Maconomy Workspace Client Help

Sales Orders Tab

This section includes the fields and descriptions for the Sales Orders tab.

Sales Orders Island

Field Description
Order No. This number is the sole and absolute identification of the sales order. Maconomy automatically allocates the next available order number. The number cannot be changed manually, but you determine how sales order numbers are allocated in the window System Numbers.
Order Mode Here you select the order mode, that is, how the quote is relayed to the customer, for example, “By Phone,” “By fax.” You maintain order modes in the Popup Fields window in the Set-Up module.
Sales Person Here you enter the number of the employee who is sales representative on the sales order. Maconomy automatically suggests the sales representative who normally sells to this customer, retrieving the number from the customer information card. You can change the number.

If you cannot remember the number, you can use the search functions in the Find menu.

This field also displays the sales person’s name. Maconomy retrieves it from the Employees window in the Set-Up module using the specified sales person number.

Received by Here you enter the name of the employee in your company who received the customer’s request for a sales order. Maconomy suggests the name of the user who is creating the quote, but you can change it. You must complete the field.

Ship to Address Island

Field Description
Customer In this field, you enter the number of the customer who ordered the items. Maconomy checks that the customer has been created in Maconomy and, if the system parameter “Aut. company specific customer creation” has not been marked in the Set-Up module, if the current customer has been created as a company specific customer for the company responsible for the contract. If this parameter has not been marked, the customer has to be created as a company specific customer in the window Company Specific Customer Information Card before orders can be created with the current combination of customer and company. Furthermore, Maconomy checks that the customer has not been blocked in the window Payment Information in the A/R module.

When you press Return, Maconomy retrieves various information from the Customer information card in the Accounts Receivable module and suggests the values in corresponding fields here. You can change most of the suggested values.

The other lines show the customer’s name and address. It is retrieved from the Customer information card. You can change the information on the current sales order.

The customer number can be changed until lines have been created on the sales order. If you change the customer number, Maconomy will update the sales order with various information from the customer information card and will derive the dimensions in the card part of the sales order again. If charges have been specified on the order, the ship-to customer can only be changed to a customer using the currency already specified on the order.

Attn. This is the customer’s attention person the person to whom shipping information is directed. It is retrieved from the Customer information card. The name can be changed here.
Country This is the customer’s country. It is retrieved from the customer’s information card. It can be changed here.
Phone This is the customer’s telephone number, retrieved from the customer’s information card. It can be changed here.
Fax This is the customer’s fax number, retrieved from the customer’s information card. It can be changed here.
Telex This is the customer’s telex number, retrieved from the customer’s information card. It can be changed here.
E-mail This is the customer’s e-mail address, retrieved from the customer’s information card. It can be changed here.

Price Island

Field Description
Currency Here you select the currency of the sales order. Maconomy suggests the currency from the customer’s information card, but you can change it. The currency can be changed for the current order up until the first item line is entered on the order, or a charge is specified.
Exchange Rate Date In this field, you can specify the exchange rate date for the calculation of prices in currency on the order. The exchange rate date is also used in the calculation of charges. When an order is created, Maconomy automatically suggests today’s date in this field if the system parameter “Fix exchange rate at order creation” has been marked. However, you can change or delete the exchange rate date at any time whether the field has been completed automatically or not.

If this field contains a date, all prices on the current order will be calculated using the exchange rate valid on the specified date. This way, the same exchange rates and thereby the same currency prices are used throughout the order process, ensuring that, for example, the amount invoiced matches the amount originally appearing on the order confirmation.

If you leave this field empty, prices will be calculated using the exchange rate valid at the time of the price calculation.

Currency prices are calculated when lines are created and recalculated when updating lines and when printing information such as packing slips and invoices. Changing or removing the currency may therefore result in variances between the original quote amount and the amount invoiced or appearing on another printout.

Sales This field shows the sum of the prices on the item lines on the current sales order. The price cannot be changed here.
Invoice Discount % Here you can enter an invoice discount percentage. Maconomy suggests the value from the Bill To or Ship To Customer’s information card, depending on whether or not you have marked the “Inv. Disc. from Bill to Cust.” field in the System Information window. You can change the suggested value.

If you select another invoice discount % than the one suggested, Maconomy verifies that you have user access to doing so. Access to changing price information, and thus discounts, is given to users in the window Actions in the Set-Up module.

An invoice discount is deducted from the item sum. This is shown on the various printed order documents.

Invoice Discount This is the calculated invoice discount amount deducted from the invoice. The discount is retrieved from the invoice in the window Invoices or the sales order in the window Sales Orders.
Tax on Sales This field shows the calculated tax amount in the currency selected for the current order. Tax is only calculated if the field “Tax” in this island has been marked.

If multiple tax codes are enabled, three additional fields will be added above the “Tax on Sales” field: “Tax 1,” “Tax 2” and, if enabled, “Tax 3.” In this case, the “Tax on Sales” field calculates the sum of the other individual tax amount fields. For further information on multiple tax codes, please see the description in “Tax Codes.”

Total Charges This field shows the sum of any charges on the order, including tax. Charges are calculated when you select the action “Calculate Charges.”
Tax on Charges This field shows the tax calculated from any charges on the order.

If multiple tax codes are enabled, three additional fields will be added above the “Tax on Charges” field: “Tax 1, Charges,” “Tax 2, Charges” and, if enabled, “Tax 3, Charges.” In this case, the “Tax on Charges” field calculates the sum of the other individual tax amount fields. For further information on multiple tax codes, please see the description in “Tax Codes.”

