Sales Orders
From aeonscope
Sales Orders are also known as Debtor Orders. They are the orders you receive from other Companies or People.
Contents |
Sales Orders Icons
New (Alt + N)
View (Alt + V)
Edit (Alt + E)
Costing (Alt + G)
History (Alt + S)
Reports (Alt + R)
Clear (Alt + C)
Save & Exit (Alt + X)
Cancel & Exit (Esc)
Search/Lookup (Alt + ↓)
Start/Go (alt + S)
Stop/Cancel Search
Preview (Alt + V)
Print (Alt + P)
Calendar
Reminders/Notes
Use to move forward and backward through multiple records
Export/Email - only available from the Order Preview window
Sales Orders Terminology
Sales Orders are also known as Debtor Orders. The following terminology is used:
- Debtor - a customer
- Debtor Code - the unique alpha-numeric code that refers to the customer within aeonscope
- Employee - a staff memeber of your company
- Site - the location work will be carried out
- Site Owner - the owner of the Site
- Department - a division of your company
- Client Order Number - an alpha-numeric code quoted by your customer for this sales order
Working with Sales Orders
Launch aeonscope from the 
icon in the system tray. Select Sales → Orders, or Debtors → Orders.
This will open the Debtors Orders window.
Locating an Existing Order
Click on the Search/Lookup button next to the Order Number field. This will open the Order Lookup Window.
Orders can be searched by the Employee who created the order, by Debtor (Customer), by Site (Location), Site Owner, Department, Client Order Number, Orders created during a specified time period (Ordered...),by Description, or by any combination of these. The search example above searches for all quotes created by a specific Employee during a month period.
Please refer to Searching/Lookup for instructions on how to search the aeonscope database effectively.
Doubleclicking on the Order in the list you wish to view or edit will return you to the Debtors Orders window with all the relevant feilds completed. After initiating a Search in this window you will notice that each result has a checkbox to the left. By placing checks in the checkbox you can elect to look at more than one Job at a time.
When you have selected the Jobs you wish to examine click on the button at the top of the window.
This will return you to the Jobs window. Notice how the buttons are now available. These buttons can be used to switch between the results you selected from the Lookup window.
You can now choose to View, Edit, look at Costing, History or Reports for this Order.
Creating a New Sales Order
Note: Customers must have an entry in the Contacts database, and be flagged as a Debtor before an Order can be created.
Use the Search/Lookup button next to the Debtor Code field to locate the Debtor you wish to create an Order for.
Please refer to Searching/Lookup for instructions on how to search the aeonscope database effectively.
With a Debtor specified in the Debtor Code the New and History buttons become available.
Click the New button to create a New Order. This will open the Debtor Order Entry Window.
- The Order Number is generated automaticaly by aeonscope in numerical order.
- The Debtor and Date Ordered fields will also be filled automatically, but can be changed if necessary.
- The Client Order Number will be supplied by the customer, they may refer to it as a Purchase Order Number, it is essentially the number that they will be using to track placing the order with your company.
- The Site is the physical location that the work wil be carried out at please refer to Debtor Sites for further information.
- The Ordered By field contains the name of the person who requested the Order, or the person who accepted the Quote if this Order is the result of a Quote.
- Person Responsible is the Employee from your company who is placing the Order.
- Department specifies the area within your company that will be handling the Order.
- The Comments field can be used for any additional information that may be relevant to the Order. Information in this field will be printed on the Order form.
Clicking on the coloured underlined field names will bring up a View window containing details relating to that field.
Debtor Order Lines
Debtor Order Lines contain the Items that are being ordered by your customer. To add an Order Line to the Order click on the Add button next to the Lines field. The Order Line Entry Window will appear.
Use the Search/Lookup ] button to search for the Item you wish to include in this Order. Only Resale Items, Scheduled Service and Work Centre Service Items may be included in an Order.
Please refer to Viewing and Editing Items for instructions on how to use the Item lookup window effectively.
Click OK to add the Item to the Order. This will open an Order Line Entry window that details the Item you are about to add. The information contained within the Order Line Entry window is taken from the Item template. You are free to modify the order as necessary. These changes will only effect the current Order, other Orders using this Item will not be effected.
- At the top of the Order Line Entry window is the Order Line Code. You can choose to add a prefix or suffix to this code if you wish. The first Order Line Code in an Order will be the same number as the Order Number. Each subsequent Order Line will have a suffix appended to that number. In the case of Scheduled Service and Work Centre Service Items these Order Line number will go on to become Job numbers.
- Change the Required date to reflect the needs of the customer.
- Qte/Est is an abbreviation for Quote/Estimate. If the price is guaranteed by your company flag the item as an Quote.
- Deadline can be marked as either Fixed or Flexible.
- Quantity the number of the Item requested. Usually a Scheduled Service or Work Centre Item will only be a quantity of 1, Resale Items are more often ordered in multiples.
- The Splits button is used to allocated amounts specified in the Order to the relevant account codes. This information will be helpful when you create the Invoice for this Order.
