Orders

You can convert a potential or a quotation into an order. Both documents are then linked together in the document flow.

Creating orders

Select Organization > Orders > Add if you are not creating the order from a preceding document.

Business object "Description of the order"

• Project
  Depending on the setting, the project is a mandatory field. If the project is addressed, the customer is filled in here.

• Customer
  Your invoice recipient. A contact who does not yet have a customer role is automatically assigned one when saving. If necessary, create a customer account directly in order to save bank details or agreed payment terms there.

• Contact person
  This is your contact at the customer. Depending on the setting, the receipt is sent by email to the email address of this contact.

Business object "Order details"

• Status of the order
  This value is changed automatically, e.g. when the order is transferred to an invoice, but can be changed manually.

• Language
  Is pre-assigned from the customer, relevant for the layout rule assistant.

• Place of performance
  The field is pre-assigned from the invoice recipient's address.

• Tax subject
  The tax subject controls the revenue account and tax key determination in conjunction with the revenue account preallocation and therefore the tax amount depending on the product type.

• Price information
  Control whether the prices are assigned net or gross. See also the information on the product master. In the case of a gross display, the line-by-line item discount is not available.

• Service date from ... to
  The fields are also used internally to pre-assign deferred income (see below).

• Posting date
  The invoice enters financial accounting (sales taxation, reports) on this date. You can have this pre-assigned on the basis of the document or service date(accounting settings).

• Predecessor and successor
  If you work with the automated document process, you can see the upstream documents (quotation, order) and the downstream correction invoices here.

• Information for customer advisors
  Customer-related data that is important for invoicing can be stored here. The content is displayed on a customer-specific basis and is therefore visible in every order for the same customer.

The tabs in the lower part of the order form

Once the document header is complete, add individual items to the order and, if necessary, fill in the other tabs with billing details.

Information on documents that are generated as part of the sales process is summarized on tabs. The tabs are identical for almost all document types - potential, quotation, order, invoice, delivery bill, credit note. The information contained in each tab is taken from the preceding document and further developed and enriched during the process.

The tabs are described below using the order document type.

"Items" tab in the order

You enter the order items on the Items tab.

1. Use the Add button to add further order items.

2. You can use the "Type" column to determine whether a line represents a product, a subtotal, a heading or a free text. An order requires at least one completed item line of the type "Product" as a mandatory entry; the order cannot be saved without entering at least one item.

3. Select an order item to remove or duplicate it.

4. You can use the arrow keys to move a selected order item up or down.

5. As soon as you have entered a quantity, the net price, tax and gross price are calculated. The information stored in the product catalog and in the master data (e.g. discount and tax rate) is used for this purpose.

6. Use the Templates button to save the completed order as a template for reuse. Or you can use this button to load data from a saved template.

7. You can send the order (as an order confirmation) using the Send button.

8. In this multi-function button, you will find a range of options for printing receipts and selecting a receipt layout.

9. Here you can transfer the order to another document type and take the information entered with you. The options are Transfer to delivery bill or Transfer to invoice.

Payment" tab in the order

This is where you enter the terms of payment for your order. You can do this either individually by entering values or globally by using the Select payment terms link and making your selection from the stored terms. The payment terms are transferred to the form, but can still be changed individually.

Click in the Payment method field to select a payment method (1).

Select the field Show as paid on exported receipt (2) to document on the billing document, for example, that the customer paid immediately by credit card. The payment has then been made, but not yet booked and not yet credited to your account.

Many payment terms are already available ex works under Select payment terms.

"Bank details" tab in the order

Here you can see the customer's bank details from the Customer role If there are several bank details, select the desired bank details and confirm this by clicking on Use as target bank.

Shipping" tab in the order

Enter the delivery type here.

"Free" is the default setting. Click on <new...> to add further selection options.

Enter the shipping costs. These shipping costs will then be added to the invoice when you select the corresponding shipping method.

You can use the Language settings link to specify translations if you want to deliver your goods abroad.

As soon as you have saved, you will find the shipping costs on the Items tab.

"Address" tab in the order

By default, the customer's main address is used as the shipping address. However, you can also enter a different address.

"Document text" tab in the order

Here you can specify which introductory and closing text is output on your billing document. You can use text modules use text modules.

Select Insert text module or Replace text module to insert prepared texts into the voucher without entry effort and typing errors.

Select Insert text module to open the following form. Here you will find prepared text modules.

1. Select a module and click on Insert to transfer it to your receipt at the cursor position.

2. Or select Add to formulate a new text module.

"Documents" tab in the order

In addition to the document, other documents can also belong to a billing process. For example, contracts, lists, breakdowns and much more are conceivable. You can store these documents in the process by simply dragging them from a local folder to the Documents field.

"Document flow" tab in the order

This tab is a kind of process bar in long version. Here you can see how the sales and billing process has developed across the various document types. As always, additional information can be displayed by right-clicking on the column headings and ticking the required data fields. Further information can be accessed via links, e.g. project, document, customer.

Check the Show document items checkbox to see the delivery and service components on which the document is based.

Note: The tax authorities require every business transaction to be fully documented, traceable and comprehensible (keyword GoBD). This function helps you to meet the official requirements.

"Events" tab in the order

This tab logs who did what and when in the context of the business transaction. The Show button displays detailed information on the selected action.

Note: The tax authorities require every business transaction to be fully documented, traceable and comprehensible (keyword GoBD). This function helps you to meet the official requirements.

User-defined fields

If you have created user-defined fields, you can add further details to the document in this tab.

The buttons at the bottom of the order form

Templates

You can use the Templates button to load a template for your document or create a new one from the document.

1. You can choose whether or not you want to load the saved item lines or document texts when using the template.

2. Select the template to be used or give the template a name if you are saving a new one.

3. The items from the template can be selected or deselected.

4. Here you can decide whether you want to add further items or transfer the information you have entered to your document.

Document layouts / voucher layouts

Select the appropriate layout from your layout catalog using the Document layouts multi-function button.

1. Once you have selected a layout, you can set this as the default layout for future orders by ticking the box.

2. Display the table of layouts or inspect the preview of the selected layout.

3. As everywhere in Scopevisio, you can change the information listed by right-clicking on the table header and selecting other columns.

4. Create the accounting document with the selected layout as a Word file and save it on your computer.

5. Create the accounting voucher as a PDF file and save it on your computer.

6. Manage your voucher layouts. You can find more information on this topic in the Voucher layouts section.

7. You can use the arrow button on the right in the Document layouts button to select other options, including printing or reworking the receipt or immediate payment, in order to enter a cash movement directly if the customer already wants to make a cash payment at this stage.

Delivery status and invoice status

Recognize whether deliveries or invoices are still outstanding for an order.

Open the order overview under Organization > Orders. You can see which transactions are still outstanding in the Delivery status and Invoice status columns.

Where is the quantity of products still to be delivered or invoiced displayed?

Open an order for which you want to view outstanding delivery quantities or billing quantities. Then right-click on the column labels in the table. A context menu opens. Select Quantity (to be delivered) and Quantity (to be billed). These columns are now also displayed in the item table.