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Product Integration in Sage: The guide!

Product Integration

The only Product integration in sage between your product files and the nominal ledger occurs when the net value of the product is posted to the sales and nominal ledgers when the invoice is updated to the ledgers.It is necessary to manually post opening and closing stock values via journal entries at the end of each month. At the month's end, after you have cleared your stock files, use the Nominal Ledger Journal Entries option to transfer the value of the stock from the balance sheet stock account to the opening stock account for the profit and loss account. Then, you post the closing stock to the balance sheet and profit and loss account. Tip: Use Sterling's Stock Valuation Report to find the value of the stock to be transferred.

Invoicing

Whenever you enter a product code on a product invoice or credit note, Sterling will enter for you details taken from the product record such as description and unit price. Note: you can change any of these details specifically for the invoice or credit note you are creating, but any changes that you make do not affect any other invoice or credit note and are not saved back to the product record.When you update the ledgers with these product invoice and credit note details, Sterling automatically updates your stock levels for you, unless it has a product code of S1, S2, or M, or you have indicated on the product record that you want to `ignore stock levels'.

Sales Orders

Whenever you enter a product code on a sales order, Sterling automatically enters for you details which are taken from the product record such as description and unit price. Note: you can change any of these details specifically for the sales order you are creating, but any changes that you make do not affect any other order and are not saved back to the product record.Sterling automatically updates your allocated, free stock and in stock levels throughout Sales Order Processing, i.e., when you allocate stock to an order, and when you dispatch it.

Purchase Orders

Whenever you enter a product code on a purchase order, Sterling automatically enters for you details which are taken from the product record such as description and cost price. Note: you can change any of these details specifically for the purchase order you are creating, but the only change that is saved back to the product record is the cost price. This becomes the new `cost price' on the product record.Sterling automatically updates you on order and in stock levels throughout Purchase Order Processing, i.e., when you put an order `on order', and then when you record a delivery.

Sage’s Month End

When you run your month end, you have the option to clear your stock files. Clearing your stock files removes all the information from your stock history records.

Creating Sales Orders

Use the Sales Order Entry option to create the sales orders to send to your customers for the products you are supplying.

Entering Sales Order Details

Used to enter details for new sales orders and edit existing ones.
  1. Choose the Sales Order Entry option from the Sales Orders toolbar.
  2. In the boxes provided, enter the following order header details.
Order NoThe first time you create a sales order, the number displayed will be 1, but you can alter this if you wish.Order DateToday's date is entered for you automatically, but you can change this if necessary.A/C RefEnter customer account for the order.
  1. Enter the product items you have sold, one line of the order per product, entering the details as follows:
Product CodeEnter a product code that you have previously created using the Products option. of the sales order.DescriptionThe description of your product is entered here automatically from the Product Record screen, but you can change this if required.QtyEnter the quantity of stock you have sold.
  1. If you wish, you can enter special one-off details against each sales order item, e.g., comments, discounts to be applied, and changes to the unit price or quantity.
  2. On the Main tab dialog, the Qty, Net and VAT boxes are automatically calculated for you using the sale price of the product (including any discount) and the quantity you entered for the order.
  3. To complete your sales order, you may also need to enter: Delivery details; and Carriage costs, settlement terms, and analysis details
  1. To exit the Sales Order window, choose the Close button.

Entering Sales Order Details (Order Tab)

Use the Order Details tab dialog to enter or amend the delivery details which are applicable to this sales order.
  1. Choose the Order Details tab from the Sales Order window.
  2. In the boxes provided in the Order Details area, enter or edit the following details:
Delivery AddressIf you have already entered a delivery address on the Customer Record, it will appear here.Customers Order No.Key in you customer's order no.  here.Customer Tel No.The customers phone numbers appearCustomer Contact. The contact person’s name will be displayed here.Order Taken By. You key in the individual who took the order/s.
  1. The boxes in the Order Status area show the following details:
Due DispatchYou can enter an estimated dispatch date for the sales order here, if you wish.Invoice No.Sage automatically enters this for you, when it creates the product invoice for this order. The invoice is created when you dispatch stock for this order, or when you choose the Complete button from the Sales Order dialog box.AllocationWhen you allocate stock to this sales order, Sterling automatically enters the allocation status of the order here.DispatchThis shows the dispatch status of the order when you dispatch the products for this order.You have now completed the order details for your sales order.
  1. To exit the Sales Order window, choose the Close button.

