How To: Enter Keycodes against a Sales Order

Keycodes have many uses for example offer discounts, give free delivery or items or enable special prices for specified items when certain criteria have been met. There are two areas on the sales order [ Sales Order | Detail | Additional ] sub-tab where keycodes can be entered:

  • The Tracking Keycode, only one code can be entered.
  • The Discount or Alias Code, multiple codes can be entered, these must be marked as Discount Codes in the Keycode and can be either discount codes or Alias (unique customer) codes or a mixture of both.

Add a Tracking Keycode

  1. Follow the procedure set out in how to create a new sales order.
  2. To add the Keycode either:
    1. Press F8 whilst in the Sales Order; or
    2. Select the [ Sales Order | Detail | Additional ] sub-tab and then click on the Keycode(F8) Lookup button.
  3. In the Keycode Lookup pop-up:
    1. Click on the Go button to populate the grid with the active keycodes.
    2. Find the required keycode from the grid or use the keycode code filter.
    3. Double-click to select the required Keycode. This will then populate the Keycode field in the [ Sales Order | Detail | Additional ] sub-tab.
  4. Continue editing the sales order as required.

Add Multiple Discount or Alias Codes

  1. Follow the procedure set out in how to create a new sales order.
  2. Select the [ Sales Order | Detail | Additional ] sub-tab..
  3. Above the Keycode Alias Code grid click the the NEW ITEM button has an icon that shows two sheets of paper (identified by having the top right corner folded down), arranged diagonally on the icon from top left to bottom right button.
  4. In the Keycode Lookup pop-up:
    1. Click on the Go button to populate the grid with all the Discount Codes or Alias Codes the customer is entitled to.
    2. Double-click on the required Keycode which will be added to the sales order.
  5. Continue editing the sales order as required.

Notes for Discount Codes

  • Total Discount Amounts are shown in the 'Discount Val' field in the [ Sales Order | Detail | Additional ] screen. This can be manually overridden by entering a new value and, if required, reverted to the Keycode price by using the Refetch button to the right.
  • Set the [ Sales Order ] grid to use Custom Grids. Select the Green Triangle in top left corner of grid. Select 'Configure Grid'. Select 'Edit Profile for', as appropriate and unhide either or both the columns 'Disc£(N)' or 'Disc£(G)'. The column headers of the grid will have a yellow background to show the grid has been customised.
  • If the User manually alters prices on the item line of a Sales Order, the altered prices will override new Keycodes; that is to say, the discount will be taken from the (overridden) item line DiscL. When prices have been changed, the User can revert them using the Refetch Price button which becomes enabled.

Notes for Alias Codes

  • The Sales Order must be for the company the Alias Keycode was created for.
  • The Alias Code will be marked as used when it has been added to a sales order and the sales order saved.


See Also


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