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
- New order
- Order details
- Additional order information, documents & attachments, and processing history
- Order lines
- Line-specific functions and processing history
- Order functions
- Order saving, printing, and sending
A new order can be created in the following ways:
- Sales > Orders > New order
- Using the Create new > Order function in the top bar
- From the "Latest orders" box in the customer view using the green plus
- Through product search, using the "Transfer selected to sales order" function at the bottom of the page
Creating and processing a new order requires edit rights to the Accounting section (Sales ledger) Order processing area. If the order is to be invoiced and the user wants to process the sales invoice as well, they need edit rights to the basic functions of the sales ledger.
New order
In the view, in addition to selecting the customer, you can enter the basic order information. This is also possible in the next view. Once a customer has been selected for the order and other necessary information has been filled in, select Save. A new customer can be added from the Enter new customer section.
When creating an offer, order, and sales invoice, a warning is displayed if delays have been observed in the customer's payment behavior:
- 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 compared to the 12-month reading (e.g., 0 days -> +14 days). Additionally, the customer must have at least one paid or credit loss invoice per quarter in the previous 12 months.
After saving, the order view opens, where the order details, order lines, and additional information are divided.
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 information. With the "Manage customer information" option, you can update the customer card information. If customer information is updated, the customer must be retrieved for the order again to update the information on the order being processed. Through the options at the end of the line, you can change the customer or update the customer's information if necessary.
Billing address - Information is updated from the customer's details.
Delivery address - Select the location through the search function or enter the address information manually.
Order number - By default, the next available order number. The number can be overwritten by entering the order number manually, after which subsequent order numbers will be generated sequentially from this point upward.
Delivery date - By default, the current day is offered here. The delivery date can also be added to the order line column "Delivery date
Delivery terms and method - Select the appropriate option from the dropdown menu. Options can be edited from Sales > Sales basic information and settings.
Seller - Select the seller through the search function. Sellers can be edited in Sales > Sales basic information 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 following 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 accounting 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, this can be changed on the offer (overriding the choice behind the customer) or selected during the offer creation phase.
Additional order information, documents & attachments, and processing history
Internal additional information - field can be used to enter a text-based comment related to the order, which does not print on the sent order.
Advance payments - shows payments directed to the order.
Documents related to the order - field links the offer and invoice number if such have been formed from the offer.
Order attachments - You can add all attachments either by dragging them to the order or by searching for the file on the computer. When adding an attachment, choose whether you want the attachment to be sent with the order. This setting can also be changed later. If the attachment is not intended to be sent with the order but serves as internal additional information, this is indicated by a separate notice (lock icon).
Latest shipping and status information - section shows the latest events. View full shipping and status history - link shows the Processing history (same as in the lower left corner of the view). Processing history shows all order events and changes made to the order. Processing history also records the creator and editor of the order. Comments added to the processing history are indicated 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. Sales basic information set standard texts before and after invoice lines use these same fields. If free text fields either print text from the customer's default information or information is entered when editing the order, the standard texts from the sales basic information do not print on the invoice. Both fields for text before and after invoice lines can hold 500 characters.
Perform selected - You can either delete or copy selected order lines
Show columns - menu allows you to select the columns to be displayed. By default, all columns are selected.
Calculation objects visible - selection shows or hides calculation objects on order lines.
Search billable product - Search for a product using product information or product code through the search function. First, previously sold products 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, meaning the order of the lines can be changed if there are multiple lines. The comment and subtotal line can also be moved in a similar way.
When the order is ready, it can be saved from 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 - Subtotal lines can be added between order lines to sum the lines above this line.
Add comment line - Adds a comment line that prints on the order.
Other line functions >
Add billing additions - Adds billing additions, which can be defined in Sales > Settings > Billing settings >
Add order lines from product list- Opens the product list, from which products can be checked to bring selected ones to the order
Add order lines with barcode reader - Opens a window where a barcode can be read
Sales invoice additions - section.
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. Comments added to the processing history are indicated 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 - menu opens different print formats. Clicking the print format opens the order 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 - option saves the changes made. A notice about unsaved changes appears in the image, which disappears after saving.
Send documents - Moves the order to the sending view. More about the sending process is explained here.
Process order - function 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.
Keywords: order, payment behavior, processing history, order lines, attachments, preview, printing, sending.
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