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Order Confirmations
Order Confirmation is a document created from a Sales Order. It is created when a customer asks for an Order Confirmation himself, tells his order e.g. verbally. If an Order Confirmation is confirmed, the Purchase Contract is created. There have to be the binding prices, delivery date, etc. in theconfirmed Order Confirmation. Order Confirmations have no impact on the Accounting and their recording is not necessary. In the case of the direct sale, recording is unnecessary if the Sales Order is also considered as the order.
Picture: The open menu of the Sales / Processing of Sales Orders - Order Confirmations module
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Book of Order Confirmations
Recording of Order Confirmations is important when you deal with e.g. a larger Sales Order that is delivered in parts. The customer will place orders for these parts of the total order. The delivery may then be included to one Sales Order, and the individual Order Confirmations may be recorded in the received parts.
In the Book of Order Confirmations, you can always find out what kind of article the customer had actually ordered. This is very important, for instance when the customer withdraws from the contract. The date of the order issuing and its number from the supplier is recorded in the Order Confirmation. In the case of litigation, the appropriate order can be found very quickly.
Picture: The Book of Order Confirmations
A received confirmed order may also be a Proform Invoice, based on which the customer can make payment. Upon creating a confirmed Order Confirmation, a reference number may be created too. As soon as the payment is received, it is necessary to create the Invoice from the appropriate order and to transfer the received payment to that Invoice.
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Order Confirmation Document
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Basic Data (1st page)
There are basic data that serve as document identification on the 1stpage of an Order Confirmation . If the Order confirmation is created as a subordinate document, the data from the superior document, i.e. from the Sales Order, are automatically added to its header. If the order is created as a free document, select the data from the code lists and the option menu.
Picture: Order Confirmations - 1st Page
Field description:
Contract |
The number of the superior document, i.e. the number of the Sales Order, that the Order Confirmation is linked with. If the Order Confirmation has been issued as a free document, this field is empty. |
Addresses |
The button to display an addressee or the superior company. Closer description is in the chap. Addressee. |
Order Confirmation |
The book, business year, and the number of an Order Confirmation. |
Status |
The field for selecting from a code list that enables filtering of documents according to the selected status. |
Customer |
Name of the customer who sent the order for the articles. |
Prices |
Preliminary prices of the Order Confirmation. The Gross price, Net price, and the amount of VAT are stated inthis row. |
Currency |
The check mark indicates that the Order Confirmation is issued in a foreign currency. |
VAT |
The option indicates that the Order Confirmation is issued with VAT. |
In the lower part of this form, it is possible to work with notes via Notes, Header Text, Footer Text and Internal Customer Text tabs. The further description of the work with notes is stated in the Basic Code Lists and Supporting K2 Modules - Notes chapter. There are also the Tasks and Activities tabs. A closer description of work with the folders is stated in the Tasks - Document Folder and the Activities - Document Folder chapters.
The basic data of the Order Confirmation header are stated in the Data tab.
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Field description:
Cost centre |
The cost centre which has accepted the order. |
Contract Code |
A random numeric or character code that serves to sort company activities. |
Device |
A reference to the Device book. It is copied from a Sales Order into the subordinate documents. |
Code 1, Code 2, Officer |
The fields enable user identification, and eventually a link to the Officers book. For further description, see the Basic Code Lists - Code 1, Code 2, Officer chapter. |
Order No. |
The number of an Order Confirmation. |
Payment Method |
The method of payment for the withdrawn articles. Note: The payment method can influence the Invoice rounding. For further description, see the Rounding of Domestic Invoices Depending on the Payment Method methodology. |
Method of transport |
Method of transport of goods. Button |
Exchange Rate |
If the Order Confirmation is issued with a foreign currency (the Currency field is checked), the currency of the document and the exch. rate for recalculation are entered into this field. Here, the exch. rate of a Sales Order is displayed only. |