Total (incl. charges) This field shows the total price of the order in the currency of the quote. The field thus shows the sum of the fields “Total Sales,” “Tax on Sales,” and charges including tax, less the amount in the field “Invoice Discount.”
Items on Account This field shows how much of the order total is invoiced on account. In the Invoicing on Account window, you can invoice part or all of the order before the first delivery.

When you finally invoice the order, this amount is deducted. The amount must not be less than “0.00.” The amount cannot be changed here.

Tax on Account This field shows how much tax has been invoiced on account. When you invoice the sales order, this amount is deducted. The amount must not be less than “0.00.” The amount cannot be changed here.
Price List Here you select a sales price list with which to price the items on the sales order. Maconomy suggests the value from the customer’s information card, but you can change it. The pop-up field only shows existing sales price lists, that is, sales prices lists created in the Price Lists window in the Inventory module. If you select “blank,” Maconomy calculates prices from costs and gross margins.

If you select another price list than the one suggested, Maconomy verifies that you have user access to doing so. Access to changing price information, and thus price lists, is given to users in the window Actions in the Set-Up module.

If you select a price list in a different currency from the sales order, Maconomy alerts you. The prices from the price list you select here will be converted to the currency of the sales order, using the current exchange rate table.

If you use a price list with a currency that is different from the currency used in connection with the sales order, Maconomy will give you a warning. In such cases the prices stated in the price list will be recalculated to the currency of the quote by the exchange rate table for sale.

Price Step Here you can select a price step in the price list at which to price the items on the sales order. Step “6” is the highest. Maconomy suggests the value from the customer’s information card, but you can select another. This field only applies if you enter a value in the Price List field.

If you change the suggested price step, Maconomy verifies that you have user access to doing so. Access to changing price information, and thus price step, is given to users in the window Actions in the Set-Up module.

Note, that if the “Fixed Price Step” field in the System Information window is marked, and if you enter a value between 1 and 6, Maconomy will always suggest the price on the given price step, regardless of whether the quantity ordered would normally justify a lower price because of a quantity discount.

If the “Fixed Price Step” field is not marked, Maconomy applies the highest price step the order quantity justifies.

Keep Price In this field you can specify whether unit prices and discount percentages on sales order lines pertaining to the current customer should be recalculated when changing the quantity. The value in this field is transferred to the card part of sales orders pertaining to the current customer, but can be changed for each order.
Tax If this field is marked, the sales order is taxed. Maconomy suggests the value from the customer’s information card in the Accounts Receivable module, but you can change it.

If you change the value, Maconomy verifies that you have user access to doing so. Access to changing price information, and thus the value here, is given to users in the window Actions in the Set-Up module.

Tax No. Here you enter the customer’s tax number. Maconomy suggests the value from the customer’s information card in the Accounts Receivable module, but you can change it. If a validation rule is assigned to the tax number field in the window Rules of Validation in the Set-Up module, Maconomy will validate the tax number upon entry or change. If you change the bill-to customer, Maconomy retrieves the new tax number.

Charges Island

Field Description
Charge 1 In the window Charges you can enter the charge codes which should be available in this pop-up field, and you can define the texts, percentages and/or amounts to be attached to each charge. If a charge is specified to be a one-time charge, the charge will be removed from the order once invoicing has been made, later in the process.

The charge amount can be calculated on the basis of the information in the selected charge code, or it can be entered manually. In the latter case, the field “Maintain” is automatically selected. The charges on the order are not calculated until you select the action “Calculate Charges.” You have to select this action if you want to see the charges expected on the subsequent invoice.

You can select the action several times for the same order. This may be necessary if lines are added to the order, or the charge codes are changed. When the action is selected, the charges are calculated for the entire order, including manually entered amounts. You may however maintain the amount of any charge by selecting the corresponding field “Maintain,” for example, if you have agreed on a fixed charge amount, which is not necessarily the same as the calculated amount.

When you print external order papers, such as quotes, order confirmations, and invoices, only charges where the field “Maintain” is not marked are recalculated automatically. However, please note that the charges calculated as a result of a printout are only displayed on the printout, as the amounts are not updated in the sales order window.

If you change the charge code or the fixed charge amount, Maconomy verifies that you have user access to doing so. Access to changing price information, and thus to change charge codes and charges, is given in the window Actions in the Set-Up module.

Charge 2 The functionality of this field applies to “Charge 2” and is similar to the functionality of “Charge 1.”
Charge 3 The functionality of this field applies to “Charge 3” and is similar to the functionality of “Charge 1.”
Charge 4 The functionality of this field applies to “Charge 4” and is similar to the functionality of “Charge 1.”

Order Linking Island

Field Description
No. of Suborders This field displays the number of suborders linked to the current sales order, if any.

Note that it is not possible to delete an order to which suborders have been linked. If you want to delete the sales order, all linked orders must therefore be deleted first.

Main Order No. In this field, you can enter the number of a sales order if you want to link the current sales order to a main order. The current order will then become a suborder to the order specified. If you later remove the value, the link between the current order and the main order is deleted. If the current order itself is a main order, this field will display the order’s own number, and this value cannot be changed as a main order cannot be a suborder of another sales order.

The linking of orders enables you to print all information about all orders assigned to a main order. You can print summary information about main orders and their suborders in the windows Print Main Order and Print Main Order Invoice. The individual suborders are processed as normal, single orders, for example, implying that each suborder must be approved and invoiced separately.

Please note that it is not possible to delete an order to which suborders are attached. If you want to delete the sales order, all linked orders must therefore be deleted first.

Itemize This field is not used in the current version of Maconomy.

