Tag Archive: SOP


Sage 200 has often lacked in its detail of Sales Order status, previously only offering ‘Live’, ‘On Hold’ or ‘Completed’. The status of ‘Live’ never gave enough detail for a user to easily identify where the order was within the Sales Order Process (was it Entered, Allocated, Despatched, Invoiced etc.) or what else was required to progress an order.

There is the Pipeline within the Sales Document Status Workspace enquiry, however this is limited as there is no ability to filter the information.

SalesOrderStatus_PipelineWorkspace

Sage 200c introduces the much-requested detail presented within the Sales Order List view.

The following new columns have been added to the Sales Order alongside the original ‘Document Status’ column:

SalesOrderStatus_SalesOrderListView

The table below lists the new column names along with the various statuses that may appear as the values…

Document Status This column presents an overall Order status as per previous versions.

Live: Some invoices or credit notes still need to be posted for the order.

Complete: Invoices and credit notes have been posted for the sales order, and the customer and nominal account balances have been updated.

On Hold: The order is on hold and so cannot currently be processed.

Ready for allocation Yes: Some items in the sales order have not yet been allocated.
Allocated Part: Only some of the items are allocated, but some items still need to be allocated. The items have not yet been despatched.

If you have chosen allocate stock automatically when items are entered on an order (set in SOP Settings), then it is useful to check for Part allocation to see when items were out of stock when the order was entered.

Full: All items in the order have been allocated. The items have not yet been despatched.

Once an item is partly or fully allocated, it will also be set as ready for despatch. The Allocated status returns to being blank once all the allocated items have been despatched.

Acknowledgement Note: This status only applies if you use have chosen to Print order acknowledgements for orders in SOP Settings.

Not printed: The order acknowledgement has not been printed. If you don’t use order acknowledgement, all orders will have this status.

Printed: The order acknowledgement has been printed.

Amended since last printed: The order acknowledgement has been printed, but the order has since been amended. The item can still be despatched.

Ready for despatch Yes: Some items in the sales order have been allocated and are ready to be despatched.

If none of the items in the order require despatch, this will be blank.

Despatched Part: Only some of the items have been despatched, but some items still need to be despatched.

Full: All items in the order have been despatched.

If none of the items in the order require despatch, this value will be blank.

Once an order is partly or fully despatched, you can print invoices for the items that have been despatched.

Ready for invoice printing Yes: Some items on the sales order have been despatched (or do not require despatch) and are ready to have invoices printed.
Invoiced Part: Only some of the items have been included in a printed invoice, but some items have not yet been invoiced.

Full: All items in the order have printed invoices.

Once an item is partly or fully invoiced, it can be posted. If an order is not fully posted, its Status will still be Live.

Cancelled Part: Only some of the items in the order have been cancelled, but not all the items. For example, an order may only be Part cancelled if some items have already been despatched, or if you have deleted items (and record cancelled order lines) but haven’t yet cancelled the order.

Full: All items in the order have been cancelled.

The standard list view functions remain for users to be able to choose which columns to display or hide by right-clicking on any column header, selecting Columns and then selecting or de-selecting the relevant column name.

SalesOrderStatus_ListViewColumnMenu

It is also possible to use the Filter option on the List view which now includes the new Columns.

SalesOrderStatus_ListViewFilter

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Sage 200 Extra and Sage 200 Extra Online 2016 have now been released. If you are considering updating or want further information send your details to sagemarketing@smithcooper.co.uk

Whilst it is not, perhaps, as drastic an update as the 2015 version, which had a whole change to the UI amongst other features. The 2016 version has some game changing additions with new integrations for payments.

There are also some nice additions from the wish lists and a new connector which integrates Sage 200 to stand alone Sage CRM (not Sage 200 CRM).

Below are some details of what’s new!

Sage Integrated Payments (SIPS)

Integration with Sage Payments allows for an easier and secure way to pay suppliers.

A Sage Payments account is a virtual wallet (e-wallet) similar to PayPal. You can add funds to your Sage Payments account and then use this to make payments directly from Sage 200.

NB. A Sage Payments account is required

Bank Feeds

Sage 200 is now able to use the Yodlee bank feed. This gathers information from your bank, and downloads bank transaction details for display in Sage 200 so you can match them to transactions in Sage 200, or create new transactions.

When you confirm the transactions as matched they are flagged ready for your next bank reconciliation.

NB. Subscription to Bank feeds is required.

Sage Pay – Get Paid Faster

Sage 200 now includes the Sage Pay ‘Get Paid Faster’ functionality.

If you are using Sage Pay, you can use the ‘Pay Now’ button on your layouts such as invoices, statements and chase letters that you send as PDF files by email.

When your customer opens the PDF attachment they can click the ‘Pay Now’ button to make a payment straight away through Sage Pay.

Commitment reporting

Commitment reporting allows you report on purchase orders as a committed cost before the order has been received or invoiced.

This makes it easier to view actual costs and committed costs to establish committed spend.

Report Category budget grouping

It is now possible to hold a budget against a reporting category which offers much more flexibility in assigning and reporting on budget areas.

New Bank Reconciliation screen

A new bank reconciliation screen has been introduced with a split screen view separating matched and unmatched transactions. This brings the functionality in line with that of Sage 50 and presents the information in a clearer way.

