Field descriptions: Sales order

The sales order number.

If sequence number rules have been defined for the sales orders on the Sequence number page, the sales order number populates automatically when you save the order for the first time.

The site that manages the sales. You can select one from a list of sites defined as sales sites on the Site page.

The allocation request status for the line when you launch the automatic stock allocation.

• In progress: The stock allocation is being performed. Whilst it is in progress you cannot allocate or deallocate stock, you cannot close the line, and you cannot reduce the item quantity.
• Error: The stock allocation failed. You can launch the automatic stock allocation again or manually allocate stock on the line. An administrator can see what the errors are about on the Batch task history page.
• No request: The item is not stock managed so no stock allocation is required for the line, or the item is stock managed but no allocation request has been triggered.
• Completed: The stock allocation is complete for the line.

After the allocation is completed for all lines and there's no error, the Allocation request status column no longer displays. In case of stock shortage, stock is not allocated or is partially allocated, but the automatic allocation is considered to be complete.

Status of the stock allocation for the order line.

• Allocated: All quantities are allocated to the line.
• Partially allocated: Some quantities are allocated to the line.
• Not allocated: No quantity is allocated to the line yet.
• Not managed: The item is not stock managed.

The ordered item. You can select from a list of active and sold items. The active items are those whose records have the Active switch set to ON and the Sold checkbox selected. The item has to be available on the stock site defined on the Information tab of the line panel. If not, a warning message is displayed.

The origin is Direct because you create the sales order line manually and not from a sales quote.

The sales order line status.

• Quote: You created the sales order line. The sales order is not confirmed yet.

• Pending: You confirmed the sales order. The line is ready for shipping. You can still edit line details.

  If you add a line after the sales order is confirmed, the status of the new line is also Pending.

• In progress: The shipping process has started, but it's not complete. There are remaining quantities left to ship for this line. You cannot reduce the ordered quantity but you can edit the other line details.

• Closed:

  • All quantities are shipped. There is nothing more to manage for this order line. You cannot edit or reopen it.
  • Or you closed the line manually. You can reopen it if there are remaining quantities to ship.

The item description defaults to the item description on the item record. If there's no description on the item record, it defaults to the item name. You can edit it if necessary.

The ordered item.

The origin is Direct when you create the sales order line manually and not from a sales quote.

The quantity ordered by the customer in the sales unit.

The quantity ordered by the customer in the stock unit. It is displayed for information.

The item stock unit.

The value displayed is automatically selected from 3 possible values:

• Manual: When the gross price is entered or updated manually.
• Base price: When the customer does not have a price list for the item and the item's base price is used for the gross price.
• Price list: When the customer has a price list which is used along with any associated discount or charge percentages.

The total excluding VAT amount converted to the sales site company currency. It displays only when the company currency differs from the transaction currency.

The quantity already allocated on the line.

The allocation request status for the line when you launch the automatic stock allocation.

• In progress: The stock allocation is being performed. Whilst it is in progress you cannot allocate or deallocate stock, you cannot close the line, and you cannot reduce the item quantity.
• Error: The stock allocation failed. You can launch the automatic stock allocation again or manually allocate stock on the line. An administrator can see what the errors are about on the Batch task history page.
• No request: The item is not stock managed so no stock allocation is required for the line, or the item is stock managed but no allocation request has been triggered.
• Completed: The stock allocation is complete for the line.

After the allocation is completed for all lines and there's no error, the allocation request status no longer displays. In case of stock shortage, stock is not allocated or is partially allocated but the automatic allocation is considered as complete.

The status of the stock allocation for the line.

• Not allocated: No quantity is allocated to the line.
• Partially allocated: Some quantities are allocated to the line.
• Allocated: All quantities are allocated to the line.
• Not managed: The items are not stock managed, so there is nothing to allocate.

The quantity ordered on the line.

The field label and formatting changes according to the selected country.

The company or person at this address.

After the sales shipment is confirmed, items that need to be shipped are prepared on the stock site. This is the quantity of items that are being prepared.

When the operator validates the sales shipment, the quantity moves from the Quantity in progress field to the Shipped field.

Quantities on one sales order line can be split into several shipment lines.