Type |
This concerns the way how the VAT will be handled. |
Bank account |
The bank account of "our" company to which the Invoice payment is to be sent. The bank account set in the Client Parameters is automatically entered here. |
Matching Symbol |
This field serves for setting the matching symbol definition of the accounting documents (see the Accounting - Matching Symbols chapter). |
Variable Symbol |
The reference number of the document. It can be created automatically according to the setting in the Books of Sale. |
Constant Symbol |
The constant symbol added by selecting from a code list. |
Price Group |
The price group of the order confirmation header according to which the selling prices are determined. This price group is copied into the individual document items. |
Plan Type |
Selection from the Plan Type code list that serves to distinguish the planning and actual documents. A plan type that is defined on the 1st page of the Book of Purchase/Sale in the Plan Type field is entered into new documents by default (see the Basic Code Lists and Supported K2 Modules - Plan Type chapter). |
Date of Issue |
The date of issue of an Order Confirmation. The current date is automatically filled into this field. |
Delivery Date |
The date by which the goods must be delivered. This date is copied into the Desired Delivery field in the Sale Item form when inserting an item. If necessary, it is possible to overwrite the date until the document confirmation. |
Delivery Time |
The period within which article must be delivered. |
Description |
A random description of the document. |
Created |
The name of the employee who has created the Order Confirmation. |
Changed By |
The date of the last change and the name of the employee who made it. |
next to the Method of transport field is mainly related to eshop. If there is an article where the |
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Items (2nd Page)
The items of articles, which the customer is interested in, are stated on the 2nd page of Order Confirmations. We insert a new item in the Change or in the New record by key Ins. If you issue an unassigned document, the Sale item form is displayed, into which you select a required article and enter the required data. If you issue assigned document, after pressing Ins select the items from the Header Items book.
Picture: Order received - 2nd Page
The Sales Item form can be also activated by pressing the Enter key on the individual items of an Order, either in the Change mode or in The Browse mode. In addition, the Change mode allows you to edit the data about quantity, its prices, it is possible to add the codes, etc.
Values in the document items, including discounts, can be adjusted in bulk with the Bulk Change of Items button in the Change mode. For further description of this function, see the Bulk Edit Document Items and Purchase and Sale Items chapters.
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Sorted Items (4th Page)
This page of the accepted order is used to sort the items according to user criteria. However, it deals only with the auxiliary sorting.
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Documents (5th Page)
On 5. page of the Orders received card, an overview of all documents that are bound to this document by means of a superior document (order) is given. You can move between the individual documents by pressing Ctrl and the initial letter of the document simultaneously. It is also possible to display the selected document by pressing the Enter key.
Picture: Order received - 5. page with the open Sales orders tab
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External documents (9th page)
On 9. page, any attachments and documents can be assigned to the Order Confirmations. Further work description with the attached external documents and documents is stated in the chapter Basic Code Lists and Supporting Modules K2 – 9th Page.
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Proform Invoices
We issue a Proform Invoice if we require a payment beforehand. A Proform Invoice contains a complete list of articles (services), including the VAT, that is to be paid for. It is not a tax document and is not being posted.
Proform invoices are not recorded in the invoice book, but in the Orders Received book.
Example: The customer orders articles in the total value of 15,000G BP (+ 20% VAT). Articles, including VAT, are to be paid beforehand.
Process:
- In the Sale module, create a Sales Order, in which the subject of agreement will be specified.
- Assign the items to an Order Confirmation (with Alt+O).
- Switch to the Order Confirmation (with Ctrl+O) and confirm it. Print the Proform Invoice report on the confirmed Order Confirmation.
- After the payment, issue the Invoice - tax document, and confirm it. Assign the payment to the Invoice. Print the Invoice Out report.