Item Purchase Order Island

Field Description
Item Purchase Order No. This is the number of an item purchase order, if the sales order is attached to an item purchase order which is common to all item lines. A common item purchase order is created from a sales order in the Sales Order to Item Purchase Orders window. Maconomy assigns the item purchase order to the sales order by registering the item purchase order number here and in the “Item Purchase Order No.” field on the item lines. You cannot change the number.
Vendor If the sales order is attached to an item purchase order that is common to all sales order lines, this field shows which vendor the order was made to. You cannot change the number.

Even if you have not yet made an item purchase order from the sales order, only entered a vendor in the Sales Order to Item Purchase Orders window, the vendor number will be shown here.

If the sales order is attached to a common item purchase order, the first lines of the vendor’s name and address will be shown in this field. You cannot change those lines here.

Even if you have not yet made an item purchase order from the sales order, only entered a vendor in the Sales Order to Item Purchase Orders window, the vendor name and address will be shown here.

Last Item Receipt If one or more of the sales order lines is attached to an item purchase order, this field shows the date of the reception of the last item for any one of the given item purchase orders. The value cannot be changed here.

Account Information Island

Field Description
Changed This field shows whether you have changed any of the information suggested by Maconomy in the above fields. Maconomy marks the field if you have changed information in any of the following fields: “Pmt. Terms,” “Tax,” “Price List,” “Price Step,” “Invoice Discount %,” and all the fields in the Charges island. Maconomy also registers changes in the amount and discount fields in the table part. The value cannot be changed.

If you have Maconomy Bill of Materials, Maconomy registers any changes to prices or discounts of BOM parts made in the Order Lines window.

Document Archive Island

Field Description
Document Archive In this field, you can assign a document archive to the sales order. By assigning a document archive to a sales order, you can keep track of the various documents related to the sales order. Document archives are created in the window Document Archives in the Set-Up module. See the description of that window for further information on the use of document archives.

This field also shows the description of the specified document archive.

Document Count This field displays the number of documents in the Document Archive.

Job Cost Island

Field Description
Invoice in Job Cost You can mark this field to indicate that the order is to be invoiced in the Job Cost module. You can only mark the field if the order is assigned to a job and no items have been delivered.

If a job has been closed, it is neither possible to assign an order to the job nor to create an order for the job unless the job is first reopened in the window Jobs in the Job Cost module.

If you mark this field, it will not be possible to invoice the order from the Sales Orders module. When you select one of the actions “Print Packing Slip” or “Release to Invoice,” the subsequent posting will create a job item journal with job entries which can then be invoiced in the Job Cost module. Maconomy creates a job entry for each order line. When you make external printouts, you can choose whether to print the job entries/registrations on a line each or sum them up by activity.

If the system parameter “Invoice Orders with Job Numbers in Job Cost” has been marked, this field is automatically marked if you specify a job number in the field “Job No.” below. Subsequently removing the job number will cause the field to be unmarked. The field is always marked automatically when you create orders from the Job Budgets window.

Please note that this field must be marked if you enter the number of a job which uses the invoicing method “Fixed-price,” and for which only invoicing on account is allowed in the field “Job No.” in this island. The invoicing method selected for a job can be seen and changed in the window Job Parameter Selection in the Job Cost module.

Job No. In this field, you can enter the number of a job from the Job Cost module if you wish to assign the order to a job. Certain jobs might involve item sales from Maconomy’s Inventory module, in which case you can create the sales order in this window and then assign the job here.

If you enter a job number when creating an order, and you leave the field “Customer No.” blank in the island Ship to Address, the order is automatically assigned to the same customer as the job.

If you do not mark the field “Invoice in Job Cost” in this island, the sales order is invoiced separately in the Sales Orders module, but the sales figures are transferred to the job.

If you enter a job number, and the system parameter “Invoice Orders with Job Numbers in Job Cost” has been marked, the field “Invoice in Job Cost” above is automatically marked, and subsequently removing the job number will cause the field to be unmarked.Maconomy verifies that the job is neither blocked nor closed. If the Ship to Customer on the sales order and job are not the same, Maconomy alerts you. If there are lines on the order before it is assigned to a job, you must first enter an activity number on the order lines.

Please note that if you enter the number of a job which uses the invoicing method “Fixed-price” and for which, only invoicing on account is allowed, — In this field, you must mark the field “Invoice in Job Cost,” as costs of fixed-price jobs should always be invoiced on account.

Activity No. In this field, you can enter the number of an amount activity from the Job Cost module if the order is assigned to a job. This activity number will be suggested on lines created in the table part.
Task In this field you can enter the name of a task if the sales order is linked to a job.

Statistics to Tax Authorities Island

Field Description
EU Sale This field must be marked if the sales order is for an EU sale. If the “Sales List System Report” field in the System Information window is marked, Maconomy will mark this field if the bill-to customer is from another EU country and is not subject to paying tax, that is, the “Tax” field is not marked. If this field is marked, the sales order will be included in your quarterly report to the EU Sales List System.
Intrastat Reg. Here you can specify whether to include the sales order in your monthly report to Intrastat. If the “Intrastat Export Report” field in the System Information window is marked, Maconomy suggests a mark here if the bill-to customer is from another EU country and is not subject to paying tax, that is, the “Tax” field is not marked.
EU Trade Type Here you can enter either “Normal” or “Triangulation” to indicate the EU trade type. Triangulation is used when you act as a sales agent for a vendor in another EU country and an end customer (bill-to customer) in a third EU country. Sales order amounts from triangulation are not included in the EU sales on your tax specification, but are reported separately to the Sales List System. The value is copied from the bill-to customer’s information card, but can be changed here.
Nature Here you select which transaction to report to Intrastat. They are created in the Popup field window in the Set-Up module.
Customs Document In this field, you can enter the number of any customs document which pertains to the current sales order. Maconomy will automatically complete this field when you print a customs document which makes up the current order in the window Print Customs Document, but you can change the number to assign the order to another existing customs document.