The information related to the shipment lines is displayed in a grid. There are as many lines as shipment lines. Each line contains:

• A link to the sales shipment record
• The total quantity managed on the shipment line in the sales unit

• The status of the sales shipment line. This status can be:

  • Ready to process: The sales shipment line is created. You need to allocate the quantities to it if you have not allocated them to the order line already.
  • Ready to ship: Quantities are allocated to the sales shipment line. The sales shipment is confirmed.
  • Shipped: The sales shipment record is posted. You cannot edit the sales shipment line.

Because there is one invoice line per shipment line, and because a sales order line can be split into several shipment lines, there can be several invoice lines for one sales order line.

Information related to the sales invoice lines is displayed in a grid. There are as many lines as invoice lines. Each lines contains:

• A link to the sales invoice record
• The quantity of items managed on this invoice line in the sales unit
• The amount invoiced

• The status of the sales invoice line. This status can be:

  • Draft: The invoice is created, but not posted.
  • Error: An error occurred during the posting.
  • Posted: The invoice is posted.

The invoice status for the sales order line.

• Not invoiced: No sales shipment is invoiced.
• Partially invoiced: Some sales shipments are invoiced.
• Invoiced: All the sales shipments are invoiced.

The switch to make the customer notes text box available. If you keep this switch on, the customer notes print under the corresponding line on the sales order quote or sales order confirmation.

The tax category. For example, Value Added Tax. It is determined by the legislation linked to the sales site company.

Tax categories are managed on the Tax category page.

The tax is determined by the following elements:

• The stock site address
• The customer ship-to address
• The item tax group defined on the Item page and the tax determination rules defined on the Tax determination rules page

You can change the tax. For example, Normal rate collected on debits was selected but you can change it to Intermediate rate collected on debits.

Taxes and tax rates are managed on the Tax page.

The tax rate associated with the tax. It is used to calculate the tax amount to be charged on the line.

Taxes and tax rates are managed on the Tax page.

The total including VAT amount for the order line.

The category that defines whether the routing and/or bill of material need to be added to the work order when it's created.

The default work order category is displayed but you can change it. The list of work order categories includes those delivered by Sage and work order categories created by your organisation that identify with your production processes. The following work order categories are delivered by Sage:

Assembly: Create an assembly order. Only add the default list of components to assemble or to process the released item at the specified site to the work order. Do not add production operations to the work order.

Normal: Create an assembly line order. Add the default sequence of shop floor processes and list of components to build or maintain the released item at the specified site to the work order.

Rework: Create a production line order. Only add the default sequence of shop floor processes to rebuild or maintain the released item at the specified site to the work order. Do not add components to the work order.

The end or required completion date.

The default value is the shipping date on the sales order line.

The name of the item to build or maintain.

The default is the released item name. You can enter a different item name.

The planned quantity.

The quantity is expressed in the stock unit defined for the item.

The default value is the remaining quantity to ship on the sales order in the stock unit.

The name of the item to build or to maintain. The released item is defined as a bill of material.

The planned production start date.

The default is today's date. You can select a different date.

The initial work order status.

Planned: This is the default value. You cannot track planned work orders. You can select Firm instead.

Firm: You can track production of, and component consumption for firm work orders.

A theoretical expected receipt date is automatically calculated from the order date and the purchase lead time defined in the following pages:

1. At the item-site-supplier level

2. In the Item-site page

3. In the Item page.

The item price.

The item on the sales order line.

By default, today's date. You can change it but only to an earlier date.

The item quantity you want to purchase.

The item purchase unit.

• If the sales site is also defined as a purchasing site on the Site page, this site populates by default.
• If not, this field populates with the sales order line stock site if this stock site is defined as a purchasing site on the Site page.
• If not, select a site. You can select from a list of sites defined as purchasing sites on the Site page.

The quantity in the stock unit.

The item stock unit.

The sales order line remaining quantity to ship.

The supply order quantity assigned to the sales order line. This quantity cannot be greater than the supply order quantity or sales order line quantity.

The supply order created from the sales order line. It can be a work order or a purchase order line.

The supply order quantity minus the assigned quantity.

The quantity that still needs to be shipped.

