Sales Order: Items Section

Use this section to add items to the sales order and define them.

Items section comprises 2 tabs, the Goods tab, and the Services tab.

Under the Goods tab, you can add one or multiple goods (items of the item types Inventory, Fixed assets or Non-inventory) and enter information about them. Also, you have to specify shipment terms for those goods and select a warehouse in which you plan to reserve the added goods. To define shipment terms and provide warehouse information for added goods, you have to fill in the following fields: 

Field/Option

Used for

Warehouse

Select a warehouse from which added goods should be reserved for future shipment. 

  • The warehouse is provided automatically once you select a sales manager being retrieved from the manager's employee record created in the Employee directory. It is a warehouse set as a default warehouse from which the manager ( an employee who performs duties of a sales or purchasing manager) sells goods. If no specific warehouse is assigned to the selected sales manager or no sales manager has been specified in the document, the default warehouse defined in My company settings will be provided in this field. Still, you can select an alternative warehouse instead of the one that is assigned to the sales manager if necessary.
  • It is a required field if at least one item has been added. In this case, if you delete this autocompleted warehouse and do not select an alternative one, you will not be able to save the document. 
  • If multiple warehouses are not allowed in the system (Multiple warehouses option is turned off in My company settings), the Warehouse field will not be displayed on the form. All reservations or reduction of the in-stock quantity of goods will take place for the default warehouse selected in My company settings. For more details about defining inventory management settings, see My Company Settings: Preferences Tab.

Incoterms

Select the Incoterms which are relevant to your business situation. The selected Incoterms will be copied to subsequent sales documents created based on this sales order.

  • Incoterms that are usually used for the given customer are provided automatically once you select the customer being retrieved from the customer record created in the Company directory. However, you can change the autocompleted Incoterms if necessary. 

Destination

City to which ordered goods have to be transported. The selected destination city will be copied to subsequent sales documents created based on this sales order. 

  • Destination to which goods are usually delivered for the given customer is provided automatically once you select the customer being retrieved from the customer record created in the Company directory. However, you can change the autocompleted destination if necessary.

Method of delivery

Select a method of transporting ordered goods to your customer from the list of delivery methods added to the system or create a new method of delivery. The selected method of delivery will be copied to subsequent sales documents created based on this sales order. 

  • Method of delivery that is usually used for the given customer is provided automatically once you select the customer being retrieved from the customer record created in the Company directory. However, you can change it if necessary. 


Use this section to add items to a sales order and define price for them.

Items section comprises 2 tabs, the Goods tab and the Services tab.

Under the Goods tab, you can manually add one or multiple goods to the sales order and enter information about them.
 

Goods (number)

Displays/shows the total number of line items added under the Goods tab.

 
To add a service or services, go to the Services tab.
 

Services (number)

Displays/shows the total number of line items added under the Services tab.

 
You add both goods and services as a line item.
 
Line item is a line structure that contains an item and item details. Line item of the sales order is comprised of a number of fields, such as item, unit, price.
 
Line item fields are identical for goods and services in the sales order.
 
To add a new line item manually, click the +Add new button above the table used for listing added line items.


Line Item Fields 

Field

Used for

Good\Service

Select a sales item (good or service) from the list of previously created items or create a new one.

If you select an item from the list, certain item details will be provided automatically as the system will retrieve the relevant data from the respective item record, a base price list for the item and other related documents.

  • It is a required field. If you do not select an item, you will not be able to save the document.

Unit

A unit of measurement, whether it is a piece, a kilogram or a liter, etc. 

  • A base unit of measurement specified for the item is provided automatically.
  • If several units of measurement are defined for the item forming the item's set of measurement units, you can select a unit from the set that is most suitable in a particular case. However, this unit will be used only for displaying quantities in the document, all inventory and accounting transactions will use the base unit of measurement into which the selected alternative unit will be converted according to the specified conversion ratio.
  • It is a required field. If you delete the unit and do not select an alternative one from the set, you will not be able to save the document. 

Available

The total quantity of the item that is available for sale. It is the quantity of the item you currently have in stock in the selected warehouse and expect to receive from vendors excluding the reserved quantity.

  • If you select an alternative measurement unit for the item, the total quantity available for sale will be automatically updated.
  • If you select an alternative warehouse, the total quantity available for sale will be automatically updated.
  • This quantity is provided automatically and you cannot override it.
  • The field is absent for services.

Quantity

A number of items you offer for sale.

  • The quantity is defined for the selected unit of measurement.
  • Quantity for sale can exceed the number of items available for sale if you allow negative balances or sale of reserved items in My company settings.

Price

The price of one item defined for the selected unit of measurement. The price is set in the currency of the document.

  • The price is retrieved from a price list containing the most recent item price in the currency of the sales order. However, you can change this price if necessary. For more information about price lists, see Price List.
  • The price is either VAT inclusive or VAT exclusive depending on whether the Price includes VAT option is turned on or turned off. When you activate or deactivate this option, the price is recalculated.

VAT

Select a VAT rate at which the item is to be charged VAT. VAT rates displayed are filtered based on the specified VAT registration number that represents a country in which you have to charge VAT on the item. As a rule, it is a country where your company is based. 

