Order Screen Overview - Publications

This is the order Master Window which is used to enter new orders into the system. The publication code under which the order was set up is denoted at the top of the screen.

The page is divided into two parts, the top half of the window holds a number of fields which are described below.

Order Number

The first field in this window is the Order Number field. When you create a new order, the system will automatically create a unique Order Number for your.

If you want to view an existing order, you can scroll through the records using the arrows on the Navigation Toolbar or search using the Search window.

Invoice / Credit Link Button

Clicking this button takes you to the Invoice and Credit Note window. The order number will be automatically entered. For more information on creating an invoice, see Invoicing an Order.

Invoice / Credit Payment Button

Clicking this button allows you to open the Invoice / Credit Payment window for the selected order. The Invoice / Credit Payment window is used to enter the amount of payment that was received from a customer. For more information see Payments Against an Invoice or Order

Communications Button

Clicking this button will open the communications window and automatically link it to the order you are currently viewing. For more information see Adding a Communication.

Company Code

The first field shows the company that placed the order. From this code the address, telephone and fax number are automatically filled in. If you are creating a new order, you must enter or Search for the code of your customer’s company.

Contact

Next to the Company Code field is the Contact Code field. This field displays the Code of the Contact at the specified company who placed the order. If you are creating a new order, you can enter or Search for the necessary Contact Code.

Clicking on the Expand button reveals a Contract Note text box which you can enter important or pertinent information relating to this contract. This information will be shown in the Company Info field as well and may be used to separate out information from the general communications section.

Company Info

Clicking on this button reveals two read-only text boxes. The first one is Company Info, any text added to the company record by a communication under the COMPINFO comm. type will be shown here. Any of your colleagues will be able to see these notes when they are logged into BusiPro.

If a company has had any information added in this way, the info button will be underlined. No underlining indicates no text has been added. For more information see Adding Company Information Notes.

The second one is Visitor Profile which is taken from the Other tab the Publication Set Up window. Click on the Contract button to reduce the size of this area.

Home Currency

If a company deals in more than one currency, this button will allow you to switch between your home currency and a second currency. The selected currency will be displayed as the button label.

You can set the second currency under the Payment Terms tab in the lower half of this window.

Order Date

The date the order was created is automatically entered here. This date can be changed if necessary.

Status Code

The status code is used to specify the current status of the order. The status is defaulted to the one entered in the Setting up Publications.  The status can be changed to reflect the level the order is at e.g. from unconfirmed to confirmed order. For more information see Order Status.

Status Date

This field will automatically be filled with the current date when the Status Code is changed. You can also change this date manually if necessary.

Sub Status

The Sub Status is an additional marker that can be used as a special reference. For example, if you use your orders window to log enquiries, you can use the Sub Status field to tag the enquiry as Hot, medium or Cold depending on the perceived seriousness of the enquiry.

In this field, enter a single character code that you wish to use to represent the Sub Status you are creating. For example, if you are using the Sub Status to indicate the customer interest levels, you can enter the code V to represent Very Interested. For more information see Order Sub Status.

Sub Status Date

This field allows you to enter a date relevant to the Sub Status code you choose to use. This field can be changed as often as necessary.

Corporate

Use this field to enter a percentage discount to be applied to the order. The discount will be taken off the final value of the order. You can also add a corporate discount in the order line. If you wish to add a corporate discount to the system see Item Discounts.

Agency Comm. Code

Enter or Search for a Agency Commission code equivalent to the commission taken off for an agent. If the commission code you require is not listed you can set one up, see Item Discounts for more details.  Agency commission can also be added manually in the order line. If a default Agency commission code has been added in the Accounting tab of the Company record, the code will automatically be entered here when an order is set up for that company.

Salesman

Enter or Search for the sales person's user code who is responsible for the order.

Their Reference

Enter the purchase order or reference number your customer has given you for the order. This reference number will be printed out on any invoice or transaction.

 

In the bottom half of the window there are 6 tabbed pages. Each of these pages holds different information that may be necessary for this order. If you would like more information on any of these pages, click on the appropriate link below.

Order Lines page.Use this page to enter the actual items that are to be included in the order . Double clicking on the Line Number field will take you to the details page connected with this page.

Order Companies page, which is used to list the companies that are involved in the order such as different invoice companies.

Order Payment Terms page, which contains detail on the financial arrangements that have been agreed for the order.

Order Communications page, which list all communications that are connected with the selected order.

Order Other Page. This page contains four additional tabbed pages. The first page is the Employee Links page, which provides details on any employees that are associated with the specified order. The second page is the order Name page, which lists all the companies associated with this Order. The third tab is History which lists all the other orders this company has placed and the final tab Attributes lists the attributes that have been assigned to this order.

Order Transactions page, which displays any transactions that are associated with the specified order.

 

Creating a New Order for a Publication
Invoice/Credit Individual Orders or Contracts
Payments against an Invoice