Processing

When you create any of these records, you can also print copies to send to your customer. You maintain customer records in the Sales Ledger. You can raise a sales order for any customer that is not 'on stop'. Using the Processing command you begin by retrieving the customer record for whom you want to carry out processing. The form provides a list window showing existing documents. Such documents will remain in the list until they are considered 'completed' transactions or deleted and subsequently cleared from your data files when you use the Sales Order Processing - Utilities - Reorganise or Invoicing - Utilities - Reorganise command.

Box	Description
Memo	An indicator that shows whether a memo has been created for the document.
Document	The internal reference pertaining to the record.
Doc Date	The date on which the document was posted.
Type	An indicator that shows the type of document.
Number	The number or reference of the record, such as the sales order number, invoice number and so on.
Date	The transaction date for the record.
Cust Ref.	A number or reference pertaining to the customer, such as their purchase order number.
Status	The record status, for example, printed, edited, and so on.
R	An indicator of the number of times the record has been printed.
Goods Value	The goods value of the record.
VAT Value	The VAT value of the record.
Total Value	The total value of the record.
Currency	The currency description associated with the record.
Rate	The exchange rate applicable at the time the record was created.
Goods	The foreign currency goods value of the record.
VAT	The foreign currency VAT value of the record.
Total	The foreign currency total record value.
Code	The currency code for the record.

Actions

The following commands are available on the Action menu, displayed when you click Action on the Processing form.

Use this command	To
View	View details of the record status, header, detail lines, totals, the customer account or turnover analysis. If you choose to view detail lines, the form displayed also includes an Action button with a View Memo command. You can use this to view the memo according to the document type (document, quote, order, and so on). You can also drill down by double-clicking a detail line which will show a Memo tab containing the delivery or invoice memo according to the progression status.
Print	Print a copy of the selected record.
Delete/Undelete	Delete or reinstate the currently selected record. The record is removed when you use the Reorganise command on the Utilities menu after which it cannot be reinstated.
New	Create a new sales order record for the customer. The system checks whether there is a valid VAT code for the customer and displays a message if one cannot be found. You can create new VAT codes in the System - Maintenance - VAT Processing command. You can decide whether you want to stop orders, deliveries and invoices being posted to a customer which is on-stop. Use the Stop Orders being processed when A/c is on Stop option on the Set Options form to do this.
Edit	Edit the details of the currently selected record.
Memo	Retrieve the memo associated with the record. You can change an existing memo or add one.
Progress	Progress a record from one stage to the current one. For example, you can convert a quotation to a sales order. The system checks whether there is a valid VAT code for the customer and displays a message if one cannot be found. You can create new VAT codes in the System - Maintenance - VAT Processing command. You can decide whether you want to stop orders, deliveries and invoices being posted to a customer which is on-stop. Use the Stop Orders being processed when A/c is on Stop option on the Set Options form to do this.
Find Document	Find a document to progress, regardless of the customer account currently selected.
Quote	Create a quotation record.
Proforma	Create a pro forma invoice record.
Order	Create a sales order record.
Delivery	Create a delivery note record.
Invoice	Create a sales invoice record.
Credit	Create a credit note record.
Document	Create a 'foundation' document record.
Status	View the status of all transactions associated with the customer.

Show All/Show Defined

The number of months up to which documents are listed in the grid on the Processing form is controlled by the setting of the Display Documents for Last..Months option on the Set Options form. This is based on your computer’s system date, so if you enter ‘3’ for this option, the grid will display only the last three months of documents for the currently selected customer. If you enter ‘6’, the last six months are displayed, and so on.

You can override this option by clicking the Show All button. All documents still on file for the selected customer will then appear, regardless of the setting on the Set Options form. Once selected, this command button is renamed to Show Defined. Clicking this will revert the list of documents in the grid to the limit imposed by the option setting.

First Entering Header or Details

If you have selected the Header Input First option on the Set Options form, you complete the boxes for a transaction 'header' before completing the detail lines when posting documents. If this option is not ticked, you enter the detail lines first.

Order Acknowledgements

Order acknowledgements may be produced for sales orders if the Acknowledgement Required option is selected on the Delivery Details form associated with the Customer form in the Sales module. If this option is selected, the application automatically displays the Publisher form for you to select the output destination options for the order acknowledgement when you first create a new order from the Processing form. Any selections on the Publisher form remain in force during the current order processing session except where customers are set up to use e-mail profiles as described below.

Sending Documents by Email

It is possible to send quotes, proforma invoices, order acknowledgements, delivery notes, invoices and credit notes to your customers by email rather than posting printed documents.

Steps to Set Up Email

Complete these steps to set up Opera for emailing documents:

	Task	Form	Form
1.	Enter the relevant email addresses for your order and account contacts in the E-Mail Address boxes. If you use Ledger and Invoice accounts you must also set up these accounts with email addresses.	Sales Ledger - Processing	Show ...
2.	Select the documents you want to email under E-Mail. If you use Ledger and Invoice accounts you must also select documents that can be emailed for these accounts.	Sales Ledger - Processing - Terms	Show ...
3.	Define your email profiles that will be used when the emails are sent.	System Manager - Maintenance - E-Mail Profiles	Show ...

Account Contact & Order Contact Email Addresses

Unless you use the facility in Opera to link your customer accounts to other accounts (Ledger accounts and Invoice accounts), the email addresses used are always the following:

Document	Email Address
Sales orders, delivery notes and quotes	Order contact
Invoices and proforma invoices, and credit notes	Account contact

Using Ledger & Invoice Accounts?

	Posting Account	Ledger Account	Invoice Account
Account Contact	Order Contact	Account Contact	Order Contact	Account Contact	Order Contact
Orders & Quotes	No	Yes	No	No	No	No	The order contact's email address on the posting account is always used, regardless of whether it is linked to other accounts.
Proforma Invoices	Yes	No	No	No	No	No	The account contact's email address on the posting account is always used, regardless of whether it is linked to other accounts.
Delivery notes	No	Yes 2	No	No	No	Yes 1	If the posting account is linked to an Invoice Account, that account's order contact email address is used. If the posting account is not linked to an Invoice Account, the order contact's email address on the posting account is used. If the posting account is linked to an Invoice Account but that account has not been set up with an email address for the order contact then the address on the posting account is used.
Invoices & credit notes	Yes c	No	Yes a	No	Yesb	No	The account contact's email address on the Ledger account is used if available. If the Ledger account does not have an email address, the Invoice account's account contact email address is used. If the Invoice account does not have an email address, the posting account's account email address is used.

Completing and Posting Documents

If you have completed your work on the current document and wish to post it and update the files, you click the Post command button on the detail lines form, if you have entered the header first, or the header form if you entered the detail lines first. Once posted, you can retrieve them for editing with the exception of invoices and credit notes. If you have selected the Confirm option on the Preferences form in the System module, a prompt will appear for you to confirm whether you want to update the files with the details of the document. If you click No, the header or details form reappears, the information is retained but no files are updated. If you click Yes, the files are updated with the details of the document.

While entering detail lines, you can return to the header form by pressing ESC. Entries you made on the detail lines form are retained. However, if you press ESC on the header form, a prompt appears asking if you want to abandon the record. If you are entering detail lines first, you can return to the details form by pressing ESC on the header form. Once a record has been stored, it is added to the documents list displayed for the customer.