This guide provides instructions on how to create and manage orders in Rackbeat. The guide covers creating, editing, sending, and transferring an order to Netvisor.

CONTENTS

Rackbeat's sales process is based on the chain offer - order - delivery - invoice. Each step is not mandatory, meaning the chain can start, for example, only from the order. 

The order is transferred to Netvisor when it is sent. The order goes to undelivered orders. When the order is delivered, the status is updated in Netvisor.

Creating an Order

  • Go to Sales > Orders

  • Click the Create New button in the top right corner.
  • Select a customer from the list (If you have multiple customers, you can press the Show more results button to see the entire customer list or search for the customer's name/customer number by typing in the field.) At the end of the list, there is a Create button if you want to create a new customer at this point.

  • Click the Create and Edit button, which opens the order editing view. 

Order View

Order numbering is always sequential, meaning the next order will always be one number larger than the order previously found in the program. The order numbering cannot be changed on the order. If orders have also been made in Netvisor, different number spaces must be considered to avoid overlapping order numbers.

Customer

The customer's address information comes from the customer's settings, but in the order view, you can still edit them. 

There may also be an added note behind the customer, which is visible immediately below the delivery address. The note can be opened by clicking the attention.

References

  • Our Reference field defaults to the order creator's information, but this can be changed.
  • In the Customer's Possible Discount Percentage section, you can change the discount percentage the customer receives for the entire order if desired. The default percentage comes from the customer information's discount percentage field.
  • For the Delivery Responsible, you can select someone from Rackbeat's user employee list.
  • Your Reference field information comes from the customer's settings. In the Additional Information section, you can provide additional information related to the order. The maximum length of the field is 80 characters. The text is visible in Netvisor's Internal Additional Information field, meaning it does not go with the invoice to the customer.

More fields for the order can be obtained by clicking the downward arrow button.  You can define payment terms and delivery terms for the order. You can decide whether to show the payment terms (including bank details) and any additional information fields created for the customer on the order printout. 

  • VAT Handling section affects the determination of the VAT percentage. By default, the selection is fetched from the customer's settings, but this can be changed on an order-by-order basis.
  • Layout = Which document layout is desired to be used.
  • Project = Which project the order is related to. Note! The information does not transfer to Netvisor but is only for internal use in Rackbeat. If there is a default accounting dimension behind the product or customer in Netvisor, the default dimension will automatically be included in the invoice and accounting voucher.
  • Attached PDF = Possible PDF attachment for the order.

Notes

With the help of the Title and Note fields, free-form text can be added to the order document.

Here you can also define the order date (by default, it is the current day) and the delivery date

Adding Product Lines

Adding a product line starts with the product line button. Product lines can be added to the order either one at a time or multiple by selecting the package product addition. From the product settings, you can choose which products belong to a specific package. Additionally, comment lines can be added to the order.

  • Select an existing product for the order from the Product field. At the end of the list, you can create a product if it has not yet been established. The product can still be priced again on the product line if desired, and the margin percentage is always visible. Similarly, the product's inventory status is visible. 
  • In the Quantity field, enter the number of pieces, how many products will be on the order. Price and inventory information come from the product's background, but these can still be edited at this point.

NOTE! A product with a negative quantity cannot be added to the order if the product is to be stored. However, this is possible on the invoice and must be done there if a negative line is desired on the invoice, which reduces the invoice amount. 

When the lines are ready, they are visible on the order's front page.

From the three dots button at the end of the product line, you can edit or delete the product line. 

The order of the lines can be changed by moving the mouse over the gray arrow icons and holding down the left mouse button, moving the line to the desired position. 

The Show PDF button shows the order in PDF format, and this can also be downloaded to the computer from the Download PDF button.

From the Confirm button, you send the order. 

The order can be sent by email. The view can still edit the shipping information and the recipient's address.

Once the order is confirmed, it is transferred to Netvisor. After sending, the order in question will appear in front of you. 

From the Shipping Attempts section, you can see more details about when the shipment occurred. 

At the top of the order, there is a functions -button, from which you can 

  • Download the order PDF file to the computer or send it again to the customer by email if necessary. The email is sent from [email protected] and this address cannot be changed.
  • Create an invoice
  • Create a delivery
  • Create a purchase
  • Create a production order or inventory transfer. 
  • Cancel the order
  • Delete the order completely.

If the order is canceled, it goes to archived. If the order is deleted, it cannot be retrieved anymore. If the order is confirmed and deleted, the order remains in Netvisor in the undelivered state. At this point, the numbering of orders will miss the deleted order number. 

If the order is confirmed and sent to the customer and needs to be edited, the order can be reopened through the three dots in the order list with the Reopen function.

Once the order is confirmed, the products on the order are visible as reserved in the inventory.

With the Show Lines button in the order list, the product lines of the order can be opened, giving you a quick view of what products are on each order.

Order Functions

Create Delivery

This confirms the order for sending. Select the order lines to be picked.

Create Purchase

With the Create Purchase function, purchase orders can be directly formed from the product lines of the sales order. More detailed instructions on purchase orders can be found in the Rackbeat Purchase Order Creation guide.

Create Production Order

With the Create Production Order function, you can form a production order if there are products on the sales order lines that are manufactured in-house. More detailed instructions can be found in the Rackbeat Production / Production Orders guide.

Create Inventory Transfer

With the Create Inventory Transfer function, you can transfer goods from one warehouse to another. More detailed instructions can be found in the Rackbeat Inventory Transfers guide.

