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Order

General

In EULANDA® all operations start with the order. Only quotations are an exception here, since they have no further links to other transaction types.

Creating an offer corresponds to creating an order, so that only this is described in detail. For more information, see Creating a Quotation.

Order mask

Like any data record, an order is created using the "+" symbol in the navigation or the key combination CTRL+N. After saving the order header with CTRL+ENTER or the check mark in the navigation, the system branches to position entry.

You can jump to the linked operations - such as delivery notes or invoices - of an order using the Go to function. To do this, press the key combination CTRL+G and select the desired operation.

Create credit notes

Credit notes are entered in the same way as normal orders, but with negative quantities. The easiest way is as follows:

  • Copy the order with CTRL+Q.
  • Exactly as with a new installation, EULANDA now asks for the customer address. Select the customer address of the original order.
  • The order has now been copied with all items
  • Select "Invert all quantities" from the "Actions" menu.
  • Now check the newly created credit memo order using the print preview (CTRL+F2) and make any necessary corrections.

Create order

If you select the menu item "Order", the input mask is initially in search mode within orders.
The cursor is automatically positioned in the "Match" field in the billing address. This is called a jump field. For more information and customization options, see Customizing Jump Fields.

Select order address

A new order starts with the creation of the order and the selection of an address. The creation is initiated via the plus key of the navigation or by entering the key shortcut CTRL+N.

All fields that refer to the address master data are now highlighted in color. You can use all search options and combinations previously described in the chapter Operation. After pressing the selection the addresses are retrieved from the SQL server. The number of addresses found is displayed in the bottom left-hand corner of the info bar.

If several addresses are found, the browser (=list display) opens where you can select the desired address by clicking and confirm with the ENTER key. To close the browser (=list display) press the ESC key, now you can scroll through the addresses found with the cursor keys right/left, again confirm the address with the ENTER key.

The input mask is now in input mode (=edit). This is indicated by the yellow background of the active field.

Select address

Change all fields according to your wishes and press the save function in the navigator (=check), or press the key combination CTRL+ENTER.

Note:
When using payment terms, make sure that they are consistent. You can find a description of this under Terms of payment in the menu item Settings. Otherwise an order cannot be converted and a control error message would be displayed!

Entering items

The entry is now continued with the items. Since you are creating a new transaction, you can search for the article immediately. Enter your search terms and select the desired item. The operation corresponds to the address selection.

Select an article

The entry is now continued with the items. Since you are creating a new transaction, you can search for the article immediately. Enter your search terms and select the desired item. The position is also saved with CTRL+ENTER. The input logic first jumps to the Quantity field. Change the proposed quantity and save the position with CTRL+ENTER.

If you want to change other fields, you can use the cursor keys up/down or TAB and SHIFT+TAB as well as the mouse to select the field to be changed and change the field contents.

After saving the position with CTRL+ENTER the input mask is again in Select article mode, this is displayed in the status line.

Attach all items in this way. If the input is a text item, simply set the quantity to "0".

If the order is a credit memo, simply enter the quantities with a negative sign, for example -1. In this case, the goods are posted back to stock.

The job can be viewed or printed out in the print preview at any time. To do this, select "Print..." from the "Print" menu. (=Ctrl+P) or "Print preview...".. (=Ctrl+F2). The standard report template is used for printing. However, any other template can also be used via the "Print" menu.

Print preview

If you want to see which positions have already been entered or change them, press the ESC key; the "Search order" mode is displayed in the information line, since the Positions tab is marked on the right, the input logic is therefore in position search mode. In this mode, the input field is the position number by default. If the position field is left empty and only the ENTER key is entered, the first position is called up. You can then scroll with the cursor left/right or call up the data in the list display, i.e. the browser with CTRL+ENTER. To return to the new creation mode for items, press CTRL+N.The operation corresponds to the address selection.

Pre- and post-text

A supplementary text and/or preliminary text can be entered for the order (the procedure is the same for both). A supplementary text is a text module that was previously created in article management. You can of course select any article at this point and copy the long text as supplementary text. By default, the supplementary text is printed after the final total.

"Texts" index card

This menu item is only active if the offer header is in "Edit offer" mode.

The previously created article, which contains the corresponding text, can be selected using the dots in the Post text field. After confirming with the Enter key, the long text of the selected article is adopted as the subsequent text. If desired, the text can also be adapted to this offer in the text field.