Credit Card Island

Field Description
Credit Card No. If the customer wants to pay by credit card, you can enter the number of the credit card in this field. Maconomy will automatically suggest the credit card number specified on the bill-to customer’s information card, but you can change the number here. Note that the number is only for information; customer payments using credit cards cannot be handled by Maconomy’s Banking module. If a credit card number is entered, an expiry date must also be specified.
Expiry Date In this field, you can enter the expiry date of the credit card specified in the field “Credit Card No.” above. If an expiry date is entered, a credit card number must also be specified.
Amount Authorized In this field, you can specify the amount which the credit card issuer has accepted to pay for the order which will later be created for the current quote.
Authorization Code In this field, you can specify the authorization code which the credit card issuer has given when approving the amount in the field “Amount Authorized” above.
Authorization Date In this field, you can specify the date when the amount was authorized by the credit card issuer.

Subscription Order Island

Field Description
Subscription Order No. If the order was created automatically from the subscription module, this field will contain a subscription order number. If the order originates from the Subscription module, the order cannot be edited in this window, but should be done in the Subscription module.

User Island

See the chapter “Getting Started” for a description of the fields in the island User.

Remarks Island

Field Description
Reference Here you enter the customer contact with whom you spoke about the sales order. The name is printed on order documents.
Customer Here you can enter an internal note about the customer. The text is printed on the packing list. Maconomy suggests the note from the customer’s information card, but you can change it.
Warehouse Here you enter an internal note to warehouse employees. The text is printed on the packing list. You can, for example, specify how the item should be handled and packed, or request an invoice to be sent along with the delivery.
End User No. Here you enter the number of the end customer the sales order is for. If you are dealing with an end customer sale, which is determined by order mode, you must complete the field. It is an end customer sale if the “End User Required” field is marked in the Popup Fields window in the Set-Up module for the order mode. It is only possible to enter the number of an end customer in the Accounts Receivable module to which the customer on the sales order is registered. You can use the search functions in the Find menu if you cannot remember the number.

The field is used if your sales order is for a customer who deals with an end customer. Information on your end customers is managed in the End Users window.

Billing Address Island

Field Description
Bill to Customer Here you can enter the number of a bill-to customer. Maconomy retrieves the bill-to customer from the ship-to customer’s information card, but you can change it. Maconomy verifies that the customer exists in the Accounts Receivable module.

The two customers are not the same, if items are being delivered to one customer and billed to another.

The other lines show the customer’s name and address. Maconomy retrieves the information from the customer’s information card. It cannot be changed here.

Attn. This is the customer’s attention person the person to whom payment information is directed. Maconomy retrieves the name from the customer’s information card. It cannot be changed here.
Country This is the customer’s country. It is retrieved from the customer information card. It cannot be changed here.

Settling Company Island

Field Description
Company No. This field shows the number of the settling company that applies to the current sales order.

If an invoice is created later in the process and the company in this field is different from the one specified in the island Company, Maconomy will automatically create intercompany balances. In this case, the company in this field will be the intercompany company. However, if the system parameter “Create intercompany entries for companies with same parent company” is not marked, intercompany entries are only created if the two companies involved are not both assigned to the same parent company.

For further information about the influence of a settling company and how such a company is determined, please see the section Multiple Companies in the chapter “Introduction to the G/L Module.” Intercompany balances are described in the window Intercompany Accounts in the G/L module.

This field also shows the name of the specified settling company. The name is retrieved from the first line in the Address island in the Company Information window in the G/L module for the specified company.

Company Island

Field Description
Company In this field, you can enter the number of the company responsible for the order. If you do not enter a value manually, Maconomy will attempt to derive a value, using the order of priority set up in the window Dimension Derivations in the G/L module. If no value can be derived, the standard value is transferred from the window System Information in the Set-Up module.

If the company in this field is different from the one shown in the island Settling Company, Maconomy will automatically create intercompany balances at the posting of the invoice created from the order. In the intercompany balance, the company in this field will be the responsible company. However, if the system parameter “Create intercompany entries for companies with same parent company” is not marked, intercompany entries are only created if the two companies involved are not both assigned to the same parent company.

See the section “Multiple Companies” in the chapter “Introduction to the G/L Module” and the window Intercompany Accounts in the G/L module for a further description of the concept of responsible companies and intercompany balances.

This field also shows the name of the specified company.

Delivery Island

Field Description
Your Item Purchase No. Here you can enter the customer’s item purchase order number, if the sales order was created from an item purchase order.
Order Date Here you can enter the order date.
Partial Delivery You can mark this field to permit partial delivery if not all items are available. Maconomy suggests the value from the System Information window in the Set-Up module, but you can change it. If the field is not marked, you can only select those actions that result in delivery of items if all the items sold are set to be packed, and Maconomy issues a warning if you print a warehouse transaction or picking list when not all items are set for packing. In the window Packing Lists, you cannot approve a packing list before the warehouse has confirmed that all the items have been packed.

Furthermore, the field determines whether individual consignments can be specified for each line. For further information on this, see the field “Consignment No.” in the card and table parts, as well as the action “Approve Order.”

Back Order Handling Here you select how to process back orders. There are three ways:
  • Save — The individual item lines show what has been delivered up to now. The quantity is updated every time a delivery is made (that is, a packing slip is printed). When all items have been delivered, the item line will be flagged as having been fully delivered. The back order information is thus kept on the individual item line on the sales order. This option cannot be selected on orders where a destination has been specified.
  • Delete — When the order is delivered, Maconomy reduces the quantity ordered on all order lines to match the quantity delivered. The order is then marked as fully delivered. The items that were not delivered are not tracked and must be re-ordered by the customer.
  • Transfer — When items are delivered, the order is processed in a similar way as when back orders are deleted, with the difference that the back order information is transferred to a back order register. Transferred back orders can be inspected in the window Back Order Register.

