What is an order type?
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Sales and Purchase orders may go through a series of processes. Order types allow you to define the processes you deem essential before an item is considered to be ready to invoice or has been fully processed.
You may create up to 5 different combinations of order types for both Sales Order Processing and Purchase Order Processing. The default will be your most common type but you may specify an order type against a specific customer or supplier.
Some processes are mandatory, as indicated below, whereas some allow you to guide users through the process without hindering the final stages of an order e.g. if a user does not print a picking list but books the goods out and prints the delivery note then the order can be invoiced regardless of the picking list stage.
Once all mandatory processes have been completed the items/order will be consigned to order history.
Sales Order Processes
The four possible processes prior to invoicing and therefore completion of an order are:
- 'Cf' - Confirmation - print a confirmation note to send to the customer.
- 'Pi' - Picking List - staff can use the list to pick items from the stores.
- 'Cp' - Complete - the stage the goods are booked out of stock. This stage is mandatory
- 'De' - Delivery note - this can be included with the goods when dispatched. The user can choose whether to print prices or not. If specified as part of the order type then this stage is also mandatory
Once the mandatory processes have been completed the order may be invoiced. The items/order will then be moved to order history.
Purchase Order Processes
The five possible processes prior to an item/order being consigned to order history are:
- 'P' - Printed - print a purchase order to send to the supplier/indicate the order has been submitted. This stage also prevents additional items being automatically added to the order.
- 'E' - EDI - if your system has links with an EDI system this flag is mandatory to allow the EDI screen to be displayed.
- 'C' - Confirmation - this allows the user to confirm an EDI order has been placed.
- 'R' - Received - the stage the goods are booked into stock. This stage is mandatory. Following this your system may print a Goods Received Note and stock labels, if required.
- 'I' - Invoice Received - Confirmation that an invoice has been received and checked against the order. A process usually carried out by the accounts department.
Defaulting Order Types
Go to " " Reports & Settings Maintenance Options System Administrator Platinum Settings""
- At "Search on" enter 'Order Type' then click [Search].
- There are 5 order types per module. Click on the order type to amend and click [Edit].
- Use the drop down options to set the [Yes] or [No] flag against the order types options.
- Click [OK].
- Choose the default order type for both Sales Order Processing and Purchase Order Processing.
|The recommended order type for Purchase Order Processing is 'YNNYY' to ensure users produce a purchase order to indicate progress and to allocate an invoice to an order. This provides an extra check to ensure items are received in at the price the supplier lists on their invoice. This is important for profit reporting, stock valuation and also for ensuring the Stock Accruals nominal account is balanced by the accounts team.|
|The recommended order type for Sales Order Processing is 'NYYY' to ensure users produce a delivery note prior to invoicing. This gives the user control over an invoice run as the orders are not available to be invoiced until they have been checked and a delivery note produced.|
|Changing the order types and default order type will not affect existing orders. These changes will only apply to new orders created once the settings have been accepted.|
Defaulting Customer/Supplier Types
To ensure a particular customer or supplier uses a specific order type i.e. as opposed to the system default (this may be required for an EDI supplier or customer who insists on being sent a confirmation note):
- Find your customer or supplier account.
- Go to the [Ordering] tab.
- Select their order type from the drop down and click [Done] and [Accept] the change.
Amending the type per order
When creating an order you may amend the order type prior to adding items to the order.
- See Creating a purchase order or Creating a Stock Sales Order.
- On the [Details] tab you may change the "Order Type". This will not affect items already listed on the order.
- Creating a purchase order
- Processing a Purchase Order
- How do I Allocate an Invoice to a Purchase Order?
- Creating a Stock Sales Order.
- Processing a Sales Order
- How do I Invoice Multiple Sales Orders?