This user guide provides instructions on how to create and manage new orders in the Netvisor system. The guide covers entering basic order information, order lines, and saving, printing, and sending orders. Additionally, it addresses reviewing the processing history.

Offer and order processing is available with Professional or Premium packages. The package can be updated if necessary  in the Netvisor Store.

CONTENT

You can open the view or perform the function by selecting Sales > Orders > New order.

A new order can be created in the following ways:

  • Select Sales > Orders > New order.
  • Select Create new > Order from the top bar.
  • Select the green plus button in the "Latest orders" box in the customer view.
  • Search for products via Product search and select "Transfer selected to sales order" at the bottom of the page.

Creating and processing a new order requires edit rights to the Accounting section (Accounts receivable) Order processing area. If the order is to be invoiced and the user wants to process the sales invoice as well, make sure the user has edit rights to the basic functions of accounts receivable.

New order

The view shows the customer selection and the input fields for the basic order information. Basic data can also be entered in the next view.

  • Select a customer for the order.
  • Enter the other necessary basic data for the order.
  • Select Save after entering the information.
  • Select Enter new customer if you want to add a new customer.

When creating an offer, order, and sales invoice, a warning is displayed if delays have been observed in the customer's payment behavior. The warning is shown when:

  • The customer's payment date relative to the due date over 12 months is at least +30 days.
  • The customer's payment date relative to the due date over 3 months is at least +14 days higher than the 12‑month reading (for example, 0 days -> +14 days).
  • The customer has at least one paid or credit loss invoice per quarter during the previous 12 months.

After saving, the order view opens, where the order details, order lines, and additional information are shown in their own sections.

Order details

Pre-selected orders from the sales order list can be browsed using the browsing function (arrows forward and backward).

  • Customer – By clicking the customer's name, you can preview the customer card. With the "Manage customer information" option, you can update the customer card information. When you update customer information, retrieve the customer to the order again so that the information is updated on the order being processed. With the options at the end of the row, you can change the customer or update the customer's information.
  • Billing address – The billing address is updated from the customer information.
  • Delivery address – Select the place of business via the search function or enter the delivery address manually.
  • Order number – By default, the next available order number is shown. You can overwrite the number by entering the order number manually. After this, subsequent order numbers will be generated sequentially upward from this number.
  • Delivery date – By default, the current date is shown. The Delivery date can also be added per order line in the "Delivery date" column.
  • Delivery terms and method – Select the appropriate option from the dropdown menu. Options can be edited by selecting Sales > Sales basic data and settings.
  • Seller – Select the seller via the search function. Sellers can be edited by selecting Sales > Sales basic data and settings.
  • Currency – If the order is to be made in a currency other than euros, select the correct currency from the list. The rate shown after the currency is the rate at the time of the previous day's ECB retrieval. The rate is retrieved once a day at around 17:15. The bookkeeping currency in Netvisor is always the euro.
  • Tax processing – Tax processing can be predefined in the customer information, in the customer's additional information editing tab under tax processing. If necessary, you can change the tax processing on the offer, in which case the selection overrides the tax processing defined for the customer, or select the tax processing each time when creating the offer.

Additional order information, documents & attachments, and processing history

  • Internal additional information – The field can be used to enter a text-based comment related to the order. The comment is not printed on the sent order.
  • Advance payments – The view shows payments directed to the order.
  • Documents related to the order – The field links the offer and invoice number if an order and invoice have been created from the offer.
  • Order attachments – You can add attachments by dragging them to the order or by searching for the file on the computer. When adding an attachment, choose whether the attachment is sent with the order. You can also change this setting later. When the attachment is not intended to be sent with the order but serves, for example, as internal additional information, a separate notice (lock icon) is shown in the view.
  • Latest shipping and status information – This section shows the latest events for the order. The View full shipping and status history link opens the Processing history (the same view as in the lower left corner of the order view). Processing history shows all order events and changes made to the order. Processing history also records the creator and editor of the order. The number of comments added to the processing history is shown by a counter next to the link.