  • VAT rates are retrieved from the VAT rate directory.
  • If you sell goods/services within the country of your registration (domestic supplies), the standard rate, reduced or exempt rate is suggested automatically depending on the selected item.
  • If you sell goods/services in other EU and non-EU countries (intra-community supplies or export), the selection of VAT rates suggested for use depends on the place of supply of your goods and services that is determined based on several factors. As a general rule, if you sell goods or services to customers outside the EU or to a VAT taxable person in another EU country, Export VAT rate is automatically set for all added goods and services. If you sell goods or services to a non-taxable person in another EU country, a domestic VAT rate is suggested for use, a relevant rate being determined according to the taxation rules applicable to domestic supplies.  
  • Also, Codejig ERP can determine the place of supply of telecommunications, broadcasting and electronic services and then suggest relevant VAT rates according to special cross-border VAT rules. If you provide the mentioned above services to a non-taxable person in another EU country, VAT rates applicable in a country of your customer are selected. However, you can change any of the autocompleted rates if necessary. 
  • It is a required field. If you delete the autocompleted rate and do not select an alternative one, you will not be able to save the document.
  • 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. 

Net amount

It is the computed field.

Net amount - the total price for the goods or services excluding VAT charges.

  • If the price of one item is VAT exclusive, the calculations are the following:

Price x Quantity

  • If the price of one item includes VAT, the net amount is calculated in the following way:

Total amount / (1 + VAT rate / 100 %)

  • The field is unavailable if your company is not identified as a VAT payer by the system. 

VAT amount

It is the computed field.

VAT amount - VAT contained in a total amount which is inclusive of VAT.

  • If the price of one item is VAT exclusive, the calculations are the following:

Net amount x (VAT rate / 100 %)

  • If the price of one item includes VAT, the VAT amount is calculated in the following way: 

Total amount - Net amount 

  • The field is unavailable if your company is not identified as a VAT payer by the system.

Total amount

It is the computed field.

Total amount -  the total amount of line item goods or services in the specified currency including VAT.

  • If the price of one item is VAT exclusive, the calculations are the following:

Net amount + VAT amount

  • If the price of one item includes VAT, the total amount is calculated in the following way:

Price for one item including VAT x Quantity
 

Note: Although net amount, VAT amount and total amount are computed automatically based on the price and quantity indicated as well as on the selected VAT rate, you can override the computed values triggering the update of other values.

Advanced line item fields

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/ top-right of a table.

On enabling the extended mode, the following fields appear:

Field

Used for

Description

Add a description of a sales item.

  • The field is autocompleted; item description, if provided, is retrieved from the item record. However, you can modify the description if necessary. 

In stock

The total quantity of the item stored in the selected warehouse as of the document date.

  • Quantity for sale can exceed the in-stock quantity (even if the in-stock quantity equals zero) if negative balances are allowed in the system. Otherwise, if you try to sell items that are not in stock, you will receive an error message while trying to post the document.   
  • If you select an alternative measurement unit for the item, the in-stock quantity will be automatically updated.
  • If you select an alternative warehouse,  the total quantity in stock will be automatically updated.
  • The field is unavailable for editing, you can only view the indicated amount being retrieved from the Inventory journal.
  • The field is absent for services.

Expected

Displays the quantity of the item that is expected to be received from vendors in the future based on open purchase orders.

  • If you select an alternative measurement unit for the item, the expected quantity will be automatically updated.
  • If you select an alternative warehouse,  the expected quantity will be automatically updated.
  • The field is uneditable, you can only view the indicated amount being retrieved from the open purchase orders.
  • The field is absent for services.

Reserved

Displays the quantity of the item reserved by customers. The reserved quantity is deducted from the quantity of the item available for sale.

  • Reserved items are not available for sale unless you enable the sale of reserved items in My company settings. Then, a number of goods you offer for sale can exceed the number of items available for sale, and such accounting transaction will be accepted by the system.
  • If you select an alternative measurement unit for the item, the reserved quantity will be automatically updated.
  • If you select an alternative warehouse, the reserved quantity will be automatically updated.
  • The field is uneditable, you can only view the indicated amount being retrieved from the open sales orders.
  • The field is absent for services.

Discount %

Discount rate. A percent of an original price by which the item is discounted.

  • The discount rate specified for the given customer is provided automatically once you select the customer. However, you can change it if necessary. 
  • If you change the discount rate, values in the fields Discount amount, Net amount, VAT amount and Total amount will be recalculated and updated. 

Discount amount

Amount that is taken off of the item price. It is calculated according to the specified discount rate.

  • You can enter the discount amount manually. Then, values in the fields Discount rate, Net amount, VAT amount and Total amount will be automatically recalculated and updated. 

VAT rate, %

Displays VAT rate (in percentage) according to the chosen VAT type. The field is unavailable for editing and cannot be overridden.

  • The field is unavailable if your company is not identified as a VAT payer by the system.


If you want to turn off the extended mode, click the Less button. After turning off the extended mode, advanced item details will persist. 

Note: You can create a 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 in the Items section of the sales order document will be populated from the fields of the sales quotation. However, you can change the autocompleted values if necessary. 

 
More information