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Functions of the Order Confirmations Module Menu
Picture: Functions of the Order Confirmations Module Menu
Form - Bulk Actions:
Change Status |
Allows to change the Status field of the selected entries in bulk. |
Change Delivery Date |
On the unconfirmed Order Confirmations, this function enables to edit:
DPH and Gross amounts will be recalculated after changing VAT rate. If there is an unconfirmed Invoice Out or a Delivery Note on an item of the Order Confirmation, the amounts on these documents will be also changed. |
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Reports - Order received
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Order Confirmation
Process No.: ZAK002, ZAK006 |
Report ID: SZAK054 |
File: OBP_DOK01='AM' |
Report description: Order Confirmation. The report enables to save parameters in an "*.xml" file. Bulk export into the "*.pdf" file and sending by email is possible. |
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Address in the tree: [Sale / Processing of Sales Orders] [Order Confirmations] [Print documents - Lists] |
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Report parameters:
BarCode - Yes Yes - a bar code is displayed. |
Batch - No Yes - batches for an item are displayed. |
BatchAttr - 0 0 - nothing is displayed; 1 - batch parameters are displayed; 2 - required batch parameters are displayed. |
BusinessRegister - 1 Information about the Business Register from the Own Company Settings is displayed. 0 - does not display information about the Business Register, 1 - displays a maximum of two lines of text about the Business Register, 2 - displays a maximum of four lines of text about the Business Register. |
CataloguePrice - Yes Yes - catalogue prices for items are displayed. |
CodeAndCentre - 0 The cost centre and the code are displayed according to the settings: value 0 - nowhere, 1 - in the header, 2 - in items, 3 - in both places. |
CodeOfCurrency - No Yes - the code of currency is displayed (e.g. USD). No - the sign of currency is displayed (e.g. $). |
CombineOrigItem - Yes Yes - merges the items with the same "OrigItemF" (if it is not different in price and other attributes). |
Contacts - 1;Addr;TaxNum;Tel1;Fax1;Email1;WWW The parameter has a total of 10 positions, the first three are fixed: 1. position: a user whose contacts from the user card (telephone, mobile, fax, email) are printed. Options: 0 - no user contacts, 1 - the user who has issued the doc., 2 - the currently logged in user, who prints the documents. 2. position: "Addr" - if it is specified, a company address is displayed. 3. position: "TaxNum" - if specified, the ID-No. and VAT Reg. No. are displayed. 4th - 10. position: listed types of electronic addresses of the own company (i.e. there may be up to 7 types). Example: (Contacts - 1;Addr;;TEL1;FAX1;WWW1): The Company Address will be displayed, behind which are the contacts from the user card, (tax numbers are skipped by an empty string on the 3rd place), then there are electronic addresses with Tel1 type, Fax1, WWW1. Note: If one piece of data is suppressed, there is no vacancy. Nevertheless, the default order in the report is always as follows: address, Tax No., user contacts, entered electronic addresses of own company. |
DefaultExport - No This is described along with other export parameters in the Report Parameters for Bulk Sending via E-mail chapter. |
Description - No Yes - information from the Description field from the 1st page of the document is displayed. |
DescriptionFromItem - Yes Yes - a supplement that is entered into the Description field in a document item is displayed. |
Discount - Yes Yes - a discount entered in item is displayed. |
DraftLabel - Yes Yes - if a document is not confirmed, "DRAFT" text is displayed in the background of a report. No - "DRAFT" is not displayed. |
Export_... - various parameters The report also includes export parameters described collectively for all documents in the Report Parameters for Bulk Sending via E-mail chapter. |
Interactive - No No - an initial form to enter parameter values is displayed. |
JCKindItem - A list of kinds that are printed in a tree of Job Cards (you have to separate more kinds by a semicolon). |
JCTreeLevel - 1 0 - all the levels of Job Cards are displayed for items, 1 - without Job Cards 2,3,4... - number of levels. |
K2Info - Yes Yes - displays an informative text about the document issued by the K2 system. |
KeepEnvelopeFormat - No No - the blank space under a place for envelope window is hidden. The saved place is multiplied, if the "ShowBarCode" parameter is set on "No". Useful if the user does not use the window envelopes and does not want to fold the printed document into an envelope according to the cam line guide of a document. Yes - the place is not hidden - the line between items and the address part will always be in one third of the page. |
LangAccordToParams - No If the report has to be printed in a language that is set in the "Field Language" and "Report Language" parameters, you have to set the value of the parameter to "Yes". |
LeftEnvelopeWindow - No Yes - the address of a customer is printed on the right side (determined for sending documents by mail in abroad where a window for envelope is on the left side); No - the address of a customer is on the left side. |
LeftShift - 5 By how many mm the edge of the report is shifted to the left (sets the print on a printer). |
