There are two ways to create a new order:
Method 1. From the Companies Screen
Method 2. From the Orders Screen
The following information can be added or changed in the top half of the window as required
A description of these fields can be found in the Order Screen Overview.
Once the new order has been created you must then add or set up the items and necessary details related to that order which make up the order lines.
The order Lines tab contains the following fields which are described below
This field will show the quantity of Items for the order and is dictated by what has been entered in the Item set up. If the company has purchased more than one of these items, the total qty number can be changed and the total value will be calculated automatically.
This value of this field is reflected by the status of the order. If the status of the order is not to be invoiced this value will automatically be 0, if the order has been set up with an invoiceable status this value will correspond to the total quantity value. If the order is subsequently changed from not to be invoiced to that of an invoiceable status, this quantity will change to the total quantity value. The quantity can be changed manually, all or some of the total quantity can be invoiced regardless of the status by entering a number in this field, the manually invoiceable qty check box to the right of field automatically becomes ticked if a number is entered here.
The Issues button allows you to assign adverts and editorials to issue(s) within a publication. For information on adding items to issues see Assigning Items to Issues.
Clicking on the manual line tick box means that the order line no longer follows the status of the main order. For example, if the main status of the order is changed from uninvoiceable to invoice, the invoiceable quantity on this order line will not change. You can use the manual line tick box to change details about a specific order line while the rest of the order follows the main order status.
The Auto line tick box is ticked by default. This means that the order line follows the main status of the order, for example if the order status is changed from an uninvoiceable status to that of an invoiceable one, the invoiceable quantity value will change to reflect this. This tick box cannot be unticked, changing the order line to manual will automatically untick this box.
This tick box is used to set the order line as active and allows it to be included in any invoicing and transactions. By default this box is ticked. Removing the tick will mean that the item will not be included in any further processing of this order. Unticking this box will automatically untick the auto line box and tick the manual line box as this means that you are manually deciding how the order line is to be processed.
The Cancelled Lines tick box is tells the system to treat this line of the order as cancelled. With the Active Line box ticked, you will be able to produce a credit note against this line if appropriate. If there is no tick in the Active Line box, then the system will disregard this line of the order and no transactions will be allowed to be produced. If the Auto line is ticked, the order line will follow the main status of the order, if this status is set to cancelled, the order line will be cancelled. If the manual button is ticked, the cancelled line tick box allows the order line to be ticked without the whole order being cancelled.
No Rep Commission
Click on this tick box if you would like no rep commission to given against this order line.
By Schedule Date
Clicking on this tick box brings up another field for you to enter a date you would like the invoice to be produced. This overrides the schedule dates.
Cancellation Terms Apply
Tick this box if the cancellation terms as set up in the Publication Set Up will be applied to this line if the line is cancelled. If an item has cancellation terms linked to it in the Items window, then the system will automatically find the terms and apply them to this order.
The Initial value, any adjustments, VAT and total value are displayed as determined by the Setting up Items along with the default VAT code. To see a more detailed pricing breakdown or to apply discounts to this order line, click on the Expand button next to the VAT code.
Tick the box if you would like to apply frequency discount to this order line. Enter the percentage discount required.
Tick the box if you would like to apply a corporate discount to this order line. Enter the percentage discount required. If a corporate discount has already been applied in the top half of the orders window, this figure will already be entered here.
Under the corporate discount there are 2 fields for item discounts. The first is for a percentage discount, the second for a value discount. Enter or search for the discount code you would like to apply and enter either a percentage in the first field or value in the field below. These fields are automatically subtracted from the initial value of the item, if you would like them to be added to rather than taken away from the initial value, make the percentage or value a negative figure. For more information see Item Discounts.
An agency commission can be taken off the subtotal manually, click on the tick box and enter a value for the commission. This will be automatically taken off the sub total to give the final item value. If an Agency Commission code has been applied already in the top half of the orders window or set up on the main company record, this will already be displayed in this field.
The VAT code as entered in the Publication Set Up will automatically be added to the order line. If this is not correct for the specified order line, enter or search for the correct code For more information see VAT Codes.
Once all the pricing structure details have been entered, click on the Contract button to hide the rest of this window.
Payment Split Button
Payment for the order line can be split between two or more companies. Any companies that have been linked to this company for invoicing of this order in the Order Companies Page of the order screen will be listed here and the final value of the item divided between them as previously set up. You can edit the value these two companies pay here.
Displays a grid listing all the invoices related to this order. To view any of the invoices in more detail, click on the line and hit the Edit Button. To return to the order lines window, click on the Invoice Lines button again.
Lists all the communications made against this order. The communications can be filtered by using the Drop Down Menu. For more information see Communications Overview. To return to the order Lines window, click on the Communications button again.
The other tabs in the order screen contain pages to add more information and details related to the whole order rather than the order line in particular. For more information click on the links below.
Order Companies page, which is used to list the companies that are involved in the order such as different invoice and agent companies
Order Payment Terms page, which contains details 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, Employees responsible for the order can also be added here and their commission. 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.