Receiving a sales order

Your customer has accepted your quotation. You can now convert it to a sales order.

The orders can be issued:

  • either from the conversion of a quotation;
  • or directly when issuing the order.

A sales order contains financial information (linked to one or several projects) as well as amounts and expected billing dates. These are information that will enable the user to monitor the dashboard for orders in progress split over a period of time.

A project can have several orders in progress (if an amendment is made for example).

The quickest solution is to create an order from your quotation. It enables you to retrieve the quotation's information without having to type it again.

Prerequisites:

  • The quotation must be validated.
  • Your company's Third-party and reconciliation account numbering setup must be enabled in Tools > Setup > General Setup > Company. It enables the automatic conversion of your prospect into a customer.
1 From your quotation, go to Edit > Convert the Quotation to a Sales Order.
2 In the successive dialog boxes, enter the automatic actions to perform:
  • If the third-party linked to the quotation is just a prospect, you can convert the prospect to a customer and add him to your customers list.
  • If you want the quotation to be booked in the budget, convert it to a signed quotation.
3 Fill in the Actual signature date and the Order date fields.
4 Validate.

The order is created and opens in a new tab.

The order (as well as all orders generated via revision or reception, deliveries and invoices) is linked to the signed quotation, which you can access from the History tab.

Notes

If the currency on the quotation differs from the default currency (USD instead of EUR, for instance), Akuiteo automatically uses that same currency (USD) in the order.

The quotation lines with a Service Billing type are included when turning a quotation into an order. These lines must be billed by using the FacturationPrestationsDevis batch or through the Management menu > Sales > Services billing. For more information, refer to FacturationPrestationsDevis batch.

You can create several types of sales orders:

  • a standard sales order;
  • an internal order: if you offer internal services, you may have to standardize the transaction via an internal order that must be issued for an internal customer. Each order line will have to be built from a sold product associated with a class 9 account;
  • a Group sales order: you must use this option when placing an order for an external company that belongs to the same group (of companies) as your company. Each order line will have to be built from a sold product linked to the group;

The creation process stays the same.

Note

You can create a new order from an existing order by duplicating it via the Edit > Duplicate Order menu.

1 Go to Management > Sales > Orders > .
2 Under the Header tab, enter the following information:
  • Internal # : the order's number. Akuiteo automatically generates a number if the user doesn't enter one.
  • Journal: the sales journal linked to the order. If a sales journal is set up by default for the connected user, this field is automatically filled in but can be modified.
  • Customer Customer: the customer's order reference.
  • Order Date: the date when the order was created.
  • Customer ref. date: the expected date of completion set up by the customer.
  • Billing schedule #: the number of the billing table associated with the order. Akuiteo automatically retrieves this information when the user automatically generates a billing table from an order.
  • Price mode: the pricing method.
  • Employees in charge of the order.
  • Storage unit: the products' storage unit (if Storage management is enabled).
  • Entity, Currency, and Currency rate.
3 Enter the customer's contact details.
4 Enter the project's information:
  • Multi-project: checked if the quotation is linked to several projects, phases or sub-phases.
  • Single-project and multi-phase: enables you to link the entire quotation to a project's phase.
  • Contract: the default contract date if it is indicated in the header. Matches the date when the company begins to provide the service described in the line.
  • Expected: the expected service delivery or end dates.
  • Project, phase and sub-phase codes.
5 Enter a comment about the order in the Text on order section.

Once your order is saved, you can automatically enter an already configured text by clicking on > Modify text from templates or .

