SOP – Create Templates

Purpose:
To use whenever you have a customer who orders the same products on a regular basis.

Preparation:
The following list of possible preparation steps will help you decide if you need to do anything before processing and if you need help.

• Select a company – see Change Companies.
• Obtain an up-to-date customer list – see List Customers.
• Obtain an up-to-date nominal code List – see List Chart of Accounts.
• Ensure customers delivery address details are up to date – see Create and Amend Delivery Addresses.
• Ensure rep codes have been created as required – see Create, Amend or Delete Rep Codes.
• Ensure stock or product files have been updated for any changes in price – see Create & Edit Products and Services.
• For first time use only: On the main menu click View > Parameters > Sales Order Processing – see Sales Order Processing Parameters – General Page. Set parameters as required.
• Change the system date as required – see Change Accounting Date.
• For first time use only: Design Sales Acknowledgement – see Stationery Design.

If using Matrix (Customer specific) Pricing: For first time use only: Activate Matrix Pricing, select the Product Cost to be used for margin calculations and the Discounts to be used – see Stock Control Parameters – General Page.

Ensure that Price Matrices have been created/amended as required – see Create & Edit Customer Specific Pricing (Price Matrices).

Set minimum target margins for products and circulate to sales staff.

Processing:
On the main menu click Orders > Customers > Create Templates to open form.
Select printer – see Printing Reports.
Click OK to confirm selection and open form.
Complete form details – see Sales Order Entry form – below
Click OK to update records and print order.

Filing:
Any source documents retained to be cross-referenced to order and dated.

• Required: Defaults to parameter setting – see Sales Order Processing Parameters – General Page. Overwrite if customer delivery date is different to that shown. The order will be reported as being due for delivery on the date shown.
• References: 2 fields – Type in a maximum of 16 characters in each field.
• Analysis: Maximum 2 characters account specific – customers can be grouped together for reporting. Defaults to code shown on ledger account – see Sales Reporting.

Change Account:

Select and click OK to update.

• Select or search for Product – Description displays – overwrite if required.
• Add Quantity, amend Price if necessary, amend VAT Code if necessary.
• Enter or select other detail, then click Add to place on grid.
• Line notes: Press…. to display the line notes form. Enter notes that are specific to this line item in this transaction. Button turns red when a line item contains notes. Can be edited the same way as other grid items. Can be printed on stationery – see Include line notes in stationery design.
• Analysis: Select required Nominal Code.
• Note Stock availability.

Prices: When price field is selected click to open Special Prices form.

• Check price required and click OK to accept.
• Update: Select line on grid to amend click on Update to take to top – amend details and click on Update again to take back to grid.
• Insert: After filling in details highlight line below where you want to insert and click on Insert.
• Delete: Highlight line to delete and click Delete.

• Overall Discount: Discount applying to Total Invoice value.
• PP Discount: Prompt payment discount available for settlement within number of days from invoice date.
• Notes & Narrative: Text which can be displayed on invoices/credit notes as required by including these fields on your stationery design – see Stationery design.
• OK: Generate and print sales order.
• If Use document reprints field is checked on parameters click Yes to reprint.

Invoices can also be produced as a template (repeat invoicing) see https://help.prelude.software/knowledge-base/sales-ledger-produce-invoices/