Entering Sales Order Footer Details

Use the Footer Details tab dialog to enter any carriage charges which are applicable to this sales order. You can also enter or amend any settlement terms here and add any analysis conditions that you wish to apply to all of the items listed on the order.
  1. Choose the Footer Details tab from the Sales Order window.
  2. In the boxes provided, enter the following Carriage charges (or leave blank if you are not charging for carriage).

Net: T/C: VAT

N/CEnter the account reference for the nominal code to which the carriage value will be analyzed.DeptIf you wish to analyze the carriage to a department, select the required department from the drop-down list.
  1. In the boxes provided, enter the following Settlement Terms (or leave blank if not applicable).
DaysEnter the number of days during which early settlement discount applies to this sales order, if any.Discount %Enter the percentage of settlement discount that you wish to offer in this box.TotalThis amount is the gross value of items (i.e., net plus VAT), excluding any carriage costs and is shown on the sales order itself.
  1. In the boxes provided, enter any conditions you wish to apply globally, i.e., to all of the items listed on the sales order.

N/C: Details: Tax Code: Department

  1. You have the choice of sending your sales order directly to the printer, dispatching it straight away, or saving it for later printing, allocating and dispatching.
  2. To exit without saving choose the Close button.

Dispatching Orders Straight away

  1. When you have entered all the sales order details, choose the Complete button from the Sales Order window.
  2. If you want to continue, choose the Yes button, or to cancel choose No.

The Adjustments That Are Made

Sage automatically makes the following adjustments for each product on the order you dispatched.The `In Stock' level is decreased by the quantity of the dispatch.A GO (Goods Out) adjustment is made for the quantity of the dispatch.The `Dispatched' status of the order on the Sales Orders window shows either Complete or Part, depending on whether or not the order has been fully dispatched.Sage also creates a product invoice for the order.

Printing Sales Orders

  1. Select the sales order(s) you wish to print from the Sales Orders window.
  2. Choose the Print Sales Orders button.
  3. Select the layout you require for your sales orders from the Layout list box.
  4. Indicate the output you require by selecting one of the Option buttons provided: Printer, Preview or File.
  5. Choose the Run button to print your sales order(s).

Sales Order Processing Reports

  1. Select from the Sales Orders window list box the sales orders you wish to report on.
  2. Choose the Reports button from the Sales Orders window toolbar.
  3. Select the report you require from the Sales Orders Processing Reports window list box.
  4. Indicate the report output you require by selecting one of the Option buttons provided: Printer, Preview or File.
  5. Choose the Run button to generate the report.

Creating Purchases Orders

Use the Purchases Order Entry option to create the Purchases orders to send to your customers for the products you are supplying.Used to enter details for new Purchases orders and edit existing ones.
  1. Choose the Purchases Order Entry option from the Purchases Orders toolbar.
  2. In the boxes provided, enter the following order header details.
Order NoThe first time you create a Purchases order, the number displayed will be 1, but you can alter this if you wish.Order DateToday's date is entered for you automatically, but you can change this if necessary.A/C Ref Enter customer account for the order.
  1. Enter the product items you have sold, one line of the order per product, entering the details as follows:
Product CodeEnter a product code that you have previously created using the Products option. of the Purchases order.DescriptionThe description of your product is entered here automatically from the Product Record screen, but you can change this if required.QtyEnter the quantity of stock you have sold.
  1. If you wish, you can enter special one-off details against each Purchases order item, e.g., comments, discounts to be applied, and changes to the unit price or quantity.
  2. On the Main tab dialog, the Qty, Net and VAT boxes are automatically calculated for you using the Purchase price of the product (including any discount) and the quantity you entered for the order.
  3. To complete your Purchases order, you may also need to enter:
Delivery details; and Carriage costs, settlement terms, and analysis details
  1. To exit the Purchases Order window, choose the Close button.