LogoPictureFooter - 0 Parameter adjusts the footer logo display. If the parameter is empty, the footer logo is displayed according to the parameter settings Picture in Footer in the function Administrator - Administration of Own Companies. 0 - nothing is displayed, but a place is kept vacant (for a header paper), 1 - neither picture nor free place. File name with png suffix - specific picture in the Pictures directory of the given company. |
LogoPictureHeader - The parameter corrects the logo header. If the parameter is empty, the header logo is displayed according to the parameter settings Picture in Header in the function Administrator - System - Administration of Own Companies. 0 - nothing is displayed, but a place is kept vacant (for a header paper), 1 - neither picture nor free place. The condition is to set the KeepEnvelopeFormat parameter to No. File name with png suffix - specific picture in the Pictures directory of the given company. |
Notes - Enter the comment type from the document header, which is to be displayed in the report into the parameter. To display more comment types, it is necessary to separate the individual types by using the semicolon (e.g. MAIL;CMR). If multiple comments of the same type are found, all of them are displayed. |
NumberOfItem - 1 0 - no number is displayed, 1 - the number of a Sales Order item is displayed; 2 - the Purchase Order number is displayed. Always in the "#001" format. |
OneLineItem - No Yes - the document item is always displayed on 1 row. |
ProportionalFont - Yes Yes - supplements are displayed in the Verdana font type, No - CourierNew font type. |
SortBy - The field is filled with the value of the field from Sale items (e.g. C_Zbo;Zkr or CF_CeJePlM). Items on a document will be sorted according to the parameter value. Parameter is empty by default. If the value of this parameter is specified, the items are not combined even if the CombineOrigItem parameter is set to Yes. |
StateOfOrigin - No Yes - a code of tariff and a country of origin are displayed for the items. If it is filled on a batch, information from the batch are displayed; otherwise the data from the Article card are displayed. |
SupplFromArticles - 0 - Nothing is displayed, Empty value - a Business Text from an Article card is displayed. If the parameter is filled in, and if there is an existing comment type on the Article card that is identical to the parameter value, the text of this comment is displayed. If the given comment type does not exist, the entered type of supplement from the notes on the Article card will be displayed (e.g. the DB type). If both comment and supplement type are identical, the comment has priority over the supplement. |
SupplFromCustomer - DZ 0 - Nothing is displayed, Empty value - a Business Text from a Customer card is displayed. If the parameter is filled in, and if there is an existing comment type on the Customer card that is identical to the parameter value, the text of this comment is displayed. If the given comment type does not exist, the entered type of supplement from the notes on the Customer (e.g. the DZ type). If both comment and supplement type are identical, the comment has priority over the supplement. |
SupplFromItem - 0 - Nothing is displayed, Empty value - displays the entered text from the Text tab from the document item. If the parameter is filled in, and if there is an existing comment type on the document item that is identical to the parameter value, the text of this comment is displayed. If the given comment type does not exist, the entered type of supplement from the notes on the document item will be displayed (e.g. the TX type). If both comment and supplement type are identical, the comment has priority over the supplement. |
SupplFromClient - TEXT The TEXT value displays information from the General information field from an own company. Otherwise it displays supplement type from the Client parameters. |
TaxCreditNoteConfirmation - No Yes - a confirmation of receipt of a Credit Note will be displayed. |
Title - The entered value of the parameter is displayed as a report title. If the parameter is empty, the original name of a document is printed (e.g. Invoice). |
TotalAmount - No Yes - information about the total amount is displayed. |
TotalItems - No Yes - information about the total number of items is displayed. |
Weight - No Yes - the information about the total weight is displayed. |
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Purchase Contract
Process No.: ZAK006 |
Iden. Report no.: SZAK073 |
File: OBP_DOK03='AM' |
Report description: Purchase Contract. |
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Address in the tree: [Sale / Processing of Sales Orders] [Order Confirmations] [Print documents - Lists] |
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Report parameters:
DefaultExport - No This is described along with other export parameters in the Report Parameters for Bulk Sending via E-mail chapter. |
SupplierCode - No Yes - the code of supplier from the 4th page of Article card is printed. |
MaturityDays - 0 Number of maturity days. If this parameter is not entered, it will be filled in from the Customer card. |
Penalty - 0 Penalty, if this parameter is not entered, will be filled in from the Customer card. |
Export_... - various parameters The report also includes export parameters described collectively for all documents in the Report Parameters for Bulk Sending via E-mail chapter. |