Orders - List

Below are described the different statuses of a quote and order

Confirmed

  • Draft = Goods are not visible as reserved
  • Sent = Quote/order has been sent to the customer, and goods are visible as reserved in the warehouse

Delivered

  • Not Sent = Delivery lines have not yet been created
  • Ready to be Sent = Delivery lines in Rackbeat have been created, but the delivery to the customer has not yet been made
  • Delivered = Products have been delivered to the customer
  • Partially Delivered = Part of the order's products have been delivered, part undelivered

Invoiced

  • Not Invoiced = Invoice has not been formed
  • Invoiced = Invoice has been formed
  • Recorded = Invoice has been formed and transferred to Netvisor. The invoice still needs to be sent from Netvisor to the customer.

Order List Bulk Actions 

In Rackbeat, it is possible to perform actions on orders in bulk.

  • Combine into Delivery: If, for example, two orders from the same customer are selected, this function makes one shipment from these orders, i.e., combines the shipments of the orders. The selected orders must not be in the "Ready to be Sent" state. If any order is in this state, the bulk action turns gray. 
  • Change to Delivery: The selection makes shipments from the selected orders. The selected orders must not be in the "Ready to be Sent" state. If any order is in this state, the bulk action turns gray.
  • Create Backorder: The function creates backorders from the selected orders. The backorder cancels the order from which the backorder is being made and creates a new order with undelivered products. With the backorder, it should be noted that if part of the order has been delivered but not invoiced, after the backorder, this canceled order can no longer be invoiced. In this case, a manual invoice should be made for these delivered products before the backorder.
  • Change to Invoice: The function forms invoices from the selected orders. The orders must not be in the state Ready for Invoicing (in this case, invoice drafts have already been formed from the orders).
  • Create Purchase Proposal: If the product is out of stock, you can create a purchase order for the desired orders' products with this function. 
  • Create Consolidated Invoice: With this function, you can create a consolidated invoice from at least two orders from the same customer.
  • Delete: With this function, you can delete orders that are in the draft phase. 

NOTE! After the order is partially delivered, the order cannot be deleted/modified. If a change is desired for such an order, e.g., to the price of an undelivered line and a new order confirmation does not need to be sent, the undelivered/unpicked line should be picked, an invoice should be formed from the order, and the price should be modified on the invoice. If a partially delivered order is to be deleted without making an invoice from it, the order must be canceled. When part of the order is delivered, the already delivered quantity must be manually recorded back to the inventory. If the already delivered product is to be invoiced from a partially delivered order and the rest of the order is then canceled, an invoice must first be made for the delivered lines, and then the rest of the order is canceled. The cancellation must be done after the invoice creation because an already canceled order cannot be invoiced.

There is no separate sales commission for orders or invoices on the Rackbeat side, but if the name in the seller field is exactly the same as the seller information in Netvisor and there is a commission for the seller, this can be used. The Our Reference and Seller fields are read from the Rackbeat order and invoice, and if a Netvisor seller is found in them, this information goes to Netvisor, and the commission comes according to the seller information's commission percentage.

Construction Service Sales

The handling of reverse VAT for construction services is not directly in Rackbeat, but reverse VAT can be handled as follows

  • Set the tax handling to comy 0 behind the customer in Rackbeat, so VAT is not printed on the invoice
  • The correct price should be set behind the product. If the same product is to be used sometimes with VAT 24% and sometimes with reverse VAT, by default, Rackbeat uses the net price, but then a customer-specific price can be set for the construction service reverse VAT customer, where the price is entered without VAT portions. If it can be done at the customer group level (i.e., attach reverse construction service VAT customers to one customer group), a different price can also be set for the customer group.
  • Build a separate print layout for reverse VAT customers. The layout can be attached behind the customer or selected when entering an order under reverse VAT. For this layout, the Payment Terms field on the layout template can be used to record the reverse VAT tax text to be included in the order.
  • In Netvisor, reverse VAT tax texts are entered on the customer card, so when the invoice is transferred from Rackbeat to Netvisor, the VAT calculation and accounting entry VAT postings will be formed correctly in Netvisor. (example image below)
  • If the Payment Terms need to be visible and that field cannot be used, then the option is to add a fixed attachment to the layout template, where the tax text is always included by default.


Margin Calculation on Quote/Order

Margin calculation on a quote/order works according to the inventory valuation principle. For example, FIFO > When adding a product to a quote/order, and if the product has been acquired at several different purchase prices, the margin shows the corresponding purchase price/margin from which batch the goods would be sold according to the FIFO principle.

VAT Change 1.9.2024

If the company has open orders at the turn of August-September, the company must ensure that the events have the correct VAT rate. The VAT rate is managed in Rackbeat by product groups, which can be updated manually or with Excel to the correct VAT rates.


For open events: If the order is made with VAT 24%, and it is delivered but not yet invoiced. After delivery, change the VAT rate from 24 -> 25.5. The change does not reflect on the invoice. So the invoice goes according to the original order line. If the order is made with VAT 24%, and the VAT rate update is done from 24 -> 25.5. Then the product is retrieved again to the order line -> the new VAT is updated to the line. This applies if the order is a draft. The VAT percentage of a once-confirmed order line cannot be changed. So if a confirmed order is reopened for VAT rate change, the old line must be removed and then a new line added.


Keywords: Rackbeat order, creating an order, order view, order list


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