How do I order a unit for a customer?

Summary

This article explains how the system can prompt you to allocate a stock unit or unit already on purchase order to the sales order or to create a purchase order for the required model.

More Information

Please ensure you have configured your system for unit purchase order processing.

"Automatic purchase ordering" must be enabled to allow the unit sales order process to interact with your stock records and unit purchase ordering.

Go to " Unit Sales Unit Sales Documents".

• Click [Add] then click [Order].
• Enter the "Customer" account code, or search for the customer. You may create a new customer record via the search screen.
• Enter the customer "Date of birth" if required.
• The "Salesperson" will default to the employee creating the order. Amend this if necessary.
• Enter the agreed "Delivery date".

If you have the Personnel Planning module you may enable the handover diary link. If so an additional [Handover] tab will be part of the order process in place of the "Delivery date" field.

• If your customer provides an order number record this in the "Reference" field.

Sale Unit

• Leave the "Unit no." field blank and enter the "Model" to order for the customer. Press <Ctrl+F1> to search for a model or use the [Add] button within the search to create a new model record.
• Complete the unit details, ensuring the "New?" flag is correct and the "VAT Qualify?" and "Commercial?" flags are also correct (these fields will each influence how VAT is calculated on the unit).
• Complete your order following this article then [Print] and [Accept] the order.

Allocate Unit/Order Unit

• If applicable the [Matching units in stock] screen will list in stock units of the model specified on the order.
  • If the unit to allocate to the order is listed; select it then click [Choose] else click [Skip].
• If the model can be found on one or more current unit purchase orders; all available items will be listed. The order details will be displayed along with an item "Reference".
  • To reserve an on order unit for this customer; select the unit and click [Choose] else click [Skip].
• If you have chosen to [Skip] each of the above screens you will be presented with a "Purchase Order Unit" screen. This should be completed as detailed below:

Details

• Enter the "Supplier" to order the unit from or search for the account code.
• "Order to use" will default to creating a 'New' order.
  • You may choose to add the unit to an 'Open'order i.e. one not yet printed/received
  • Alternatively click 'Choose' to select from orders already in progress for the specified supplier.

    Please ensure you do not add a unit to an order which has already been submitted to a supplier to avoid overlooking an item to be ordered.

• Enter the "Supplier order" number if known. You may add this to the order at a later stage.
• The Sales Order Number and customer name will be added as an item "Reference" to the unit being ordered. The reference will print on the goods received note when booking the unit into stock and can be used in the order search to track order items.
• The "Cost" will use the default price for the model else enter the cost price. You may enter/amend this value when processing the purchase order.
• You may specify a "Due Date" for delivery from the supplier which will be noted on the order.
• Click [Order] and [OK] to create the order.

See How do I process a unit purchase order? to order and receive the unit into stock.

Completing the Sale

When the purchase order is processed, and the ordered unit is booked into stock, the unit will be created and a stock number assigned to the record.

This in turn will be automatically assigned to the customer sales order and the unit status set to your "On Sales Order" status.

{{Warning|text=If you choose to invoice the sales order prior to completing the purchase you should click [Add] when prompted to pick a unit from the [Matching units in stock] screen. Please note the unit will be created with information as per the unit sales order therefore your printed document may not have all the required information.