Ice Ledger Accounting Software
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Ice Ledger

Sales Order Processing


The list shows all current sales quotes and orders. There is a tool and filter bar, above the list. Some of the columns (e.g. A/C Ref and Customer) are hyperlinks which when clicked allows you to view the appropriate record. You can customise, search, sort, filter and group the data presented in list views.

The tool bar has a number of buttons, including:

Add
Create a new sales quote / order.

Record
Edit selected record.

View
View selected record. When viewing a record, options relating to save changes are disabled.

Copy
Copy selected record and save as a new quote / sales order.

Search
Show / hide search toolbar.

Ship
Ship / despatch items that have been allocated in sales orders but have not yet been despatched.

Close SO
Mark selected quotes / sales orders as closed. An incomplete sales order may be marked as closed. A closed sales order can no longer be amended.

GDN
View all goods delivery notes for the selected sales order.

Print
Print selected records using predefined stationary templates. Printing

Delete
Delete selected records.

The filter bar allows you to quickly go to a particular order number, apply a date range filter (click on the Filter label), select what type (Quotes, Orders, Proforma or All) of documents are shown and select records by their status (Pending, None, Part, Full or All).

Columns:

  • A/C Ref: Customer Account Reference.
  • Adt Ln 1 - 5: Customer address.
  • Alloc Status Code: Stock allocation status code.
  • Alloc Status: SO stock allocation status (Nil / Part / Full).
  • Bank Ref: Bank nominal code for any advance / pre-payment.
  • Billing Address: Billing / Invoice address as a single line.
  • Boxes: Number of boxes / parcels that teh SO is being shipped in.
  • Carr Nett(FC): For foreign currency customers, nett carriage / delivery charge in their designated currency.
  • Carr Nett: Nett carriage / delivery charge.
  • Carr Tax(FC): Tax amount on carriage charge in foreign (customer) currency.
  • Carr Tax: Tax amount on carriage charge.
  • Carriage (FC): Total carriane charge in foreign currency.
  • Carriage: Delivery / Shipping charge.
  • Closed: Has the SO been marked as closed ?
  • Company: Customer company name.
  • Contact Name: Name of contact person at the customer company.
  • Country Code: Country code of the country in which the customer is located.
  • Courier ID: Courier / shipping company ID.
  • Courier: Delivery / Shipping company.
  • Created: Date the SO was created - set by the system and NOT the user.
  • Curr ID: Customer designated currency ID.
  • Cust Order No: Customer order reference.
  • Cust Tel No: Customer telephone number.
  • Date: Date the SO was created.
  • Del Address: Delivery address as a single line.
  • Del Adr Ln 1 - 5: Delivery address.
  • Del Company: Company name for the delivery address.
  • Del Count: Number of deliveries; a shipment may be dlivered in multiple stages.
  • Del Country Code: Country code for the delivery address.
  • Del Date: Expected delivery date.
  • Del Dept No: Delivery department number.
  • Del Dept: Delivery department.
  • Del Nom Code: Delivery charge nominal code.
  • Del Note: Delivery note / message.
  • Del Tax Code: Delivery charge tax code.
  • Del Tax Rate: Percentage delivery tax rate.
  • Deleted: Has the SO been marked as deleted ?
  • Desp Date: Date the SO was despatched.
  • Desp Status Code: Despatch status code.
  • Desp Status: SO despatch status (Blank i.e. Nil / Part / Full).
  • Exch Rate: For foreign currency customers, the exchange rate to be applied to stock item prices in base currency.
  • Global Dept: Department - used if no department is specified.
  • Global Details:
  • Global Nom Code: Nominal code to be used for SO items if no nominal code is specified.
  • Global Tax Code: Tax code to be used for SO items if no tax code is specified.
  • ID: Internal unique system record ID for the SO.
  • Inv Nett (FC): As Inv Nett but in foreign currency.
  • Inv Nett: Invoice / SO nett amount, excluding delivery / carriage charge.
  • Inv No:
  • Inv Status ID:
  • Inv Status:
  • Inv Tax(FC): As Inv Tax but in foreign currency.
  • Inv Tax: Invoice / SO tax amount, excluding tax on delivery / carriage charge.
  • Invoice: One or more invoice numbers created when items are shipped.
  • Item Desc (FC): As Item Desc but in foreign currency.
  • Item Desc: Item discount.
  • Item Gross (FC): As Item Gross but in foreign currency.
  • Item Gross: SO gross value for all items i.e. excluding delivery / carriage charge.
  • Item Nett (FC): As Item Nett but in foreign currency.
  • Item Nett: SO nett value for all items i.e. excluding delivery / carriage charge.
  • Item Tax (FC): As Items Tax but in Foreign currency.
  • Items Tax: Total tax amount on all SO items.
  • Modified: Date the SO was last modified / updated.
  • NOTC: Nature of transaction code.
  • Nett Amt 1 - 5:
  • Notes 1 - 4: Special notes 1 - 4
  • Notes 4: SO note 4.
  • Order: Sales Order Number
  • Override Tax:
  • Payment Ref: Payment reference for any advance / pre-payment.
  • Payment Type: Advance / pre-payment method.
  • Pre-paid (FC): As Pre-paid but in foreign currency.
  • Pre-paid: Advance payment amount.
  • Price Band: Customer discount price band (A - D)
  • Printed: Has the SO been printed.
  • Quote Exp Date: Quote expiry date.
  • Quote Status ID: Quote status ID
  • Quote Status: Quote status.
  • Req'd Date: Required by date.
  • STLM Disc Amount:
  • STLM Disc Rate:
  • STLM Due Days:
  • STLM Total (FC):
  • STLM Total:
  • Sales Person: Name of person creating the SO.
  • Ship Count: Number of shipments.
  • TERMS:
  • Tax Amt1 - 5:
  • Tax Rate 1 - 5:
  • Total (FC):
  • Total Profit %: As above but as a percentage of sell price i.e. percentage margin.
  • Total Profit: Total profit amount, based on the items that have been shipped and stock that has been allocated to the SO.
  • Total: Sales Order total value.
  • Type Code: 1 = Sales Order, 2 = Sales Quote
  • Type: Sales Quote / Sales Order
  • Value Disc Rate:
  • Voucher: SO discount voucher reference.
  • Web Order Email:
  • Web Order No:
  • Weight: Total weight of all items on SO.
  • Zero Tax Rate:

