What's new?
Repeat Order – Process Enhancements
We are excited to announce the launch of enhancements that simplify the management of Repeated Orders for Sales Orders in Financials. This release introduces key functionalities to reduce the manual work when creating recurring orders, using the Repeat Order functionality.
New Features:
Option to define a Recurring Reference value.
Option to use the Recurring Reference field in the Outstanding Orders, Invoice Orders and Deliver Orders screens, to easily track repeated orders.
Option to manually define the Order Service Dates on the first order created and system will automatically calculate the Service Dates for all occurrences, based on the frequency and Date values defined on the original order created.
The Service Date values are added on the Invoice report when invoicing the order.
Option to Edit in Bulk the occurrences created in a specific Repeat Order session.
Access the Repeat Order:
Click on Selling then Sales Order and then click on the Summary tab.
The Repeat Order checkbox is available and unticked as default. Once you select the checkbox, there will be more fields displayed for you.
How it works:
Within the existing Repeat Order option available in the Summary tab on the Sales Order screen, you can now define a Recurring Reference value that will be saved for all occurrences generated for that Repeat Order session. The option is available for Monthly and Weekly recurrence frequency.
The Recurring Reference is a text field, and the value has to be unique per database, as it will help you identify the occurrences created, as explained below.
You can enter the Service From and Service To date values for the order where you are using the Repeat Order option.
Once you added the detail lines to your Sales Order, add the [[ServiceFrom]] and [[ServiceTo]] tags in the Detail field of each Detail line, where you want to use Service Dates.
You can insert the tags before the text defined in the Detail field, after or between words of the data. This gives you the option to customise where the Service Dates will be displayed on the Invoice Report.
For detail lines where Service Dates are not needed, just insert the detail text and don't use the Service Date tags. You can also use only the [[ServiceFrom]] or [[ServiceTo]] tag on specific detail line descriptions, you don't have to add it to all of your detail lines.
The date delimitator text to be used between the Service From and Service To value can be defined as per your needs as our example shows below:
After you have populated all the needed data for your sales order, save the order and all related orders will be created and saved with the same Recurring Reference value, the same Detail line description text as your original sales order.
The Service Dates have been automatically calculated on all the occurrences, as per the frequency and the Service Dates defined on your original order.
View orders in the Outstanding Orders Enquiry:
You can now review the orders created in the Outstanding Orders enquiry. You can use the Configure Column option to add the Recurring Reference field in the view.
For searching, you can either use the column Quick Filter option accessed by hovering over the label of the column and clicking on the 3 small horizontal lines, or the Advanced Filter Panel to easily identify the orders you need.
The system automatically calculates the Service Date values for all occurrences generated on when you use the Repeat Order option based on the Frequency and Service Date values you defined on the original order.
You can view these in your Outstanding Orders enquiry.
Invoice Details:
You can find the Recurring Reference column and filter option in the Deliver Orders and Invoice Orders screens, of the Selling module and you can use them to identify the repeated orders.
You can now continue to deliver and or invoice your order or orders as per the usual process and the Invoice Reports generated will display the Service Date values defined, for each relevant detail line.
Edit your recurring sales orders:
You can use the Bulk Update option in the Action Panel. Just select the orders you need to edit, click the Bulk Update option on the Action Panel to open the edit screen where you can amend all editable fields as necessary.
These enhancements aim to streamline your orders management process, providing great flexibility, automation, customisation and control.
Head Office Allocation - Include Accounts with Negative Balance
In this release we introduce a new functionality to support including negative balance accounts for Head Office allocation process.
Head Office allocations are required for our groups of customers where the invoices are posted across branch accounts and the receipt is paid by the head office account, and they need to be allocated across the customer group.
Access the Bulk Receipts screen:
Click Debtors then Transactions and then click Bulk Receipts.
How it works:
You can use the existing Head Office Account Code in the Advanced Filter panel to identify transactions from the sub or branch accounts that are linked to the Head Office account you select.
You can add the Head Office Account Code field using the Configure Fields option at the top of the Advanced Filter panel.
Select the branch account transactions that you wish to process.
This new option allows you to include sub or branch account transactions that have a negative balance, as we have removed the existing restriction to not allow negative balances to be allocated for a head office account.
After processing, receipts are generated and allocated for the positive balance accounts, as per the usual process.
For negative balance accounts included, adjustments are generated and allocated accordingly, to update the balance of the sub or branch account and the value of the whole receipt that the Head Office will pay.
Settlement Discounts:
When you have settlement discount defined for your sub or branch customers, for any negative balances when using the Head Office Allocation, the settlement discount will be disregarded, there will be no settlement discounts calculated automatically.
You can only use this functionality and option in Bulk Receipts and it is designed to offer more flexibility for processing and allocating transactions.
To access your Digital Assistant, just click on Assistant icon in the bottom right-hand side corner of your screen, then click Ask a question and select the module you wish to learn about.
For any feedback on our Next Generation screens, please contact our Support department.
How this version will be made available
This release will be automatically rolled out to all customers at approximately 6pm, on Wednesday, 29th of January 2025.
Additional information
This release contains the following bug fixes:
Azure DevOps ID: 1002912
Summary: User was prompted again for a delivery charge when editing a sales order with a delivery charge, which has now been resolved.
Support Reference/Ticket: 65620938.
Linked Azure DevOps Tickets: N/A
Azure DevOps ID: 1464541
Summary: When entering a value for Settlement discount in Bulk Receipts and then hitting the Enter key on the keyboard, the value was cleared out which has been resolved.
Support Reference/Ticket: 66296580.
Linked Azure DevOps Tickets: N/A
Azure DevOps ID: 1503802
Summary: Deactivated Financials users were still appearing in the approvers lists within the PIR (Invoice Register) module which has been resolved.
Support Reference/Ticket: 66644908.
Linked Azure DevOps Tickets: 1507562.
Azure DevOps ID: 1509131
Summary: When using reverse as negative or reverse as positive for a nominal account with a profile set up, the net and gross values did not match the original value of the posting which has been resolved.
Support Reference/Ticket: 66728301.
Linked Azure DevOps Tickets: N/A
Azure DevOps ID: 1517697
Summary: Resolved a potential issue whereby entering a single double quote character (") into the quick search field could cause the screen to error.
Support Reference/Ticket: N/A
Linked Azure DevOps Tickets: 1517032, 285687.
Azure DevOps ID: 1516426
Summary: Duplicate transactions could be created when double clicking on the Save button in quick succession for all Sales, Purchase, Financials, Selling and Purchasing transactions which has been resolved.
Support Reference/Ticket: 66810215, 66815291, 66770235.
Linked Azure DevOps Tickets: 1517032.
Azure DevOps ID: 266670
Summary: The Reprint sales invoices and the emailing sales invoices resulting in different reports being generated which has been resolved.
Support Reference/Ticket: 66352361, 64857931, 66237444, 66348689, 63599549, 62848890, 64109389, 64816706, 64858040.
Linked Azure DevOps Tickets: N/A
Azure DevOps ID: 1464782
Summary: When there were 2 detail lines for an expense and one detail line had a project and cost centre assigned to it, where the status of the project and cost centre were 'Completed', then the other detail line would not be processed which has been resolved.
Support Reference/Ticket: 66553998.
Linked Azure DevOps Tickets: N/A