Click OK to add the Item to the Order. Repeat these steps for each Item.
Editing Debtor Order Lines
Occasionally and Order Line will need to be changed after an Order has been created. Perhaps your customer has requested an increase in quantity, or a change in timeframe; perhaps your supplier cannot provide the materials until a later date. Whenever a change is made to an Order Line, the Variations 
button will become active, and an Order Line Variation window will prompt you for a reason the change was made before the Order Line can be saved.
Debtor Sites
The Debtor Order form has a unique Site Entry capability, to allow you to add sites as you create an Order. The Site Entry windows search for all the existing Sites in your database to safeguard against the accidental duplication of Site records.
If the Search/Lookup located next to the Site field does not list the Site you are creating the Order for, click on the Add button to the right of the Site field to add a new Site.
This opens the Debtor Site Entry window.
Enter the Lot Number/ Street Number or Other identifying details of the Site (eg: Sydney Cricket Grounds; Hundred of Noarlunga). Click on the Edit Street Address button in the Street section. This will open the Site Address window.
Enter the Street, Suburb and State of the Site. If the Site is on a corner, checking the Corner box will allow you to enter the cross street name.
If a record of the street already exists within your aeonscope database (as is the case in the example above) the Street Address title will change to green and the OK button will be available. Click on OK to return to the Debtor Site Entry window. Click OK again to return to the Sales Order.
If a record of the street address does not exist in your database the OK button will remain inactive, as in the example below.
To add the streets Click on the Add button. This will open the Street Entry window. The fields will automatically have the information you have already typed into the Site Entry window. If the information is all correct, click the OK button to add the street to the database and close the window.
This will return you to the Site Address window. The Council will be completed automatically based on the suburb selected in the Suburb field. (If the Council required is not available, please refer to Debtor Sites)The OK button should now be available. Click OK to return to the Debtor Order window to complete the Order.
Printing a Sales Order
Whenever you finish or edit an Order and click the OK button on the Debtor Order window to save the changes, a Print dialogue box will appear:
Clicking Yes will send the document directly to your default printer.
Previewing a Sales Order
Locate the Order in the Sales Orders window, then Click on the VIew button. A Debtor Order View window will open.
Click on the Preview button to open the Order in a Prieview window. This window will display the document on screen exactly as it will print.
The Preview window gives you the option of Printing or Exporting the sales order using the Print 
or Export buttons at the top of the window. When Exporting the data from the preview it is possible to select between exporting directly to a spreadsheet program such as Excel, or as a comma deperated file (CSV).
Invoicing a Sales Order
To create an Invoice for payment of the Order you have created, please refer to the pages on Debtors (Accounts Receivable)
Order History
The History button on the Debtors Order window enables you to see the finanical history of the Order. Results are listed chronologically with the most recent activity at the top.
Reports
An inbuilt Reporting function is available from the Debtor Orders window via the Reports button. Unlike most of the other Sales/Debtor options, this functionality is available whether or not you have specified a Debtor or Order number in the Debtors Order window.
The type of information contained in a Report is controlled by the options selected in the Order Summary Report window. At a minimum you must select one option from the Report section, one option from the Select Orders By section and key in the Date range or Order Number range you wish to limit the report to.
- Report Orders will create a detailed report that includes dates, averages, orders per day.
- Summary by Debtor reports generates a concise list of the activity in the time period requested. Each Debtor is given a single line which containg total amounts or orders, value, and averages.
- Summary By WC is also a concise report. It details the activity for each Work Centre in your company.
- Order Date allows you to specify a date range. Please refer to Date Fields for instructions on using shortcuts for dates and date ranges.
- Order Number... can be used to create a report detailing a range of Order Numbers.
The Reduce By section of the Reports window allows you to be even more specific with your reports.
- Debtors can be used to create a list of Debtors to create the report on.
- Work Centres option will narrow the report to only the Work Centres specified in this field.
These last two fields have an unusal list ability which can be accssed via the button. This function lets you create a list of either Debtors or Work Centers to include in your Report. Clicking on the button will open the List of Debtors / List of Work Centers window.
While the layout of this window is different to most aeonscope windows, the function of the buttons is much the same. Use the Search/Lookup button to open a Lookup window to browse through the database. Double click on the debtor or Work Center from the Lookup list to add the record number into the List of Debtors/List of Work Centers window. Click on the Add button to add that record to the list. Continue on this fashion until you have completed the list of Debtors or Work Centres you wish to base your Report on.
Click the OK when you list in complete. The Debtor number corresponding to the Debtors in your list will be added to the Debtors field. If you have netered a code in either the Reduce by -> Debtors, or Reduce By -> Work Centres fields, the list view will identify the ambiguous codes:
To find the correct code for the company, highlight the ambiguous or incorrect code in the top window and click the 
button, this will open the List of Debtors window, where you can use the Search/Lookup to locate the correct code.
To remove an incorrect code, highlight the name in the list and then click the Delete 
button.
