AXIS Diplomat 2006 Sales Order Processing Additional Options

Standing Orders on Sales Order Processing

This option allows invoices to be generated at regular intervals from a single sales order. The details of the items to be invoiced each time are entered once, with the frequency with which invoices are to be raised, and the total number of invoices to be produced.

Invoices may be raised at the following frequencies:

• Weekly
• Monthly
• Quarterly
• Half-yearly
• Yearly
• Old quarter days (6 April, 24 June, 11 October, 25 December)
• New quarter days (25 March, 24 June, 29 September, 25 December)
• Old half-year days (6 April, 11 October)
• New half-year days (25 March, 29 September)

For example, a customer may contract to buy 12 pieces of equipment, to be delivered over a year at the rate of one per month. An order for one piece of equipment, to be released monthly, 12 times could be entered, rather than 12 order lines each with a release date a month ahead of the previous line.

Or, rents are due from tenants quarterly, on the old quarter days. The rent is fixed for five years. An order for a quarter's rent is entered, to be released on the old quarter days, 20 times.

Orders are entered in the usual way, but specifying a document type of 'Standing Order'. This asks for the release frequency and number of times the order is to be released. The date of the first delivery (release) is also requested. This can be any valid date, except that if one of the set quarter day or half-year frequencies is selected, then the date must be one of the dates specified for the selected frequency. The quantity of each item is the quantity to be delivered each time the order is processed.

All order lines will be processed each time the order is released, and may not be amended. However, order lines can be deleted and additional lines added. Additional lines will then be processed in each further release, unless flagged as being deleted after the next order release. This enables additional lines for 'one-off' items to be included on the regular invoice: for example, a tenant may be charged for variable insurance premiums annually. Standing orders may be cancelled by deletion.

Standing orders are released using the function 'Release Standing Orders by Due Date'. A standing order for stocked items may only be released if there is enough stock-on-hand of each item to fulfill the order.

An order may be released more than once during the running of the function, if the incremented due date is still less than the end date selected. Invoices and delivery notes may then be printed as usual.

Standing orders will appear on the standard Sales order Processing reports, with the details of the next release being shown. In addition a 'Standing Order List' is provided, to show the frequency and number of releases for standing orders. This may be selected by order due dates, to show the orders that will be included in a planned release of standing orders.

< < Go Back