The purpose of this article is to explain how Sales Orders (SO) work in Sage 50 Accounts Professional and to highlight a common issue online retailers frequently encounter when configuring Tradebox to create SO in Sage 50 Pro.
Where stock control is required in Sage, Tradebox would always recommend configuring Tradebox to create Product Invoices rather than Sales Orders unless there is a compelling reason why a SO is required rather than a Product Invoice. The is because the Sales Order Processing routine in Sage is NOT ideal for users that need to account for numerous sales, such as an online retailer.
Where a Product Invoice is chosen the routine is pretty straight forward. Tradebox creates the invoice un-posted in the Sage Invoice List.
Product Invoice process
Tradebox creates the Product Invoice un-posted in the Sage Invoice List. When the invoice is manually posted the following occurs:
- The stock quantities in the Sage product record(s) are decremented by the quantity on the Product invoice.
- The cost of the Sales Invoice (SI) is allocated against the Customer Record, as an outstanding debt.
- Different financial elements of the invoice are posted against different nominal records on the ledgers.
- A Sales Receipt (SR) is posted to the nominated Sage bank to record the transaction in and also allocated against the Customer Record which will remove the outstanding balance created by the Sales Invoice (SI).
- The SI and the SR transactions are automatically allocated against each other.
The automatic creation of Sales Receipts (SR) in the Sage Bank (step 4) are optional and can be turned off if required.
If Tradebox is configured to create Sales Orders (SO), Sales Receipts (SR) will NOT be paid into a bank, as above. This is because Sales Orders operate in a different way in Sage, as follows:
Sales Order process
- Sales Orders (SO) are created un-allocated and un-posted by Tradebox in the Sales Order list in Sage.
- When the SO is allocated stock is reserved against the Product Record in Sage based on the quantities held in the SO.
- Sage automatically creates a Sales Receipt on Account (SA), against the Sage Customer Account. Effectively this credits the Sage Customer Account as a payment taken in advance of an invoice being raised.
- When the SO is marked as dispatched the stock quantities allocated against the Sage Product Record will be decremented.
- Sage will automatically create a Product Invoice. When the Invoice is updated to the ledgers a Sales Invoice (SI) is created against the Sage Customer Account. Generally this will contra off the SA leaving a balance on the Customer Account of zero.
- However, both transactions will still be un-allocated and will need to be allocated against each manually within a bank. To do this the user needs select the relevant bank within Sage, click on the Customer button and choose the Customer Account from the drop down list. Both transactions (SA and SI) will appear. Marking both as paid in full will allocate the transactions together.
Where the user has chosen to create individual customer accounts in Sage, the task of allocating the transactions together in the bank will become significantly time consuming, especially if they conduct many online transactions.
If SO are essential, a work around does exist in Tradebox which prevents the creation of an SA to the Customer Account and allocates a Sales Receipt against the invoice, as described for Product invoicing. However, this only works where the SO is fully dispatched and should NOT be used if SO’s are partially dispatched.
To apply this workaround, select the Sales Channel List and double click on the connection in question. In the screen displayed, untick the Post Sales Receipts tick box and then re-tick it. A dialog box will be displayed to confirm this setting. Choose YES to apply the workaround. Choose NO to continue working with Sales Orders as designed.