Adding an order line

1 Click on the Lines tab, then on at the top right of the screen.
2 Fill in the fields in the lower part of the screen:
  • Sold product's grouping, reference and label.
  • Reference: the products' references.
  • The quantity of sold products and unit storage.
  • Sold product's unit price. A sales price is displayed by default when it is associated with the selected product.
  • Discount %: the discount amount in percentage.
  • Billing type: select the type of billing in the drop-down list.
  • Project: the project's code linked to the offer line. This information can only be entered if the quotation is multi-project / phases / sub-phases (Multi = YES).
  • Phase: the project (phase) or phase (sub-phase) to which the offer line is linked. This information can only be entered if the quotation is multi-project / phases / sub-phases (Multi = YES).
  • Contract: the contract date when the order was signed.
  • Delivery date / Billing date : matches the updated delivery and billing dates of the service described in the line.
  • Non-publishable: check this box if you want to hide the line in the order report.
3 If the price on the order line has to be revised, then fill in the following fields in the Revision section:
Field Description
Index

Select the revision index from the help list. If an index is set on the sold product associated with the order line, then that index is automatically filled in.

The indexes are set up from the menu General setup > Cross-cutting > Indexes.

The following fields are not displayed when the Index has no entered value.
Coefficient

This field is not displayed if the index entered is fix.

Enter the coefficient between 0 and 1 to apply to the price review.
Add. increase

This field is not displayed if the index entered is fix.

Fill in the additional increasing percentage to apply, after the calculation of the reviewed unit price according to the index value and coefficient.

Example

During each review of the service lines, I want to apply an additional increase of 2%. For a line, the unit price reviewed is 100 euros. I apply to it an additional increase of 2% and will obtain a reviewed unit price of 102 euros.
Min. and Max.

Those fields are not displayed if the index entered is fix.

Fill in a minimum and maximum increase percentage. If the revised unit price's increase is less than the minimum percentage, this minimum percentage will be the value used to compute the unit price. Likewise, if the revised unit price's increase is more than the maximum percentage, this maximum percentage will be the value used to compute the unit price.

This field is not displayed if the index entered is fix.

Example

I meet an agreement with my customer that during each price review of the order, the price unit will be increased by at least 2% and by at most 6%. On the 01/01/2022, the price was 100 euros. On the next review, on the 01/01/2023:

  • The reviewed price calculated according to the index value and the coefficient is 101 euros. Compared to the previous price, it represents an increase of 1% and is less than the minimum increase of 2%. So Akuiteo applies a 2% increase and the final reviewed price is 102 euros.
  • The reviewed price calculated according to the index value and the coefficient is 110 euros. Compared to the previous price, it represents a 10% increase and is more than the maximum increase of 6%. So Akuiteo applies a 6% increase and the final reviewed price is 106 euros.
  • The reviewed price calculated according to the index value and the coefficient is 104 euros. Compared to the previous price, it represents a 4% increase. This increase correspond to the minimum and maximum specified, the final reviewed price is 104 euros.
Periodicity

Select the periodicity in the drop-down list. A default periodicity is displayed when a periodicity is set on a sold product linked to the order line.

The periodicity enables the user to automatically indicate the date for the next revision when reviewing prices.

Example

The next revision date indicated in a line was 01/01 and the periodicity is defined on Half-yearly. When calculating revised prices, the next revision date will therefore be 07/01.
Revaluation

Select the year on which the order revaluation must be based on:

  • Y0
  • Y-1

If the specified index is fixed, the revaluation must be done on Y-1.

Example

You create an order on the 01/01/2015 that contains lines to review every year:

  • On the Y0 revaluation, all reviewed are based on the unit price and the source index value.
Revaluation on Y0 01/01/2015 01/01/2016 01/01/2017 01/01/2018 01/01/2019
Index value 110 115 120 121 125
Unit price 50 52.273 54.545 55.000 56.818
Calculation details -- Amount= 50 * (115/110) Amount= 50 * (120/110) Amount= 50 * (121/110) Amount= 50 * (125/110)
  • On the Y-1 revaluation, each review is based on the unit price and the index value of the previous review.
Revaluation on Y-1 01/01/2015 01/01/2016 01/01/2017 01/01/2018 01/01/2019
Index value 110 115 120 121 125
Unit price 50 52.273 54.546 55.001 56.819
Calculation details -- Amount= 50 * (115/110) Amount= 52.273 * (120/115) Amount= 54.546 * (121/120) Amount= 55.001 * (125/121)
Index reference month

This field is not displayed if the index entered is fix.