Order lines

  • Text before and after order lines – Fields can be used to enter free text that appears on the respective order. The standard texts before and after invoice lines set in Sales basic data use these same fields. When the free text fields print text from the customer's default information or information is entered into them when editing the order, the standard texts from the sales basic data are not printed on the invoice. Both fields for text before and after invoice lines can hold 500 characters.
  • Perform selected – You can delete or copy the selected order lines.
  • Show columns – The menu allows you to select the columns to be displayed. By default, all columns are selected.
  • Calculation objects visible – Depending on the selection, calculation objects are either shown or hidden on order lines.
  • Search billable product – Search for a product using product information or product code through the search function. First, products previously sold to the customer are shown, followed by all products.

The left side of the order line has three dots that allow the line to be dragged up or down. The order of the lines can be changed when there are multiple lines. The comment line and subtotal line can also be moved in a similar way.

When the order is ready, you can save it by selecting Save order.

Line-specific functions and processing history

If desired, a subtotal line, comment line, and billing additions can be added to the order with separate functions.

  • Add order line – Adds a new empty order line.
  • Add subtotal line – Adds a subtotal line between order lines, which sums the lines above this line.
  • Add comment line – Adds a comment line that prints on the order.

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  • Add billing additions – Adds billing additions, which can be defined by selecting Sales > Settings > Billing settings > Sales invoice additions section.
  • Add order lines from product list – Opens the product list. Select products by ticking them and bring the selected products to the order.
  • Add order lines with barcode reader – Opens a window where you can read a barcode.
  • Create new product – Detailed instructions for creating a product can be found on its own instruction page.
  • Processing history – Shows order events and changes made to the order. Processing history also records the creator and editor of the order. The number of comments added to the processing history is shown by a counter next to the link.

Order functions

Order functions menu contains the functions shown in the image.

Order saving, printing, and sending

  • Preview – Opens the order in preview mode.
  • Print – Opens a menu where you can select different print formats. Select the print format, and the order opens in PDF format.

The order can be printed in different formats:

  • Order
  • Order + bank transfer
  • Dispatch note (Default): Barcodes are printed if one is saved for the product.
  • Dispatch note with prices: Barcodes are printed if one is saved for the product.
  • Dispatch note with prices (gross): Gross unit price is in its own column on the printout in addition to the VAT-free unit price.
  • Pro forma: Used, for example, for customs clearance. Pro forma is a "pseudo-invoice" showing the value of the goods.
  • Modified dispatch note template
  • Modified order template
  • Modified offer template
  • Pro forma (export): Customs code and product description are printed if these are saved for the product.
  • Picking list
  • Save order – Saves the changes made. When there are unsaved changes on the order, a notice is shown in the view, which disappears after saving.
  • Send documents – Moves the order to the sending view. More about the sending process is explained here.
  • Process order – Moves the order to the processing view. More about order processing is explained here.

Netvisor's offer, order, and invoice template is standard in terms of fields, and no changes or customer-specific customization can be made to the template.

Frequently asked questions

Question: How do I create a new order in Netvisor?

Answer: You can create a new order by selecting Sales > Orders > New order, using the Create new > Order function in the top bar, using the green plus in the "Latest orders" box in the customer view, or by transferring products via Product search with the "Transfer selected to sales order" function.

Question: What rights do I need to create and invoice an order?

Answer: Creating and processing an order requires edit rights to the Accounting section (Accounts receivable) Order processing area. If you want to invoice the order and process the sales invoice, you also need edit rights to the basic functions of accounts receivable.

Question: How do I add attachments to an order and prevent them from being sent to the customer?

Answer: You can add attachments by dragging them to the order or by searching for the file on the computer in the Order attachments section. When adding an attachment, choose whether the attachment is sent with the order. When the attachment is not intended to be sent with the order, it serves as internal additional information and a lock icon is shown in the view.

Question: How do I check the processing history of an order?

Answer: You can open the processing history in the Additional order information section by selecting "View full shipping and status history" or by using the Processing history function in the line-specific functions. Processing history shows order events, changes, and the creator and editor of the order.

Question: In what formats can I print the order?

Answer: You can print the order as an order, as order + bank transfer, as a dispatch note (also with prices and gross prices), as a Pro forma document (also for export), as a picking list, and with modified dispatch note, order, and offer templates.

Question: Can I edit the fields of the Netvisor order template?

Answer: You cannot edit the fields of the Netvisor offer, order, and invoice template, as the template is standard and no customer-specific customization can be made to the fields.

Keywords: order, payment behavior, processing history, order lines, attachments, preview, printing, sending.

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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