Sales Order: General Area

You use this area of the sales order document to provide general details relevant to all items added. General area fields described below are arranged into several logical groups following the organization of fields in the General area of a form page. The following subsections of the General area are singled out:

Customer-related Information

Field

Used for

Customer

Select a customer from the list of customers which were previously entered into the system or create a new customer.  

Customers (legal entities and private individuals) are added to the system as companies.

  • It is a required field. If you do not select a customer, you will not be able to save the sales order. 

Shipment address

 Indicate the customer’s ship-to address to which items will be delivered.

  • The field is completed automatically if the shipping address is indicated for the customer. Still, you can override it.
 
Contact Details
 

Field

Used for

Sales manager

Select a salesperson who issued the sales order from the list of your employees.

Customer contact

Select the customer's contact person from the list of contact persons previously added into the system for this customer or create a new contact person.

  • A default contact person defined for the customer is provided automatically onсe you select the customer. You can change it if necessary.

Sales channel

A means of selling to customers. Select the relevant sales channel from the list of created sales channels or add a new one.

  • Sales channel is provided automatically once you select the customer being retrieved from the customer record created in the Company directory. You can change it if necessary. 

For more details about sales channel, see Sales channel.

Phone

Contact person’s phone number.

  • Phone number is provided automatically once you select the contact person if it is defined in the contact person data. You can change it if necessary.
 
Offer Terms
 

Field

Used for

Payment terms

Select payment terms for an invoice that will be based on this sales order or create new payment terms. In Codejig ERP, payment terms comprise the following components: net terms that indicate when the payment of entire invoice amount is required and discount terms that offer discounts for an early payment.

  • Payment terms specified for the given customer are provided automatically once you select the customer. However, you can change them if necessary.

Shipment date

Set the date when goods are to leave a warehouse and when services are to be provided to the customer. 
 
Document-related Information
 

Field

Used for

Number

   Sales order number is assigned automatically when you save the sales order based on the selected numerator.

Users with the appropriate permissions can override the auto-generated number and enter it manually.

After overriding the sales order number, automated numbering will proceed in the same manner but using the manually set number as a start value.

Date

Date field is automatically assigned the date and time when the new sales document was created.

The date and time specified designate the posting date and time, the document date and time, and the date and time when the sales order was issued and sent to the customer.

You can override the auto-generated date and time and enter them manually.

  • It is a required field. If document date is not specified, you will not be able to save the document.
 
Document Totals
 

Field

Used for

Currency

Select a currency in which prices of goods and services are set in the sales order. 

  • Currency of the sales order is provided automatically once you select the customer being retrieved from the customer record created in the Company directory. You can change it if necessary.
  • If no currency is set for the selected customer, currency of the sales order is autocompleted from My company settings.  
  • It is a required field. If you delete the autocompleted currency and do not select an alternative one, you will not be able to save the document. 

Total amount

Displays the total amount of all added goods and services in the specified currency.

  • The field is calculated automatically for informational purposes only; it is disabled for editing and cannot be overridden.
  Net amount

Displays the total net amount of goods and services ordered.

  • The field is calculated automatically for informational purposes only; it is disabled for editing and cannot be overridden.
  • The field is unavailable if your company is not identified as a VAT payer by the system. For information how to set up your company as being registered for VAT and enable required VAT-related functionality, see VAT Number. 

VAT amount

Displays the total VAT amount charged on the net amount or contained in the total price of goods and services ordered. 

  • The field is calculated automatically for informational purposes only; it is disabled for editing and cannot be overridden.
  • The field is unavailable if your company is not identified as a VAT payer by the system. 

Price includes VAT

If you want to put the price for one item without VAT, keep the price includes VAT option turned off. As a result, VAT amount will be charged on the net amount that, in its turn, will be calculated as price excluding VAT x quantity. The two added together will make up the total amount.

If you want to include VAT at the chosen VAT rate in the stated price for one item, turn on the price includes VAT option. In this case, the total amount will be determined by multiplying the price of one item that is VAT inclusive by the quantity.

  • If your company is not identified as a VAT payer by the system, the price includes VAT option becomes unavailable and is permanently turned off. 
 
VAT Details Subsection

The VAT details subsection appears on click of the Unfold VAT details icon (pic) and includes the following fields:
Note: The entire subsection is unavailable if your company is not identified as a VAT payer by the system. 

Field

Used for

VAT

Displays VAT rate types selected for items.  

  • Each specific VAT rate applied is displayed as a separate line item in the VAT details section. For example, the standard rate was applied to three items and the reduced rate to five. As a result, two line items appear in this section, for the standard rate and the reduced rate, containing certain information related to the charges based on these rates.    

VAT amount

   Displays the total VAT amount charged on the items to which a particular rate was applied. 
 
Not all line item fields are displayed by default. To enable such fields, you have to turn on the extended mode for line item by clicking the More button above the list of items.
 
On enabling the extended mode, the following field appears:
 

Field

Used for

VAT base

  Displays the total net amount of items to which the VAT rate was applied. VAT was charged the indicated net amount. 

VAT rate,%

  Displays VAT rate (in percentage) according to the displayed VAT rate type.
 
If you want to turn off the extended mode, click the Less button.
Note: After turning off the extended mode, advanced item details will persist. 
VAT Information
 

Field

Used for
 VAT number 

Your VAT number. It is the national VAT number issued by a country in which you have registered for VAT. Thus, it always starts with a country code that is two letters that refer to the country of the establishment.

  • The VAT number is autocompleted being retrieved from the VAT tab on My Company settings page.
  • Right now, the field is used for informational purposes only; it is disabled for editing and cannot be overridden.
  • The field is unavailable if your company is not identified as a VAT payer by the system.
 Customer VAT number  The customer's VAT number.
  • The customer's VAT number is autocompleted being retrieved from the VAT Number page.
  • Right now, the field is used for informational purposes only; it is disabled for editing and cannot be overridden.
  • No value is provided in the field if the customer is not identified as a VAT payer by the system. For information how to specify VAT numbers, see Company: VAT Tab.
  • The field is unavailable if your company is not identified as a VAT payer by the system.

Additional Details
 

Field

Used for

Note

Add any extra details or comments about your sales order.

Attachment

 Add any additional files or external links related to the sales order.

  • You can upload images, text files, PDF files, spreadsheets, compressed files and other data files (for example, CSV and XML files).
  • You can download uploaded attachments to your device by clicking a file name. 
 
Note: You can create your sales order based on a sales quotation. Then, the system will copy all data from the sales quotation and transfer it to the sales order. As a result,  all fields of the sales order document, except the fields #(serial number), date and Shipment date, will be populated from the fields of the sales quotation. The Shipment date field will remain empty, but you can fill it in manually. Also, you can change the autocompleted values if necessary. Regarding the fields #(serial number) and date, they will be automatically assigned the autogenerated serial number and the current date, as is the case with all newly created documents.
 
More information
Sales Order: Items Section
VAT Number
Drop-Down List Fields