Index | Sales Ledger | Sales Orders | Shipments | Sales Invoices

Sales Quote / Order

Both sales quotes and orders use the same screen layout which has a toolbar at the top and a split screen with five tabs (Order, Addresses, Nominal & Notes, GBP and Profit) in the top section. The toolbar buttons include:

Ship:Marks allocated stock items as being shipped to customer and stock levels are adjusted. Every shipment creates a shipment / GDN (goods delivery note) record.

Close SO:Marks the sales order as being closed which prevents it from being altered in the future.

Print:Print template based documents such as sales orders, picking lists, delivery notes etc..

order

You can enter all relevant details in the header section tabs:

  • Order Type: Select the type (Sales Quote, Order or a Proforma) of document you want to create.
  • Order No: Unique document number that is created automatically.
  • Delivery Date: Date the goods are expected by the customer.
  • A/C Ref: Enter / select the appropriate customer account reference. Selected customer details will be displayed to the right and below this field.
  • Discount %: You can enter a percentage discount that is to be applied to all sale items (does not apply to any delivery charge).
  • Shipments: Number of shipments that have been made on this order.
  • Full: Despatch status. Displays what items have been despatched: None, Part (some) or Full (all).
  • Nil: You can click this button to un-allocate all stock allocated in the sales order. You can not un-allocate shipped items!
  • Part: This button acts as a status to indicate that only some / part of the items on the sales order have been allocated stock. Clicking on this button has no effect.
  • Fully: Use this button to allocate stock to all items. If there is insufficient stock, then only available stock will be allocated.

Index | Sales Ledger | Sales Orders | Shipments | Sales Invoices

icon-address.pngAddresses

Under this tab you can view and select customer billing and delivery addresses.

You can also enter other pertinent details, including:

  • Courier: Select a courier from pre-defined list.
  • Consignment Ref: Courier reference for the shipment.
  • Items: Shipment details e.g. 3 boxes etc..
  • Nominal Code: Nominal code associated with delivery charge.
  • Department: Any department associated with the delivery charge.
  • Tax Code: Tax code relating to the delivery charge.
  • Charge: Actual net amount to be charged for the delivery.

Index | Sales Ledger | Sales Orders | Shipments | Sales Invoices

icon-normal.pngNominal & Notes

You can enter addition information here, including:

  • Nominal Code: You can select a nominal code that will be use for all items that have not been assigned a nominal code.
  • Department: As nominal code, above but for the department associated with each item.
  • Tax Code: TAx code as nominal code, above.
  • Bank Account: Bank account that any advance payments received will be saved to.
  • Payment Type: How should any advance payments be treated as.
  • Payment Ref: Any reference associated with the advance payments.
  • Paid Amount: Actual payment amount that is received as advance payment with the order.
  • Notes: There are three separate notes that may be entered and subsequently printed on sales orders, pickling lists or delivery notes. When designing the stationary layouts, you can elect to print one or more of the 3 notes on any document. Alternatively, you can associate each note with a particular document (or none i.e. for internal office use only). The labels for these 3 notes may be customised in Settings, Configurations, Sales.

Index | Sales Ledger | Sales Orders | Shipments | Sales Invoices

icon-gbp.pngGBP

The currency tab provides all summary financial vales in both the selected company base currency (in this example GBP) and the designated customer trading currency, if different. For foreign currency customers, you can click in the box to the left of the Exchange Rate to view the current exchange rate and to convert all figures to customer currency.