Enter the reference month for the next index revision. It is the index value corresponding to the reference month that will be use for the next review.

Example

You specify July as the Reference month and a Next review date on the 09/10/2023.

On the 09/10/2023, the index value on July 2023 will be used for the review.

This field is not displayed if the index entered is fix.
Next rev. Enter the date for the next revision. This date enables you to retrieve the relevant order when using the price revision feature in the orders module.
Date Y-1

Indicates the date when prices were last revised.

This field is automatically filled when the price in the order line is reviewed. When this field is empty, that means the price in the order line has never been reviewed.
Value N-1

Indicates the index value entered during the last revision.

This field is automatically filled when the price in the order line is reviewed. When this field is empty, that means the price on the order line was never revised.
U. Price Ex. tax Y-1

Indicates the unit price Ex. tax entered on the order line during the last revision.

This field is automatically filled when the price in the order line is reviewed. When this field is empty, that means the price on the order line was never revised.
Date Y

Enter the index's current reference date. Depending on values entered when setting up the index, this reference date enables the user to determine that index's Value Y.

Example

The index setup (monthly periodicity) indicates 275.0 as the value in June. If you enter 06/10 as the reference Date Y, then 275.0 will be the default Value Y.
Value Y Indicates the current index's value based on the reference Date Y. This value is automatically filled in and cannot be modified.
4 Add the line by clicking on , then save.
5 If you want to duplicate, split or break down a line, right-click on the line and select the relevant option.
6 In the opening window, enter the periods and the way you want to split the lines.
7 Save your order.

Once you save the order, you can generate down payments by right-clicking on the line and selecting the relevant option.

You can view the order's delivery schedule and recipients at any time.

Duplicating an order line

1 Modify an order's record sheet.

Note

The order must not be validated.

2 From the Lines tab, select one or several order lines, right-click on your selection, then click on Duplicate the selected lines.
3 Select the type of duplication in the window that displays:
Type Description
Simple duplication

Select Simple duplication to duplicate the selected line(s) a given number of times.

To do so, enter the number of duplications in the relevant field.

Example

If you duplicate two lines 3 times, 6 new lines are created:

  • 3 lines identical to the first duplicated line,
  • 3 lines identical to the second duplicated line.
Repetition by period

Select Repeat by period, if you want the duplicated line(s) to be repeated in a specific period (year, quarter, month, week or day) and a given number of times.

To do so, from the drop-down list, enter the number of repetitions in the relevant field and select the type of period.

Example

You duplicate a line which period is 08/31/2020. When duplicating, you indicate 2 times per Year. 2 new lines are added:

  • a first line with 08/31/2021 as the period,
  • and a second line with 08/31/2022 as the period.
4 Click on Validate.

The selected line(s) are duplicated in the order.

If you want a management object to be approved before validation, you can use the approval requests feature.

For more information, refer to Approving management objects section.

Before validating an order, you can update the schedule or split the billing lines to specify the delivery and billing dates. A validated order cannot be modified nor deleted.

You can either validate the order or validate and print it at the same time.

To validate the order: from the order, go to Edit > Validate without printing. The order switches from 'Draft' to 'Validated'.

To validate and print the order:

1 From the order, go to Edit > Validate and print. The order switches from 'Draft' to 'Validated' and the printing screen opens.
2 Select the order's printing template. Akuiteo offers several printing templates, such as:
  • Order: enables you to print a standard order.
  • Order form: enables you to print an order as an order form. The customer receives a delivery note.
  • Proforma invoice order.

Reminder:

  • The current date is automatically entered as the validation date.
  • Validating the order allows you to start the delivery and the billing. Only validated orders are taken into account in the initial and expected flows.
Reviewing the order

A validated order must be reviewed rather than modified.

1 From the validated order, go to Edit > Review order. The reviewed order is classified.
2 In the review screen, enter a new number for the order or keep the default number that was automatically incremented.
3 Enter the new order's date and validate.

A copy of this 'not-validated' order is created and hyperlinked to the original quotation and order. You must then repeat the validation process.