    In the Customer Information Card window, you can select which method is to be used for your customers as standard. The value entered there is then suggested automatically when you create a sales order.

Blanket Order If this field is marked, and you select “Print Picking List” or “Print Picking and Packing List” in the Action menu, Maconomy will copy the back orders registered to the delivery customer. Back orders can also be copied using the action “Get Back Order,” regardless of whether or not this field has been marked. However, the action only includes back order lines that have the same currency as the actual sales order. Maconomy then creates item lines for the copied back orders.

The field also determines whether Maconomy is allowed to move order lines to and from the order. When you approve the order, Maconomy will run a process to ensure that only one combination of warehouse and consignment is represented in the table part. If more than one combination of warehouse and consignment can be found on the lines in the table part, approving the order will therefore cause Maconomy to split up the order by moving lines to other orders (existing or automatically created), and in this context, the value in this field determines how the lines are moved. This process is described in detail for the action “Approve Order.”

Once the order has been approved, a mark in this field means that order lines may be transferred to the current order from other blanket orders being approved. Furthermore, when using the action “Assign to Sales Orders” in the window Back Order Register, only approved orders where this field is marked are taken into consideration when Maconomy attempts to assign each back order line to a suitable order. For further information, see the description of the action “Assign to Sales Order” in the window Back Orders.

Closed for New Lines If you mark this field, only blocked lines can be added to the current order. If both this field and the field “Blanket Order” are marked on the current order, approving other orders where the field “Blanket Order” is marked will not cause any lines to be moved to the current order.

Maconomy automatically marks the field if all lines are moved away from the current order when the order is approved, thus preventing lines from other orders to be moved to the current order.

The field can only be marked on approved orders where all lines have been blocked.

Split Lines Automatically If this field is marked, creating a line will cause Maconomy to attempt to split the line into a number of lines with the purpose of obtaining the earliest possible delivery date for as many units of the items as possible. This corresponds to running the action “Split Line” on the line. Therefore, please see the description of the action “Split Line” for information on the procedure of order line split-up.
Urgent In this field, you can specify whether this sales order is urgent. An order can, for example, be urgent if the items must be delivered within a shorter time frame than allowed by the items’ usual delivery time. If you mark this field and specify a delivery date in the field “Deliv. Date,” Maconomy will not automatically change the delivery date according to the availability of the items in the warehouse. When you mark this field, Maconomy forces a reservation of the items on the delivery date specified in the field “Deliv. Date,” even if this will cause the reservation of more units than available, and even if the back order principle “By reservation” is used. This field should therefore be used with caution.

It is not possible to mark blanket orders and orders with partial delivery as urgent.

Pref. Deliv. Date Here you can enter the customer’s preferred delivery date. Maconomy suggests the date on which the order was created. However, if you enter a blank value, today’s date is considered the preferred delivery date.

Note that if you enter a historical date here, you run the risk that Maconomy uses an obsolete discount agreement to calculate prices.

Deliv. Date For orders with partial delivery, this field shows the date upon which the last items can be delivered, that is, the latest delivery date on order and BOM lines that are not blocked. Items without inventory control are included in the calculation. The field cannot be changed on orders with partial delivery.

If the order does not have partial delivery, the functionality of the field depends on whether the order has been approved or is assigned to a consignment. While the order is neither approved nor assigned to a consignment (in the field “Consignment No.” in the card part), the field displays the latest delivery date for non-blocked order and BOM lines, and cannot be changed here.

When the order is approved or assigned to a consignment, the delivery dates on all the non-blocked lines of the order are changed to the date specified in this field. The delivery date can be changed in this field if the order is not assigned to a consignment (in the card part). If the delivery date is changed to a later date, the delivery date will be changed accordingly on all the non-blocked lines of the order. If the delivery date is changed to an earlier date, Maconomy checks if all items on non-blocked lines can be delivered on this date. If this is not the case, the delivery date will automatically be changed to the earliest date on which all items on non-blocked lines can be delivered for the current order. However, the original date will be kept (that is, the date specified before the field was changed) if the date found during the search is later than the original date. If you subsequently add a line which can only be delivered after this date, all delivery dates of the order are changed to the delivery date of the new line.

If the order is assigned to a consignment (in the card part), the delivery dates on the order and the assigned, non-blocked order lines are changed to the packing date of the consignment. After this, you cannot add lines that cannot be delivered on the packing date of the consignment, and the contents of the field can no longer be changed.

If the field “Urgent” is marked, you can manually enter a value in this field. Marking the order as urgent will prevent Maconomy from changing the delivery date according to the availability of the items in the warehouse. Please note, however, that it is only possible to enter a delivery date for an urgent order if the field “Partial Delivery” is not marked. If the field “Partial Delivery” is marked, the delivery date of an urgent order can only be changed on the individual item lines in the table part of the window.

Warehouse Here you select the warehouse from which the items are to be delivered. Maconomy suggests the sales warehouse from the customer’s information card, but this can be changed. The pop-up field shows the warehouses created in the Warehouse Information Card window in the Inventory module.

On a sales order, you can only specify delivery items from one warehouse unless the field “Get Inventory From Item” has been marked in the window System Information. If so, a warehouse can be specified on each line in the table part. When the sales order is approved, and multiple warehouses have been specified for the order, a sales order will be created for each warehouse on the order in addition to the warehouse specified in this field.

