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 the confirmed 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

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 must issue particular Order Confirmations for those parts of the total Sales Order. The delivery may then be included to one Sales Order, and the 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.

Order Confirmation Document

Basic Data (1st page)

There are basic data that serve as document identification on the 1st page 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:

Sales Order	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. For further information, see the Addressee chapter.
Order Confirmation	The book, business year, and the number of an Order Confirmation.
Status	The field for selecting from a code list, which 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 in this 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. Closer description of work with the folders is stated in the Tasks - Document Folder and Activities - Document Folder chapters.

The basic data of the Order Confirmation header are stated in the Data tab.

Data - ORDER CONFIRMATIONS

Field description:

Cost Centre	The cost centre which has accepted the order.
Contract Code	A random numeric or character code that serves for sorting of 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. The button next to the Method of transport field is mainly related to eshop. If there is an article where the Packet Type field is filled on the 1st page of an Article card in the item of a Sale document, the list of Methods of Transport corresponding to the defined conditions in the Packet Type field is displayed after pressing this button. Other records are not displayed.
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).
Reference Number	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 the goods must be delivered.
Description	A random description of the document.
Issued By	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.

Items (2nd Page)

The items of articles, which the customer is interested in, are stated on the 2nd page of Order Confirmations. Insert a new item in the Change mode or when creating a New Record by pressing 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 an assigned document, select the items from the Header Items book after pressing Ins.

Picture: Order Confirmations - 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 theBrowse 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.

Sorted Items (4th Page)

This page of an Order Confirmation serves for item sorting according to the user criteria. However, it deals only with the auxiliary sorting.

Documents (5th Page)

There is a list of all documents which are linked with this document by means of a superior document (Sales Order), on the 5th page of an Order Confirmations card. 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 Confirmations - 5th page with an open Sales Orders tab

External documents (9th page)

On the  9th page, any attachments and documents can be assigned to the Order Confirmations. Further description of work with the attached external documents and documents is stated in the Basic Code Lists and Supporting K2 Modules – 9th Page chapter.

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.

The Proform Invoices are not recorded in the Book of Invoices, but in the the Book of Order Confirmations.

Example: The customer orders goods in the total value of 15,000 GBP (+ 20% VAT). The goods, 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.

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: Delivery Date, the Desired delivery date on items, the VAT rate on items according to the Articles card and the Delivery Date (if there is no confirmed Invoice Out or a Delivery Note on the item). The VAT and Gross amounts will be recalculated after changing the 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 change.

Reports - Order Confirmations

Purchase Contract

Process No.: ZAK006	Report ID: SZAK073	File: OBP_DOK03.AM
Report description: Purchase Contract.
Address in the tree: [Sale / Processing of Sales Orders] [Order Confirmations] [Print documents - Lists]

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.