TASBooks - To create a sales order, quotation, pro-forma invoice or credit note

The first stage in producing a sales invoice from TASBooks is to create a sales order, quotation or pro-forma invoice. During this process orders can be adjusted, lines inserted and deleted, prices and quantities changed, line discounts entered or changed and quantities put on back-order. If your TASBooks licence includes the Stock Control module, throughout this process your stock records are immediately updated.

There is a logical sequence of stages, where a customer's order can start off as a quotation, then become a pro-forma invoice and finally the sales invoice itself - simply by altering the document type. The details of the order do not need to be changed or re-keyed.

Note: You should also use this option if you want to create a credit note, to print and send to your customer. For example, because they have returned goods or agreed a price reduction.

The following steps contain everything you need to help you create a sales order, quotation, pro-forma invoice or credit note in TASBooks.

To create a sales order, quotation, pro-forma invoice or credit note

  1. Sales Orders > Sales Orders > Enter / Change Sales Orders / Credit Notes (option 611).
  2. Within the Order Details tab, complete the following information:
  3. Invoice To Enter the customer's code. Alternatively, press F2 > select the relevant customer.

    Tip: If you need to, you can enter a new customer here. To create a new record > press F2 > Add New > enter the customer's details > Save.

    Deliver To Enter the delivery code. Alternatively, press F2 > select the appropriate delivery address.

    Tip: If you need to, you can add a new delivery address. Press F2 > Add New > enter the appropriate address > Save.

    Order No If you're creating a new order
    Ignore this option. When you save the order, TASBooks automatically generates the order number for you.

    To recall an existing order
    Enter the order number here. Alternatively, press F2 > select it from the look-up list.
    Type Choose one of the following options:

    • Quotation.
    • Pro-Forma.
    • Sales Order.
    • Credit Order.
    Ref Enter a reference if required.
    Date Enter the date of this transaction.
    Salesperson Enter the appropriate salesperson code, if required.

    Tip: If you don't want to enter a salesperson, press the Tab key and the field completes with default information.

    Market Code Enter the marketing code, if required.

    Tip: If you do not want to enter a marketing code, press the Tab key and the field completes with default information.

    Overall Disc If you're offering a discount on the whole invoice, enter the discount amount here.

    Tip: You can also enter individual discounts per product line.

    You're now ready to enter the individual product lines to include on the invoice.

    Tip: To recall a skeleton when creating a sales order, enter # in the product code area. Then press F2 and select the required skeleton.

  4. On the next available line of the entry grid, enter the product's details as follows:
  5. Product Code Enter the product code. Alternatively, press F2 > select the relevant product.
    Description Enter a description if required.
    Ord Qty Enter the number of the orders for this product.

    Tip: To enter a credit on a sales order or debit on a credit order, enter a negative value here. The total value of the order cannot be less than 0.00.

    The following options are only available if you have a licence that includes the Stock Control module.
    B/O Qty Enter the number of products on back order, if applicable.
    Ship Qty This value calculates automatically once you enter the order quantity and back order quantity fields. You can edit it, if required.
    Unit Price The current selling price of this product appears here.
    Disc % Enter any discount percentage offered for this product if applicable.
    V Enter a different VAT rate for the product if applicable.
    Line Amount The total value of the order for this product appears here. This value excludes VAT, unless you're using the Retail VAT-inclusive price for this customer.
  6. Repeat step 3 for each individual product line you want to include on the invoice.
  7. Tip: The maximum number of product lines you can add to an invoice is 99.

  8. To save the sales order, quotation, pro-forma invoice or credit note > Save > Yes.
  9. To close the Enter / Change Sales Orders / Credit Notes window > Cancel.

To change a quotation or pro-forma into a sales order, and to edit an existing sales order, quotation or pro-forma

  1. Sales Orders > Sales Orders > Enter / Change Sales Orders / Credit Notes (option 611).
  2. Order No > enter the sales order, quotation or pro-forma number. Alternatively, press F2 > select it from the look-up list.
  3. If this is a quotation or pro-forma invoice, a Convert to Sales Order window appears.

  4. To convert the quotation or pro-forma to a sales order and allocate stock to the order > Yes.
  5. Enter the relevant amendments.
  6. To save the changes > Save > Yes.
  7. To close the Enter / Change Sales Orders / Credit Notes window > Cancel.

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