If you select a warehouse assigned to another company than the one specified in the island Company on the current sales order, Maconomy will automatically create intercompany balances at the posting of any invoices created from the order. In the intercompany balance, the company to which the warehouse is assigned will be the intercompany company. However, if the system parameter “Create intercompany entries for companies with same parent company” is not marked, intercompany entries are only created if the two companies involved are not both assigned to the same parent company.

Stock Location No. In this field, you can specify the location in the current warehouse from which the items are to be shipped. This location will apply to those lines in the table part where the warehouse location field is left blank. If a warehouse location is specified on a given line, it overrules any location specified in this field. When you create an order or change the warehouse in the card part of the order, Maconomy suggests the standard shipping location specified for the selected warehouse, but you can specify another location.

It is not possible to create a warehouse transaction or select any of the actions that result in the creation of a warehouse transaction until you have either entered a location in the card part or on the individual item lines.

Carrier Here you select the carrier who is to deliver the items.

Maconomy suggests the carrier from the customer’s information card, but you can change it. If a destination has been specified on the order, and the order is not yet assigned to a consignment, the field can be changed to blank. In this case, Maconomy will disregard the carrier when assigning a consignment to the sales order. See “Appendix B: Assign Quote/Order to Consignment” for further information about assigning sales orders to a consignment. Carriers are maintained in the window Popup Fields in the Set-Up module.

Delivery Mode Here you select the delivery mode applying to the current sales order. Maconomy suggests the delivery mode from the customer’s information card, but you can change it. If a destination has been specified on the order, and the order is not yet assigned to a consignment, the field can be changed to blank. In this case, Maconomy will disregard the delivery mode when assigning the order to a consignment. See “Appendix B: Assign Quote/Order to Consignment” for further information about assigning orders to a consignment. Delivery modes are maintained in the window Popup Fields in the Set-Up module.
Delivery Terms Here you select the delivery terms applying to the current sales order. Maconomy suggests the delivery terms from the customer’s information card, but you can change it. If a destination has been specified on the order, and the order is not yet assigned to a consignment, the field can be changed to blank. In this case, Maconomy will disregard the delivery terms when assigning the order to a consignment. See “Appendix B: Assign Quote/Order to Consignment” for further information about assigning orders to a consignment. Delivery terms are maintained in the window Popup Fields in the Set-Up module.
Consignment Type In this field, you can select the consignment type applying to the current sales order. Maconomy will automatically retrieve the consignment type on the customer information card for the current customer, but the consignment type can be changed here. If a destination has been specified on the order, and the order is not yet assigned to a consignment, the field can be changed to blank. In this case, Maconomy will disregard the consignment type when assigning the order to a consignment. See “Appendix B: Assign Quote/Order to Consignment” for further information about assigning orders to a consignment. Consignment types are maintained in the window Popup Fields in the Set-Up module.
Destination No. In this field, you can specify the number of the destination to which the current sales order is to be delivered. Maconomy will automatically retrieve the destination number on the customer information card of the current customer, but the destination number can be changed here. The order and the individual order lines can only be assigned to a consignment going to the destination specified in this field. See “Appendix B: Assign Quote/Order to Consignment” for further information about assigning orders to a consignment automatically.
Consignment No. In this field, you can specify a consignment number if you want to manually assign the current sales order to a consignment. Assigning an order to a consignment means that the order will be part of a joint delivery of different sales orders to the same destination on the same date and with the same combination of carrier, delivery mode, delivery terms, and consignment type.

If the order has partial delivery, it is possible to assign each line to a separate consignment, but if you specify a consignment — In this field, all lines in the table part except blocked lines are automatically also assigned to this consignment whether the order has partial delivery or not.

It is also possible to have Maconomy automatically assign the order to a consignment by selecting the action “Assign Order to Consignment.” When you select this action, Maconomy will attempt to find a consignment which matches the order’s terms with regard to destination, delivery date, carrier, delivery mode, delivery terms, and consignment type, and which has sufficient weight and volume capacity for the order. Please note, however, that if the order has partial delivery, the action will be carried out on the individual order lines instead of the card part.

When the field is completed, any values in the fields “Carrier,” “Delivery Mode,” “Delivery Terms,” “Consignment Type,” and “Destination No.” are overwritten with the information pertaining to the selected consignment. Furthermore, all delivery dates on the order are changed to the packing date of the consignment. See “Appendix B: Assign Quote/Order to Consignment” for further information about assigning orders to a consignment.

If the order does not have partial delivery, and a destination has been specified, the field must be completed before the order can be approved. On orders with partial delivery, approving the order causes Maconomy to carry out certain actions to ensure that all lines in the table part are assigned to the same consignment. This can involve moving lines to other orders so that only lines pertaining to one consignment are left on the order, or simply rejecting the approval so that adjustments can be made manually. When the order is approved, Maconomy also copies the consignment left in the table part to this field, thus ensuring that all lines added to the table part are assigned to the same consignment. For further information on the approval of orders and on moving lines to other orders, please see the action “Approve Order” and the field “Blanket Order.”

Latest Arrival In this field, you can specify a date for the latest arrival permitted for the items to the current customer. If you specify a date In this field, Maconomy will issue a warning if the order is assigned to a consignment with an arrival date after the date in this field.
Packing Date If the sales order is assigned to a consignment (in the card part), this field displays the date on which packing for the consignment in question should commence. The value is retrieved from the corresponding field in the window Consignments for the consignment in question. When the order is assigned to a consignment, the delivery date of the order is changed to the date in this field, and the contents of the field can no longer be changed.
Consignment Date If the sales order is assigned to a consignment (in the card part), this field displays the expected date of departure for the consignment in question. The value is retrieved from the corresponding field in the window Consignments for the consignment in question.
Arrival Date If the sales order is assigned to a consignment (in the card part), this field displays the expected date of arrival at the destination. The value is retrieved from the corresponding field in the window Consignments for the consignment in question.
Charge Table In this field, you can select a charge table to be used for charge calculation if any charges with a mark in the field “From Charge Table” in the window Charges apply to the current order. The field is transferred from the customer information card when the order is created.
Charge Discount % In this field, you can enter a charge discount percentage. A discount percentage entered in this field will be applied in addition to the one which can be specified in the charge table. The field is transferred from the customer information card when the order is created.
Bill of Lading No. In this field, you can enter a bill of lading number which will be included on packing slips related to the current order.