Entering Purchase Order Details (Order Tab)

Use the Order Details tab dialog to enter or amend the delivery details which are applicable to this Purchases order.
  1. Choose the Order Details tab from the Purchases Order window.
  2. In the provided boxes appearing in the order details area, enter or edit the following details:
Delivery AddressIf you have already entered a delivery address on the Customer Record, it will appear here.Customer Order No.Enter you customer's order number here.Customer Phone No.The customer's phone no. will appear hereCustomer Contact The name of the person you set up as the contact on the Customer Record appears here automatically.Order Taken ByEnter the name of the person who took the order here.NotesEnter up to three lines of notes here, which will relate to the whole order, for example to record any special delivery requirements.
  1. The boxes in the Order Status area show the following details:
Due DispatchYou can enter an estimated dispatch date for the Purchases order here, if you wish.Invoice No.Sterling automatically enters this for you, when it creates the product invoice for this order. The invoice is created when you dispatch stock for this order, or when you choose the Complete button from the Purchases Order dialog box.AllocationWhen you allocate stock to this Purchases order, Sterling automatically enters the allocation status of the order here.DispatchThis shows the dispatch status of the order when you dispatch the products for this order.You have now completed the order details for your Purchases order.4. To exit the Purchases Order window choose the Close button.

Entering Purchase Order Footer Details

Use the Footer Details tab dialog to enter any carriage charges which are applicable to this Purchases order. You can also enter or amend any settlement terms here and add any analysis conditions that you wish to apply to all of the items listed on the order.
  1. Choose the Footer Details tab from the Purchases Order window.
  2. In the boxes provided, enter the following Carriage charges (or leave blank if you are not charging for carriage).

Net: T/C: VAT

N/C: Enter the account reference for the nominal code to which the carriage value will be analyzed.

Dept:  If you wish to analyze the carriage to a department, select the required department from the drop-down list.

  1. In the boxes provided, enter the following Settlement Terms (or leave blank if not applicable).
DaysEnter the number of days during which early settlement discount applies to this Purchases order, if any.Discount %Enter the percentage of settlement discount that you wish to offer in this box.TotalThis amount is the gross value of items (i.e., net plus VAT), excluding any carriage costs and is shown on the Purchases order itself.
  1. In the boxes provided, enter any conditions you wish to apply globally, i.e., to all of the items listed on the Purchases order.

N/C: Details: Tax Code: Department

  1. You have the choice of sending your Purchases order directly to the printer, dispatching it straight away, or saving it for later printing, allocating and dispatching.
  2. To exit without saving choose the Close button.

Dispatching Orders Straight Away

  1. When you have entered all the Purchases order details, choose the Complete button from the Purchases Order window.
  2. If you want to continue, choose the Yes button, or to cancel choose No.

The Adjustments That Are Made

Sage automatically makes the following adjustments for each product on the order you dispatched.In Stock levels are decreased by quantity of dispatchGoods Out (GO) is adjusted depending on the dispatch quantity.The `Dispatched' status of the order on the Purchases Orders window shows either Complete or Part, depending on whether or not the order has been fully dispatched.Sterling also creates a product invoice for the order.

Printing Purchase Order

  1. Select the Purchases order(s) you wish to print from the Purchases Orders window.
  2. Choose the Print Purchases Orders button.
  3. Select the layout you require for your Purchases orders from the Layout list box.
  4. Indicate the output you require by selecting one of the Option buttons provided: Printer, Preview or File.
  5. Choose the Run button to print your Purchases order(s).

Purchases Order Processing Reports

  1. Select from the Purchases Orders window list box the Purchases orders you wish to report on.
  2. Choose the Reports button from the Purchases Orders window toolbar.
  3. Select the report you require from the Purchases Orders Processing Reports window list box.
  4. Indicate the report output you require by selecting one of the Option buttons provided: Printer, Preview or File.
More reading: How to set up defaults in SAGE
PreviousInvoice and Sales orders: Full guide in Sage
NextUpdating Ledgers in Sage: The guide!

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