Logging the order

Logging an order allows you to keep an image of the initial order. If an order was not issued from a logged quotation, you must perform this type of archiving before delivering that order.

Reminder: you can log an order only if that order is not a former logged quotation ('signed' quotation, state code 4).

From the validated order, go to Edit > Log order. The order is automatically added to the orders' history list.

DMF

020331 SALES SALES ORDERS REVIEW PRICES

Depending on the duration of a sales order, you may have to review service prices based on the value of the relevant revision index.

Important

To be able to review the lines in a sales order, you must have filled the fields in the Revision section for the relevant order lines.

The order must be validated but not delivered.

Search for orders to be reviewed.

1 Click on Management > Sales > Review prices > Orders.

The search screen opens. This screen is similar to the one that displays when searching for orders that have an additional tab for Price Review.

2 Enter the search criteria of your choice. In Price review, enter the following criteria:
Criterion Description
Reference date

Enter the reference date that will be used to update prices in the order lines, based on the index value entered on that date. The current date is filled in by default.

Example

The index setup (monthly periodicity) indicates 275.0 as the value in June. If you indicate 06/10 as the reference date, then 275.0 will be the value used when reviewing prices.
Index

Select the relevant index in the help list.

The indexes are set up from the menu General setup > Cross-cutting > Indexes.
To be reviewed between ... and ... Enter the revision period that matches with the date for the next revision entered in the order lines.
3 Start the search.

The validated and reviewable orders matching with the search criteria are displayed in the results window.

Calculating reviewed prices

The feature for calculating prices enables the user to simulate new prices in the order lines based on the index value entered on the selected reference date. Values displayed in the table are therefore updated but the data remain unchanged.

From the results in the reviewable orders, click on at the top right of the screen to display the calculation for reviewed prices in the table lines:

  • Values in the Date Y, Value Y and U. Price Ex. tax Y columns are respectively moved to Date Y-1, Value Y-1 and U. Price Ex. tax Y-1 columns.
  • The Date Y column now displays the first day of the month – for the reference date that was indicated (for example, for a reference date entered on 06/20/2020, the Date Y column displays 06/01/2020).
  • The Value Y column now displays the index value entered on Date Y.
  • The U. Price Ex. tax Y now displays the unit price for the order line, calculated based on the index's Value Y.
  • The Next rev. column displays a new due date, calculated based on the initial next revision date to which the associated Periodicity is added.

Example

The next revision date indicated in a line was 01/01 and the periodicity is defined on Half-yearly. When calculating revised prices, the next revision date will therefore be 07/01.

Updating prices

From the results list for reviewable orders, click on , then confirm the price review. All displayed lines are reviewed based on the index's value entered on the selected reference date. Data linked to price review are therefore updated.

Note

The results list is updated. Depending on the criteria indicated in the search screen, you may not be able to modify the order lines, for example if the next revision date you have entered in To be reviewed between ... and ... is no more included in the indicated period.

DMF 020302 SALES ORDERS MODIFY

Note: validated orders as well as canceled or delivered orders can neither be modified nor deleted. To update a validated order, you must first review it.

  • To modify an order, go to Edit > Edit order.
  • To delete the order, go to Edit > Delete.
DMF 020332 VENTES COMMANDES MENU MODIFICATION TVA

Marking an order as not delivered

DMF 020334 SALES SALES ORDERS MARK ORDER AS NOT VALIDATED

Prerequisites:

  • The order must not be associated with a delivery note or a contract (ex: Order of recurring products with no contract).
  • The order must be in a Delivered status (see Delivering a sales order).
1 From an order, go to Edit > Mark order as not delivered.
2 Click on Yes.

The order's status changes from Delivered to Validated.

Canceling an order

In some cases (e.g. a project canceled due to a problem with a customer), an order remainders must be canceled as the services will neither be performed nor billed. Such services must be removed from the sales projections.

When an order is canceled, its status switches from 'Validated' to 'Delivered'. A copy of this order - marked as 'Delivered' and displaying negative amounts - is generated.

