An order form can be created in 2 ways:
From an existing quotation.
see the article: "How to transform a quote into an invoice?"
Create an order form directly for a future or existing customer.
The creation of an order form is done in several steps
Create a new order form
Go to the "Documents" menu
Open the "Order forms" submenu
Click on "+ ".
Select the recipient
Select the customer in the "Who is the recipient?":
by selecting it from the drop-down list of existing customers from the customer portfolio
or by creating a new customer. The same form for creating a new customer then appears
If necessary, change the billing method
see the article : "How do I set up an including tax invoice?"
Modify if necessary the pre-filled information concerning the document configuration
Select the creation and expiry date of the order form
Enter the subject of the order form if necessary
Validate the information entered by clicking on "Next".
Add products and format the order form
Select the product and/or service to be ordered from the previously created catalogue.
If necessary, modify the label, description, unit price of the product, the quantity and the discount rate to be applied. The VAT rate of the product is then taken from the product base.
If necessary, it is possible to modify the VAT rate of the product directly on the document.To do so, you just have to modify the "VAT type" field:
Click on the pencil next to "VAT type" in the "Configuration" widget,
Select “Custom” .
Click on "Save"
Select the VAT rate to be used by default on the document, then click on "Save".
Thus, for any new line, the selected VAT rate will be applied.
Warning: the lines already created on the document will not be modified. You must then manually modify the VAT rate on each item line if necessary.
The available VAT rates are configured in the application settings and managed by the accounting firm.
If necessary, adjust the amount (including or excluding VAT, depending on the billing method chosen) of the billing line. The discount rate is then automatically recalculated.
Example: to round up the amount calculated following a discount
Before adjustment
After adjustment
Possibly change the sales unit
Example: an item such as labour that is normally invoiced by the hour can be invoiced at a flat rate
Before adjustment
After adjustment
Compose the order form by adding :
Products by clicking in the "Reference" field
Sub-total lines
Titles (free text centred in the body of the document)
Comments (free text in italics)
Shipping costs
Packing costs
Page breaks (switch to a new page)
Line breaks (inserts an empty line to space out the elements
It is possible to change the order of the elements using the button
and/or delete an element using the basket
Click on “Save”
Once saved, the order form will be in "draft" status and it will then be possible to retrieve it through the "Order forms" menu
It is also possible to duplicate or delete the draft created.
Once the order form is in draft form, it is possible to modify all the elements of it, the payment information, the visibility of the legal notices and the choice of attachments.
Generate the order form
Once you have checked your draft and modified it if necessary, click on "Generate".
In the "Produced" state, it is still possible to modify the layout, the payment information, the visibility of legal notices and the choice of attachments. |
Once the quote is produced, the following actions are available:
“Send by email” : Sending to the customer's e-mail address (e-mail address corresponding to the one entered in the customer file).
The body of the email can be personalised, the quote is attached to the email with the possibility of being copied on the email.“Preview” : View the PDF version of the document produced.
“Download” : Save the document on the user's workstation.
“Duplicate” : Create a copy of the quote. This will be created automatically as a "draft", so it can be modified entirely.
"Send a reminder" : allows the customer to be reminded if there is no response before the end of the quote's validity date.
Once the customer has respond, it will be possible to :
“Accept” : Validates the quote. It will then be possible to transform it into a purchase order, a delivery order, a deposit invoice and/or an invoice.
“Refuse” : Saves the quote in the history, it can be accepted later in case the expiry date is not reached.
“Cancel” : Cancels the quote from the commercial management. It can be retrieved using the search function, and can be put back into production if necessary.
Cancel, accept or refuse the quotation
Click on “Accept”
As the quotation is "Accepted", it is no longer possible to modify it.
It can be transformed into an order form, delivery order, deposit invoice or invoice.see the article : "How to transform a quotation into an invoice?"
