Sales Orders Other Actions Menu

Display the drop-down 'Other Actions' menu either by pressing F9 or clicking the down arrow immediately to the right of the green circle with a white cross icon at the top of the button bar. The following functions are available:

  • Payment Types: simply changes the payment method of the sales order. This changes the payment method using the keyboard. See Sales Orders Payment Tab for more information.
    Note: the sales operator can quickly set the payment type of their currently open Sales Order by the following keyboard shortcuts:
    1. F9+1 - Quick set to Cash Payments, system automatically sets the Amount value to the Order Total.
    2. F9+2 - Quick set to Cheque Payments, system automatically sets the Amount value to the Order Total.
    3. F9+3 - Quick set to Credit Card Payments, the user will have to save the order, right click on the payment line and select Calculate new payment amount.
    4. F9+4 - Quick set to Account Payment Type. The system will warn you that if any payments have already been taken but not processed. This only applies to Non-Account customers.
      1. The above quick set payment function only changes the payment line you are focused on in the payment tab. If you need to edit Sales Orders with multiple payment values, do this manually by going to the payment tab and editing each line individually.
      2. These quick set payment commands are only available in edit mode.
  • View Cancelled Codes: some Khaos Control users reuse numbers and some have the system record them as having been cancelled for auditing purposes; for those customers that record cancelled numbers this option will allow the details to be viewed.
  • Quotes:
    • Customer Quotes:
      • Convert Quote Arrow.jpg Sales Order: converts a saved quote to a sales order and assigns stock where applicable when the sales order is saved.
        Note: This option is not available in edit mode.
      • Convert Sales Order Arrow.jpg Quote: once a type of document has been chosen on the sales order from (see Sales Orders Main tab) and then saved, it can be converted to a quote as long as payment has not been taken.
    • Supplier Quotes:
      • Open Supplier Quotes: opens the Supplier Quotations List Tab.
      • Create New Supplier Quotes: creates new Supplier Quotations for the green selected or all lines from the loaded sales order.
        Note: if you are creating a new sales order, it will need to be saved before you can create New Supplier Quotes.
  • Audit:
    • Show for Order: opens the Audit Dialog allowing users with Audit permission to view changes to sales orders by users once they have been saved. If accessed from a loaded sales order it will filter on the sales order code.
      Note: if the Audit Dialog is accessed from the [ Sales Orders | List ] screen it is not automatically filtered on either customer or document.
    • Legacy Audit: opens an alternative audit dialog which includes the ability to generate a Cancelled Sales Order Report.
  • Copy Sales Order (Same Customer): copies the currently loaded sales order to a newly created sales order. The copy command clones all of the data associated with the sales order, including extended stock descriptions, see How To: Copy a Sales Order for the Same Customer for more information. If the address and/or contact on the order is now inactive, then the system will automatically update the details with the current defaults.
  • Copy Sales Order (as Credit Note): this copies the current sales order but with an order type of Credit Note, see How To: Copy a Sales Order as a Credit Note for more information.
  • Copy Sales Order (Different Customer): this feature gives the user the ability to change the customer set against the sales order, see How To: Copy a Sales Order for a Different Customer for more information.
  • Move Sales Order...: moves the currently loaded sales order to another customer account. The sales order move command will not move sales orders that have payments and/or have invoices that are issued. This option only moves Sales Orders, not Credit Notes.
  • Import / Export:
    • Import: used to manually initiate the import of sales orders from websites and other external sources (e.g. call centres). Web imports must be set-up prior to use by Khaos Control email us, as each import has parameters that must be set.
      • Khaos Control: standard XML import.
      • Web Carts: Actinic/EROL imports.
      • Channels:
        • eBay Orders (CSV): import sales orders from eBay, see How To: Import eBay Sales Orders.
        • eBay USA Orders: import sales orders from eBay USA, see How To: Import eBay USA Sales Orders.
        • Amazon Orders: import Amazon orders, see How To: Import Amazon Sales Orders.
        • PlayTrade Orders: import sales orders from Play.
          1. Because they allow data to be transferred in real-time, we normally recommend the use of web services when integrating Khaos Control with external sources. This manually-initiated order import process is provided for customers to test new web integrations or import small volumes of sales orders on an ad-hoc basis (e.g. where the volume of sales orders being processed each day does not yet justify the costs of initial website development and ongoing support), See Import / Export Notes below.
          2. If sales orders are imported using this option then the option Import Override Stock Description in the [ Stock | Channel Setup ] screen is ignored resulting the the stock description on the channel used in the imported orders rather than the description in Khaos Control. There is an option to ensure that the stock description in Khaso Control is used, please email Support.
    • Export: used to export sales orders to an external XML file that can be re-imported at a later date.
      • Standard XML (Single)
      • Standard XML (Batch)
  • Sales Statistics: opens the Sales Order Statistics dialog which allows users to view sales order statistics based on SO count or value over a user defined date range.
  • Print:
    • Sales Order Acknowledgement: the document printed depends on the current document type, for example Sales Order, Quotation or Proforma order.
      • Format A - With Prices
      • Format A - Without Prices
      • Format B - With Prices
      • Format B - Without Prices (Delivery Note): prints a delivery note for the sales order.
    • Price Exceptions: creates a report based on a date range and price variance which displays a printable report showing what a specific stock item sold for, its original List price, the percentage difference based on the list price and loss/gain figure.
      Note: Sales Return reports are now found on the Other Actions Menu on the [ Returns ] screen.
  • Custom Reports: opens the custom reports in either preview or designer view depending on the option selected.

Import / Export Notes

New customer records may be created as a result of importing customers or sales orders using:

With each of the above methods, Khaos Control attempts to match each incoming customer record to those held already in the database. By default it will attempt to do this based on 'Postcode' and 'Surname'. However the following fields are also available for customer record matching: 'Surname', 'Postcode', 'Town', 'Address Line 1', 'CompanyCode [URN]', 'Forename' and 'Currency'. To have the default matching criteria changed please put in a request to Keystone Software.
Note: Trailing spaces are trimmed on contact and address fields when importing.

See Also

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