1 From the order, go to Edit > Cancel the order.
2 Enter the cancellation date.

Updating the recipient list

If you want to quickly modify the order's recipients, you can do it from the Edit > Update the recipient list menu.

Changing the customer to bill

Go to Edit > Change the customer to bill, if you want to quickly modify the customer to bill.

Creating the billing table

This feature allows you, in a single operation, to:

  • create a billing table similar to the order;
  • associate the newly-created billing table with the order, specifying the table's number in the order's header.

To do so, go to Edit > New billing schedule.

Updating the order's header

DMF 020316 SALES SALES ORDERS UPDATE SELECTED LINES

A validated order cannot be modified (it must be reviewed). However, some sections (non financial) can be modified by updating the order's header. This is the case for contractual or delivery dates as well as the billing table's number.

Go to Edit > Update the order's header.

Postponing dates for selected lines

You can postpone dates of order lines, for multiple orders from search results, or for a single order from its record sheet. The following dates can be postponed:

  • The service's start and end dates;
  • Contractual date;
  • Expected delivery date;
  • Expected billing date;
1 From search results of orders or from the Lines tab of an order, select the lines to postpone and right-click.
2 Click on Postpone the dates for the selected lines.
3 In the postponement window, check the desired postponement type for each date:
  • By period to set the duration after which the date must be postponed. If the number is not entered, the date will not be postponed.

Example

To postponed the date in 3 weeks, enter 3 in Number and check Week.

  • On a specific date to select the specific date until which the date must be postponed.

Tip

To empty the date, check On a specific date then leave the date field empty.

4 Validate.

The dates are postponed.

Updating the information about the recurrence in order lines

DMF 020333 SALES SALES ORDERS UPDATE RECURRENCE

It is possible to update, in a row, the information about the recurrence in several order lines that have a recurrence and to directly see the implication of such a recurrence on lines dates.

1 From an order's Lines tab, select the lines of your choice.

Important

This feature is only available for lines that have a recurrence.

2 Right-click on the selection and click on Update recurrence for selected lines.
3 In the update window, make the necessary modification.
  • If you select a Periodicity other than Unique, then the fields in Recurrence information can be modified. Fields in Dates cannot be modified as they serve information purpose only: the dates are automatically updated based on the indicated recurrence information.
  • Unlike fields in Dates, if you select Unique in the Periodicity, the other fields in the Recurrence information can no more be modified. In this case, selected lines are no longer considered as recurring.
4 Click on Validate.

Recurrence information in selected lines are updated in the order.

Modifying multiple custom data

DMF

020327 SALES SALES ORDERS BATCH UPDATE

020314 SALES SALES ORDERS MODIFY VALIDATED SALES ORDER

020325 SALES SALES ORDERS MODIFY SALES ORDER SUBMITTED FOR APPROVAL

Prerequisite: The VEN_RUB_LIB management rule must be enabled.

Prerequisite: Custom data must be created (see Custom data).

Custom data can be modified on multiple objects or third parties at once.

1 Start a search and select the results to modify.
2 Right-click on the selection and click on Edit custom data.

The Modify custom data window opens.

3 Check the custom data to modify and enter the new value for each checked element.
4 Click on Validate.

Custom data are modified in the selected management objects.

Modifying the delivery or billing site
DMF

020335 SALES SALES ORDERS MODIFY DELIVERY SITE VALIDATED ORDER

020336 SALES SALES ORDERS MODIFY BILLING SITE VALIDATED ORDER

Prerequisite: The order must be Validated.

1 From the Header tab of the order > Customer and Addresses section:

  • Click on the icon > Change order address / Change billing address, or

  • go to Edit > Change addresses > Change order address / Change billing address.

2 If the order:
  • has not been turned into delivery, the delivery or billing site can be modified and the VAT will be recalculated.
  • has been turned into delivery, the delivery or billing site can be modified only if the new site is located in the same country as the previous site.
3 Click on Save.

The delivery or billing site is modified.