Weight and Volume Island

Field Description
Weight This is the total weight of the item lines on the sales order. The value cannot be changed here.

If you have Maconomy Bill of Materials, and the item on the line is a BOM without inventory control, Maconomy uses the weight of the BOM parts on the highest level with inventory control in the total sales order weight. Any weight entered for the BOM header on its item information card is not used.

Volume This is the total volume of the item lines on the sales order. The value cannot be changed here.

If you have Maconomy Bill of Materials, and the item on the line is a BOM without inventory control, Maconomy uses the weight of the BOM parts on the highest level with inventory control in the total sales order weight. Any weight entered for the BOM header on its item information card is not used.

Invoicing Island

Field Description
Blanket Invoice You can mark this field if you want to invoice the order in a blanket invoice. Maconomy suggests the value from the Customer Information Card, but you can change it.

Blanket invoicing means that all uninvoiced deliveries to customers with the same bill-to customer, the same currency, the same department, the same warehouse, and the same responsible company are invoiced in one invoice. This takes place in the window Invoicing.

Sales orders assigned to jobs in the Job Cost module should not be blanket invoiced as the blanket invoice will be assigned to the job specified on the first sales order.

Batch Invoice You can mark this field if you want to invoice the sales order in a batch in the window Print Invoice. Maconomy always suggests that the sales order is invoiced this way, but you can remove the mark.

If the order is assigned to a consignment, Maconomy checks if the field “Batch Invoice” is marked for the consignment in question. If it is not, the mark from this field is removed when the order is assigned to the consignment. The field can, however, be changed later.

In the window Invoicing Listing, you can see which orders are being batch invoiced, and you can remove the mark there.

Preferred Inv. Date Here you can enter a preferred invoice date. If you leave it blank, Maconomy suggests today’s date.

The date is always determined in this way, regardless of whether the sales order is invoiced directly in this window or whether it is invoiced in a batch in the Print Invoice window.

You can change the date in the Invoicing Listing window.

If the field “Deliv. Date from Pref. Inv. Date” in the island Sales Order and the field “Allow Back Dating” in the island Item in the window System Information are marked, you can enter a date in this field. The date will be used on the packing slip at delivery.

Customer Information Island

Field Description
Department Here you select the department which is relevant to the sales order. Maconomy suggests the value from the information card of either the Ship To or Bill To customer, depending on whether or not you have marked the field “Dept. from Bill to Cust.” in the window System Information. You can change the suggested department.

You maintain departments in the window Posting References in the G/L module.

Customer Group This is the customer group to which the customer is assigned. The value is transferred from the information card of the customer. It cannot be changed here.
Language Here you can select the language of the sales order. Maconomy suggests the value from the information card of the customer, but it is possible to change it. External order documents will be printed out in the language specified here. For further information, see the fields “Description Lang. 1,” “Description Lang. 2,” and “Description Lang. 3” in the island Description in the window Item Information Card.

The language code is used to print external order documents in different languages. You can use Maconomy’s layout editing tools to create different language layouts. You can select different language codes in the Print Order Confirmation, Print Packing Slip (in the File menu in the Show Packing Slip window), and in the Print Invoice windows. You can also select different language layouts in these windows.

Language codes are maintained in the window Popup Fields in the Set-Up module.

Pmt. Terms Here you select the payment terms. Maconomy suggests the value from the customer’s Payment Information window, but you can select another.

If you change the value, Maconomy verifies that you have user access to doing so. Access to changing price information, and thus the value here, is given to users in the window Actions in the Set-Up module.

You maintain payment terms in the Popup Fields window in the Set-Up module.

Cust. Payment Mode In this field, you can specify how the customer is to pay the invoice printed on the basis of the sales order. Maconomy suggests the customer payment mode specified on the bill-to customer’s information card, but this can be changed.

Customer payment modes are created in the window Customer Payment Modes in the Banking module.

Global Location No. If the customer on the current order has requested that you use a specific global location number on the invoice pertaining to the current order, you can specify the location number in question here. The number specified here will be transferred to invoices created for the customer in connection with the current order. Maconomy suggests the global location number specified in the window Company Specific Payment Information for the customer in question, but you can change it here if the location number to be used in connection with the current order is not the same as the standard location number of the customer.

For further information about the concept of global location numbers, see the introduction to the window Company Locations in the G/L module.

Enterprise Here you can attach the sales order to an enterprise, or group of companies. Maconomy automatically suggests the value from the customer information card, but you can choose another. The field is used for statistics.
Segment Here you can attach the sales order to an industry segment.

Maconomy automatically suggests the value from the customer information card, but you can choose another. The field is used for statistics.