The stock site. It defaults to the stock site defined on the Shipping tab.

The quantity you want to allocate to this stock line.

The serial number status.

• To select: You need to allocate serial numbers to all items.

• Partially selected: You only allocated serial numbers to some items.

• Selected: You allocated serial numbers to all items.

The quantity of items in the serial number range.

The ordered item.

The sales order stock allocation request status.

The sales order or shipment customer.

A link to the sales order or shipment where stock was allocated.

The documents that show in this grid are the orders that are allocated but not shipped, and the shipments that are ready to process.

The allocation request status for the sales order.

• In progress: The automatic stock allocation is being performed. Whilst it is in progress you cannot allocate or deallocate stock, you cannot close the order lines, and you cannot reduce the item quantities.
• Error: The stock allocation failed. You can launch the automatic stock allocation again or manually allocate stock on the lines. An administrator can see what the errors are about on the Batch task history page.

After the allocation is completed for all lines and there's no error, the allocation request status for the sales order no longer displays. In case of stock shortage, stock is not allocated or is partially allocated for the concerned line or lines but the automatic allocation is considered to be complete.

This checkbox is only selected when you print a confirmed sales order. There's no indication for a sales quote being printed.

This checkbox is only selected when you send the order to a recipient through the automatic email sending system.

There's no indication if you send a printed order by email or by mail.

Stock can be allocated to sales order lines. This status indicates if order lines are fully allocated, partially allocated, not allocated or not stock managed.

• Not allocated: No quantity is allocated to order lines.
• Partially allocated: Some quantities are allocated to order lines.
• Allocated: All quantities are allocated to order lines.
• Not managed: No order line is stock managed.

The field label and formatting changes according to the selected country.

The company or person at this address.

If a delivery mode is associated to the ship-to address, it populates by default. You can edit it if needed.
Otherwise, select a delivery mode.

Delivery modes are managed on the Delivery mode page.

The date before or after which you should not ship the items, because the customer asked for the items not to be delivered before or after a particular date.

If an Incoterms^® rule is associated with the ship-to address, this rule populates by default. You can edit it if needed.

Otherwise, select the required Incoterms^® rule.

Defaults to the sold-to customer.

The Ship-to address panel displays the customer's primary ship-to address and the phone number associated to this address by default. You can edit the address, or replace it by selecting another one. You can select from a list of active ship-to-addresses set on the customer record.

The field label and formatting changes according to the selected country.

The company or person at this address.

Defaults to the sold-to customer.

The Bill-to address panel displays the primary bill-to address of this customer, and the phone number associated to this address by default.

You can edit the address or replace it by selecting another one. You can select from a list of customer's active addresses set on the customer record.

The invoicing status for the sales order.

• Not invoiced: No sales shipment is invoiced yet. It means no invoice has been created yet for any of the sales shipment records.
• Partially invoiced: Some shipments are invoiced. It means invoices are created for the sales shipment records whose shipping process is complete.
• Invoiced: All shipments are invoiced. It means the shipping process of all sales shipment records is complete and the corresponding invoices are created.

The field label and formatting changes according to the selected country.

The company or person at this address.

The tax category.

Tax categories are managed on the Tax category page.

The tax rate associated with the tax.

Taxes and tax rates are managed on the Tax page.

The tax.

Taxes and tax rates are managed on the Tax page.

The total excluding VAT amount of all the order lines, in the company currency.

The company is the company of the sales site.

The switch to make the customer notes text box available. If you keep this switch on, the customer notes print on the sales order quote or sales order confirmation.

If the Add notes to customer document switch is on, these notes print on the last page of the sales order quote or sales order confirmation.

The text box where you can add notes you want to share with your colleagues about the sales order. Those notes are only for internal purposes. Customers cannot see them.

If it's switched on, the lines notes are repeated on the corresponding shipment lines. The same applies if you create the shipments by using the Ship button, using the Mass shipment creation page, or by manually creating shipments and selecting order lines.

The person who creates the proforma invoice.

The date the proforma invoice expires.

The date the proforma invoice is generated.

The link to download the proforma invoice.

The date the link to download the proforma invoice expires. It's available for 10 days.