Create Return from Order

The ability to create a Sales Return from an existing Sales Order has been eagerly awaited for many versions gone by. It’s finally happened!

You can select a Sales Order then select ‘New Return from order’ which will populate the Return details.

Within the Sales Return screen you can also select Copy Order and the Return screen will be populated with the return data based on the selected Sales Order.

It makes it much quicker to enter a return and removes the need to re-key information but be aware there is no link created, it just copies the information.

Predictive text in Rapid Order Entry

On the Rapid Order Entry, predictive text is now available to filter the selection list of available stock items as the item is typed.

Override Negative Stock option (Rapid Order Entry)

When raising a Sales Order via Rapid Order Entry, it is now possible allow the stock to go in to a negative allocation if the required quantity is not available.

The Product Group now has a flag ‘Can over allocate stock’.

Stock Analysis Codes

Stock records have been extended to include 20 Analysis Codes. Report Categories still exist, but the analysis codes allow for further analysis in line with SOP/POP/ It is also possible to import these when importing item records.

Support for Barcodes

Stock records have been extended to include a Barcode. These can be imported as part of the Stock Item Import.

Limited Price Bands

My particular favourite!

New Price Bands can be created as ‘Limited’, allowing the customer to select which Stock items they want to add to a Price Band, rather than all stock items being added.

Time Limited Price Lists

Price Bands can be created as Limited or Universal.

Limited Price Bands can be flagged as Active and/or have ‘From’ and ‘To’ dates assigned.

This is great for promotional pricing.

API

An API has been included to offer better flexibility for development and integration to Sage 200 Extra.

CRM

A New connector integrates Sage 200 with Sage CRM. This allows data to be input in ‘real time’ reducing the synchronisation requirements.

Importantly what this will also allow is for upgrades of 200 and CRM to be run separately. This should hopefully make the upgrade requirements easier and more affordable.

 

**As with all new releases compatibility has been removed with for older versions of related Operating systems and linked applications.

Most noticeably is the removal of Citrix Xenapp.

By default invoices generated in SOP will post to the ledgers with the exchange rate entered against the Sales Order. This can be inaccurate, particularly if there is a long period of time between entering the Sales Order and producing the Sales Invoice. I have come accross a few of sites where they have not known it is in fact possible to to change the exchange rate at the point of printing an invoice. (This facility is available form v2010).

To be able to use an exchange rate at the point of producing the Sales Invoice, there are two settings to consider:

In Accounting System Manager > System Settings

On the Operational Settings tab there are two tick boxes within the Invoices and Credit Notes section.

  • Use exchange rates when printing invoices and credit notes – Selecting this will mean that SOP Invoices will use the exchange rate set within the Currencies and Exchange Rates table when being generated. An additional tab is displayed on the SOP Print Invoices screen. NB. Single and Period exchange rate settings will be applicable.
  • Edit exchange rates when printing invoices and credit notes – This is only available if the above setting is enabled. If this is also enabled, users are able to amend the exchange rate at the point of generating the invoice. NB. Amendability settings will be applicable.

SOP Print Invoices (Exchange Rates Tab)

Go to Sales Order Processing > Document Printing > Print Invoices

Select the Exchange Rates tab. This tab is only visible if the above setting ‘Use exchange rates when printing invoices and credit notes’ has been enabled.

To edit the exchange rate, the above setting ‘Edit exchange rates when printing invoices and credit notes’ needs to be enabled.

Period Exchange Rates

If the customer uses period exchange rates, the period exchange rate relevant to the entered invoice date is displayed.

If no period exchange rate has been set up for the entered invoice date, the invoice uses the exchange rate set in the most recent period. If no period exchange rates have been set up, the exchange rate is automatically set to 1.0000 (NB. There are screen prompts advising this)

Single Exchange Rates

If the customer uses a single exchange rate, the exchange rate set in the exchange rate table is used.

Amendable Exchange Rates

If the exchange rate is Amendable, you can edit the exchange rate on this tab before printing the invoice.

If the customer uses a single exchange rate, you can save the new rate to the exchange rate table when you print the invoice. If the customer uses a period exchange rate, the new rate is only applied to the invoices printed.

Considerations to be aware of:

  • If your SOP module is set to update stock at the point of despatch you should be aware that the Sales values on the stock transaction will not be updated with the invoice exchange rate. NB. this relates to Sales values and NOT Cost of Sales values.
  • If Intrastat reporting is used for Sales, then this will always use the exchange rate from the Sales Order.

I came across an interesting issue recently where a user was printing out a Pro Forma Invoice, but the details section was blank. This was happening even though the information showed on both the Pro Forma entry screens and the Preview of the Pro Forma Invoice print.

Having looked into various scenarios, such as the obvious Sage support checks (Standard layout, demo data, Different user etc.), I managed to find the problem related to how certain users were entering line details. The problem only occurred on Free Text Lines, however the users were Copying details from an Excel spreadsheet and Pasting them into the Line details.

There is obviously some sort of conflict with the formatting of Excel data which is preventing it from physically being printed out.

This problem will occur in all types of Order/Return Line entry, including amending the Item Line Description for a Standard Item Line. Therefore do NOT copy and paste from Excel

An issue has been found within both SOP and POP, where by an exception error is given when a user tries to amend an order that contains multiple lines and the user has re-sorted the lines by the ‘Complete’ column.

A hotfix has been released. This is only relevent to Sage 200 SP3.