to use them, you must tick the Accounting by rows item.
You can change the row order by right-clicking on a row and selecting the Move up or Move down option from the drop-down menu. After changing the order of rows, you must click on the Save button to save the changes.
The number of rows displayed in the view can be changed by moving the cursor to the border between the row information and basic order information, above the button bar (the correct location is indicated by the cursor turning into a bidirectional arrow) and dragging the border up or down with the left mouse button. This layout will remain until you close the browser.
Buttons in the upper section of the sales order view
Clicking on the Save button saves the order information. After being saved, the order status will be Unfinished. An order with a status of Unfinished can be edited. After saving, the invoice number will be shown in the upper bar and the creation and editing log in the lower bar of the sales order.
The Approve button is used to approve the completed sales order. After being approved, the status of the sales order will be Not sent. A sales order in the Not sent status can still be edited.
Clicking on the Send button will send the sales order (except if the invoice channel is No sending) to the recipient and set its status to Sent. A sales order with a status of Sent can still be edited. You can resend a previously sent sales order, but the program will issue a notification of this.
Clicking on the Preview button will open the sales order/order confirmation in printable form in a new window. The program will ask you whether to export the invoice to HTML or PDF format.
Clicking on the Covering letter button will open a covering letter for the sales order in printable form in a new window. The program will ask you whether to export the invoice to HTML or PDF format.
The Change to invoice button creates an invoice from the order. Orders in any status but Invoiced can be changed to invoices. The button opens a window in which you can select whether to copy or change the order into an invoice. If you do not wish to execute either action, select Cancel.
Read more on the creation of new sales invoices here.
Selecting the Copy to invoice option will copy the order to an invoice without deleting the order. The status of the order will be set to Invoiced and its accounting deleted. Sales orders with a status of Invoiced cannot be edited. You can search for Invoiced orders through the Search function or from the Product amounts (sales invoices) report. The created sales invoice’s date will be set to the current date and the due date will be calculated from the invoice date in accordance with the term of payment. The invoice will be assigned a new invoice number, but its bank reference code will be copied from the order. Apart from accounting and dimensions, all information on the invoice will be identical to that on the order. Attachments to the order will not be transferred to the invoice. The information contained on the invoice can be edited until the invoice is approved.
The Copy partially to invoice button copies part of the products on the order to an invoice without deleting the order. The button opens a window in which you can select the number of units to be invoiced from the uninvoiced product rows on the invoice. In this window, you can also enter a comment row, which will be shown on the invoice. The product quantity on the row will be reduced by the invoiced quantity. The order’s comment row will be updated with the invoiced quantity and invoice number. When all products on the order have been copied to invoices, the order status will change to Invoiced and its accounting will be deleted. You can search for Invoiced orders through the Search function or from the Product amounts (sales invoices) report. The date of the created sales invoice will be set to the current date and the due date will be calculated from the invoice date in accordance with the term of payment. The invoice will be assigned a new invoice number, but its bank reference code will be copied from the order. Apart from accounting and dimensions, all information on the invoice will be identical to that on the order. Attachments to the order will not be transferred to the invoice. The information contained on the invoice can be edited until the invoice is approved.
The Change to invoice button converts the order into an invoice, which deletes the order. The date of the created sales invoice will be set to the current date and the due date will be calculated from the invoice date in accordance with the term of payment. When changing an order to an invoice, the order number will be retained as the invoice number and the order reference as the bank reference code. The remaining information on the invoice, accounting and dimension information included, will be identical to that on the order. When a sales order is changed to an invoice, its attachments will be transferred to the invoice. The invoice information can still be edited until the invoice is approved.
Read more on the creation of new sales invoices here.
Clicking on the Copy button will create an Unfinished invoice identical to the sales order, with the exception of the invoice number, bank reference code, invoice date and due date. You can change the Receipt type and Business partner when you copy the order, for example when copying the sales order/offer for delivery to a different customer.
Clicking on the Invalidate button will invalidate an editable sales order. Invalidated orders do not have accounting pages, but can still be viewed and copied.
By using the Attachments button, you can add files to the order and view or delete existing attachments. The button opens the Attachment file functions window, in which you can select the Add, View and Delete functions. If you do not want to perform any of these, select Cancel. The View and Delete options will not be available if the order has no attachments. The names and attachment times of files attached to the order are listed at the bottom of the window.
You can manage the attachments even if no other editing of the sales order is permitted.
Selecting the Add option retrieves the file to be added. In the window that opens after you choose Add, click on the Browse button and add the selected file to the order by clicking on the Add button.
You can send GIF, JPEG, PDF and TXT file attachments with mailed orders (Invoice channel Mail or E-mail). If you want to send an attachment with the order, you must tick the item “To send an attachment in the sales invoice or sales or purchase order with you?”. You can add several attachments to an order, not all of which have to be sent. Attachments sent with the order do not all have to be in the same format, as long as they are in GIF, JPEG (JPG), PDF or TXT format. If you try to send a file in a different format, the attachment’s type will automatically change to No sending. If you change a sales order to an invoice, its attachments will be transferred to the invoice. If you copy a sales order to an invoice, the attachments will not be transferred.
With the View option, you can view the attached files. If more than one file have been attached to the order, this option will open a window in which you can select the file from a drop-down list. Depending on the file type, the attachment will be opened in a new browser window or in an application (e.g. XLS files in Excel and DOC files in Word). You can view several attachments simultaneously.
Clicking on the Delete button will remove attachments from the invoice. If more than one file has been attached to the invoice, the button will open a window with a drop-down list from which you can select the files to be removed.
The Accounting button opens the order’s accounting page.Accounting information related to orders is not included in the definition of official accounting provided for by the Accounting Act.
Clicking on the Dimensions button will allow you to dimension the order. In Procountor, dimensions and items refer to cost centres and tracking objects.
Clicking on the Customer button opens the Basic customer information view in the Business partner register.
The buttons after the Delivery instructions, Additional information and Seller’s notes fields open windows for editing these fields. This enables the use of line breaks. Line breaks are displayed in the field as \ characters. Delivery instructions are limited to 250 characters, but there is no limit to the length of Additional information and Seller’s notes.