Index | Sales Ledger | Sales Orders | Shipments | Sales Invoices

icon-profit.pngProfit

Here you can check the profitability of the sales order on an item by item basis. There are a number of settings (Settings, Configurations, Sales) that determine what information is displayed in the profit tab:

  • Use Ave Cost for Zero Cost Items.If there is no cost price of an item (i.e. zero cost), then you can decide how the profit should be calculated. The profit for such items may be set to zero, 100%, something inbetween or calculated, based on the item's historical average cost.
  • Profits Tab: Show Margin. Profits on items may be viewed as either Percentage Profit (profit calculated as a percentage of cost) or as Percentage Margin (profit calculated as a percentage of sale)
  • Show Profit / Margin Based on (Unit Cost / Unit Value or Both). If stock items are revalued (i.e. 'adjusted cost') then you can choose to view profits based on the stock cost (shown with a background colour of powder blue), value (adjusted cost; shown with a background colour of pale turquoise) or both.

You can select different columns to view profitability for allocated stock, shipped items and total (allocated and shipped).

When a new sales order is created, the system calculates the profit figures based on the item average unit value (actual cost or adjusted cost if the item cost price has been revalued) to give estimated profit figures. However, as stock is allocated, the system updates the profit figures using the unit value of the items from the allocated batch of stock. If the stock is only part allocated (including any shipped items), then the profit figures will be true (accurate) for the allocated stock / shipped items and an approximation for the non-allocated items.

Index | Sales Ledger | Sales Orders | Shipments | Sales Invoices

so-icon.pngSO Items

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In the lower section you can enter sales order items. You can customise the list view to suit your requirements. The items section also has a toolbar with buttons, including:

  • Unit PriceUnit price calculator allows you to enter a total price for an item and it will calculate the unit price. If the cusrsor is not on the price column when you click the calculator button, then the cursor will jump to this column. Once in the price column, clicking on the calculator will redefine the price. The calculator can be configured to process either net total price or gross total (i.e. net plus VAT).
  • Detailsuse this buttom to display the items full data entry screen.

Working from left to right, the controls have the following functions:

  • Start. Top / first item (Alt + Left).
  • Left. Previous item (Alt + Up)
  • Select. Select the item number from the drop down list.
  • Right. Next item (Alt + Down).
  • End. Last item in the list (Alt + Right)
  • Add. Add a new item to the end of the list (Alt + Insert).

Details on the screen include:

  • Type: Whether the item is type Product or a Service.
  • Pr Band: Price band (1 - 4).
  • Dc. Band: Discount band (A - F).
  • Stock Code: Below the product type you can enter the stock code of item in question. Item description and other relevat details are retrieved automatically. Item description may be amended.
  • Notes: There are 2 lines of notes that you define for each item.
  • Nominal: Sales nominal code.
  • Tax Code: Applicable tax code for the sale.
  • Qty: Order quantity. To the right the system displays the quantity that has been shipped already and the remaining balance, below. The cell background colours signify:
    • Biege: Item not fully despatched.
    • Pink: Insufficient stock.
    • White: Item fully despatched.
  • Balance: Quantity remaining to be shipped.
  • Price: Unit sell price.
  • Disc: Percentage discount.
  • Tax: Tax amount on a single / unit item.
  • Weight: Unit weight in designated units.
  • Casting: Custom field that may be used for either manufacturer's production batch reference or for any other required data.
  • Source: Second custom field whicm may be used for a short reference for where the items are from e.g. stock or assebmled etc..
  • Total: Column with a number of total values: net price, discount amount, tax amount and weight.
  • Qty Alloc: Quantity allocated to current sales order. Cell background colour signifies:
    • Blue: During save, quantity allocated has been modified by the system due to insufficient stock.
    • White: Stock allocated OK.
  • Qty Avl: Quantity available for sale (includes allocated quantity).
  • Total Alloc: Total quantity allocated to this and all other sales orders.
  • Free Stock: Total free stock quantity available for additional sales (excludes allocated quantity).

Index | Sales Ledger | Sales Orders | Shipments | Sales Invoices

icon-stock.png  Allocate Stock

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Althogh you can fully allocate stock to all items from the button, Fully in the header, Order tab, there are occasions when you need to allocate stock to items on an individual basis. To this end, you can click the button in the Allocate column for the appropriate item to display the stock allocation screen:

The top part of the screen displays the item description, quantity required (order minus despatched quantity), quantity allocated at present and remaining balance. The lower section shows a list of all batches that have been purchased are still in stock. Yoy can use the Auto Allocate button to allocate stock from the oldest available batch first. Alternatively, you can allocate select quantities from one or more specific available batches.

Index | Sales Ledger | Sales Orders | Shipments | Sales Invoices

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