Area In this field, you can assign an area to the order. Maconomy automatically suggests the value from the field “Area” in the window Customer Information Card, but it is possible to change it.
Company Tax Code In this field, you can specify a company tax code created in the window Popup Fields. The field is used by Maconomy for determining the tax code to be used in the calculation of tax for the current sales order, as the reporting code is part of the criteria for the selection of a tax code in the window Tax Tables in the G/L module. At this selection, Maconomy uses the tax table specified for the company responsible for the order. This tax table is selected in the window Company Information. However, the tax code is only selected from a tax table, if you have specified that tax tables which are specified in the window System Information are to be used, and only if the company responsible for the order is assigned to a tax table. If no tax table has been specified for the responsible company or if you use differentiated tax, and you do not use tax tables, Maconomy uses the tax code specified for the individual item in the window Item Information Card in the Inventory module or, in the case of charges, the tax code specified for the individual charge in the window Charges. If you use neither differentiated tax nor tax tables, Maconomy uses the standard tax code specified in the window System Information in the Set-Up module.

If you use tax tables, and the system parameter “Get on account tax code from tax table” is marked, the tax code to be transferred to on account invoices is found in a tax table. But instead of using the item tax code specified on an activity, item, charge or account, Maconomy uses the on account tax code in the field “On Account Tax Code” in the window System Information in the Set-Up module (along with various other information) to point out the relevant tax table line. If the system parameter “Get on account tax code from tax table” is not marked, the standard tax code specified in the window System Information is always used as the tax code on invoices on account. For further information about the information used to point out the correct tax code, please see the description of the window Tax Tables in the G/L module.

When posting invoices, the reporting code is used for determining which tax report entries to create. Based on the tax report entries, you can create tax reports showing the tax and tax basis entries assigned to a given tax report field. However, this kind of reporting can only be made if extended tax reporting has been selected in the window System Information.

Dimensions Island

Field Description
Location In this field, you can enter a value for the dimension Location. If you do not manually enter a value, Maconomy will attempt to derive a value, using the order of priority set up in the window Dimension Derivation in the G/L module. However, any manually entered value will be overwritten if Maconomy can derive a value for which overwriting has been selected. If no value can be derived, the standard value is transferred from the window System Parameters in the Set-Up module.

See the section on dimension derivation in the chapter “Introduction to the G/L module” as well as the description of the window Dimension Derivation for further information about dimension derivation.

Entity The functionality of this field is similar to the functionality of the field “Location” above.
Project The functionality of this field is similar to the functionality of the field “Location” above.
Purpose The functionality of this field is similar to that of the field “Location” above.
Spec. 1-3 The functionality of these fields is similar to that of the field “Location” above.
Local Spec. 1-3 The functionality of these fields is similar to that of the field “Location” above.

Extra Fields Island

Field Description
Popup 1-5 In these fields, you can specify further information regarding the sales order and the current customer. You might, for example, specify a “hold” code or information about substitution items. Maconomy suggests the value of the corresponding fields in the customer’s information card, but you can change the values for the current sales order. The pop-up options are created in the window Popup Fields in the Set-Up module.

Contact Management Island

Field Description
Campaign No. In this field, you can enter the number of a campaign if the current sales order is connected to a certain campaign in the Contact Management module. If you enter a campaign number, Maconomy transfers the number to lines that are then created in the table part. The campaign number can be used for, for example, statistical purposes.

Copying Island

Field Description
Cust. No. In this field, you can enter the customer number to be used on the copy of the current order. If you specify a number, Maconomy will get the latest customer information from the A/R module. If you do not complete the field, the customer number and the customer information on the current order is transferred to the new copy. If you specify a customer number, Maconomy automatically recalculates the prices on the copy unless you complete the field “Maintain Prices” in this island.
Order Type In this field, you can specify whether the copy is to be a quote or a sales order. Although the pop-up shows other options, only “Quote” and “Sales Order” can be selected. Maconomy suggests the value “Sales Order.” If you choose to create a sales order, the copy created will be a non-approved sales order and if you choose to create a quote, the quote will be a nonprinted quote.
Warehouse In this field, you can select a warehouse to be used on the copy.

Maconomy suggests the warehouse specified on the current order, but if you enter another customer number in the field “Customer No.” in this island, Maconomy gets the warehouse specified on the customer information card of the customer in question.

Company No. In this field, you can select a company which will be responsible for the copy. If you do not enter a value, the company responsible for the current order is used on the copy.
Currency In this field, you can select a currency to be used on the copy. If you select a currency, Maconomy automatically recalculates the prices on the copy unless you complete the field “Maintain Prices” in this island.

If the user does not have access to changing prices, the value in this field cannot be changed.

Price List In this field, you can select a price list to be used on the copy. If you select a price list, Maconomy automatically recalculates the prices on the copy unless you complete the field “Maintain Prices” in this island.

Maconomy suggests the price list specified on the current order, but if you specify another customer number in the field “Customer No.” in this island, Maconomy gets the price list specified on the customer information card of the customer in question.

Price Step In this field, you can specify a fixed price step to be used on the copy. If you specify a price step, Maconomy automatically recalculates the prices on the copy unless you complete the field “Maintain Prices” in this island.

Maconomy suggests the price step specified on the current order, but if you specify another customer number in the field “Customer No.” in this island, Maconomy gets the price step specified on the customer information card of the customer in question.

Pref. Deliv. Date In this field, you can enter a preferred delivery date to be used on the copy. Maconomy suggests today’s date but you can change the date.
Job No. In this field, you can specify a job number to be used on the copy.

Note that if a job has been closed, it is no longer possible to create an order for the job unless the job is first reopened in the window Jobs in the Job Cost module.

If you complete this field, you must also complete the field “Activity No.” in this island.

Activity No. In this field, you can specify an activity number to be used on the copy.
Task In this field, you can specify a task to be used on the copy.
Maintain Prices If you complete this field, the prices on the lines of the current order will also be used on the copy. If you do not complete the field, or if you have specified a customer, currency, price list or price step, Maconomy calculates the prices on the copy.