Orders

Orders are added for companies and consist of several order items. It is not added for persons.

When adding an order, you need to take the same aspects into account as with adding an offer. Calculating the order value, discounts etc. is the same as for offers.

Adding Orders

Orders are always added for companies.

To add an order:

  1. The following options are available:
    • Select (Sales) > New Order. Select a company.
    • Switch to the desired company. Switch to the Orders tab and click on (New).
    Note: If Payment Conditions and Delivery Conditions have been entered for the company, these are transferred to the order (and the order items).

  2. Enter data such as the Currency, Quantity and any discount.
    Note: Once the order has been saved, you can no longer edit the Currency field.The Receipt Type determines how stocks are affected by the order.
  3. Save the record. The AU-SerNo field (the serial number of the order record) is entered automatically.

Adding Items to Orders

Individual items are added to orders using order item records.

You can either add items to orders individually or use the quick add function (select Quick Add (Order Items) from the order's context menu). If a special offer has been entered in the order, only the Overview and Special Offer filters are available in the Quick Add area. Select Special Offer to display the special offer items defined for the special offer

Note: The End Price entered in the price list (if present) is only displayed in the quick add area once the item has been saved. If you select the Listing filter, you can select a relationship type in the field beneath the filters. The Lot No. column displays the lot numbers and current quantity. You can choose to only display the lot numbers using the Lots without quantities configuration entry (Stock category), see CRM.core Administrator Guide. If you have entered more than one delivery date, the Quantity field displays all delivery dates and you can enter the quantity for each delivery date. You can configure the behavior of the special input fields (Quantity, Scale of discount, Lot No.) in the Quick Add area, see CRM.core Administrator Guide.

To add an order item directly:

  1. Switch to the desired order.
  2. Select New > New Order Item from the context menu.

  3. Click on (Select) next to the Item No. field in the upper portion of the mask to select an item. The Item name, Item No., Sector, Product Group, Brand and Grade are entered automatically.

    The Currency is transferred from the order and cannot be edited. Individual currency values in fields can be displayed in a second currency. For this to occur an exchange rate needs to be entered.

  4. Enter data such as the Quantity and any discount. The Value is automatically calculated by multiplying the Quantity, End Price, value factor and Price Factor. If a Packaging Unit and Quantity factor of "+- Qty" (in the offer) have been entered, the value factor is 1 / packaging unit; otherwise the value factor is 1. The Price Factor is transferred from the item master and is set to 1 by default. If suitable price lists exist, the End Price and Value are calculated automatically.

    You can manually change the End Price.

  5. Save. The AU_SerNo and UP-SerNo (serial number of the order and order item) are entered automatically.

    The sum total of the item values (Total Item Values field) is calculated automatically. Other fields are calculated as for offer items,.

Note: If you have already entered items in an order, you can no longer edit the Rep ID, Rep and Stock fields in the order record.

Deliveries

Items in an order may be delivered on different dates. When adding an order item in the quick add area, information on the delivery is displayed in the Quantity field. Quantities can be entered for each delivery date. After saving the record, the total quantity (for all deliveries) is displayed in the Quantity field.

To enter a delivery date:

  1. Switch to the desired order.
  2. Click on (New) on the Order Delivery tab.
  3. Enter a Delivery No. and Delivery Date.
Note: Your administrator can determine that delivery data is also displayed for the Discount vol. in kind field, see SerialEntry in the Aurea CRM web Administrator Guide.

Copying Offers to Orders

If you receive an order from a customer after submitting an offer, you can copy the data entered in the original offer to the new order.

To copy an offer’s data to an order:

  1. Switch to the desired offer.
  2. Select Copy to Order from the context menu. A new record is added and the relevant data (e.g. currency, items) is transferred to the new record.
    Note: Participants are not copied.

    The Status of the offer is automatically set to "Order".

    For more details on which fields are copied from offers to orders, refer to the online field help. Your administrator can configure which additional fields are copied from offers to orders in the Configuration info area, see CRM.core Administrator Guide.

    Note: Offer items where the Optional item field is enabled are not copied to the order. You can only generate an order from an offer once; if an offer has already been copied to an order, you cannot copy it to another order.