Select text

Changing line items

If you want to change positions already entered while entering new positions, press the ESC key. Search" is displayed in the status bar. All search text entries now refer to the positions you have already attached. Select the position to be changed and confirm your entry with the ENTER key. You can search for items by all fields, including article number, long text, and so on.

Search line items

The sorting of the positions matching the search term depends on the field in which you pressed the Enter key.

Alternatively, the browser displays all items in list form. You call the browser via the browser symbol in the toolbar or in scroll mode with the key combination CTRL+ENTER.

Browser display

If you want to return from change mode to create mode, press the plus symbol in the toolbar or the key combination CTRL+N again.

Create New Line item

Insert line items

When you create items, the new item number is normally assigned automatically by inserting it at the end of the existing items.

For example, if you want the new item to have item number 001, you can overwrite this default item number. The existing item numbers are renumbered accordingly.

Insert item in existing order

You open the order, e.g. via the order number, and then use CTRL+TAB to switch to the "Items" tab. Alternatively, you can click on the word "Positions" in the order header.

New Position on existing order

In the position mask, activate the insert mode with the plus sign in the navigator or by pressing the key combination CTRL+N.

You can now search for the desired article using the normal search methods, call up the browser for the list display and confirm the article with the ENTER key. Switch to the position number field, enter the position number as above and save the position with CTRL+ENTER. If no position number is specified, the new position is added to the end.

Insert line item

Delete line items

If you are still in "Create position" mode, first press the ESC key until you are in "Search" position mode. You can search for the stored items by any field value, that is, by item text, item number, article number, and so on.

The displayed position can now be removed using the minus symbol of the navigator in the toolbar.

Under "Actions" in the order you can renumber the item numbers.

Renumber order items

Call up conditions

When you create items, you can display the conditions for the current article and customer. You will receive the latest offer and invoice prices. The conditions also show all scales for this article that are assigned to the customer price list.

You can also use the list if conditions are otherwise deactivated.

The list is called up from the "UK before discount" field with the small arrow symbol to the right of the field.

Call up conditions

The list is also used to select one of the displayed prices. If you want to use one of the prices, select it and confirm it with ENTER. 

Order Actions Menu

You can use actions to call up special functions that refer to items, the selected operation (header data) or to all operations.

If certain functions cannot be called at the current position, the menu items are displayed as not selectable. For a few functions, it is not possible to determine whether they can be executed at the current position, since too much time is required to determine the status. If such a point cannot be executed, you will receive a corresponding error message.

 

Actions menu

Turn over all quantities

Use this function if you want to create a credit memo from the complete order. This gives all items a negative sign (for example, 100€ becomes -100€).

Renumber

Use this function if items have been removed and you want the item numbers to be numbered without gaps.

Set SEPA mandate

You use this function to set an existing SEPA mandate for this order. The mandate must first be created in the client under "New". Then select the "SEPA Basis" payment term in the order.

Book order

An order that has been entered but not yet posted can be changed as required. It is therefore being processed. For this reason, such orders are not included in the list of open orders.

An order is implicitly posted by conversion into a delivery note or an invoice. However, if you want to convert the order into a partial delivery, it must be posted, that is, closed.

If you have made a mistake and want to continue changing the order, use the "Continue order" function.

Order...

This menu item converts the order into an order, which then appears in the purchasing module under "Order" and can be added to there.

Copy this order for new customer

If an order with the same positions is also to be calculated to another customer, click on this menu item or use the key combination CTRL+Q.

You can then select the new customer and process the order as usual.

Convert to delivery note

Select this function if you want to convert an order 1:1 into a delivery note. If items for this order contain serial numbers, these are queried when the delivery note is posted. If you select this function, an order is posted automatically if it has not yet been posted.

If you only want to copy partial quantities into a delivery note, use the function "Convert to delivery note...". 

Convert to invoice

If you want to transfer an order directly to an invoice, use this function. If this has not already been done, the order is posted and a delivery note is generated automatically. This menu item then branches automatically to the invoice section from where you can print the currently converted invoice with CTRL+P or via the print menu.

This item in the program provides the fastest way to print out an invoice. You only enter the order, enter CTRL+R to convert it into an invoice and CTRL+P to print it out. So with two key combinations from order to invoice!

Continue order

If an order has been booked or if an order has already been converted to a new level, such as a delivery note or invoice, it can no longer be changed. It is read-only. If you still wish to make changes to the order, you must put it back into edit mode by clicking on "Continue order". If delivery notes or invoices have already been created, these processes are cancelled.

If payments have already been entered for an invoice, the order can no longer be reset for further entry. Here the payments in the extra menu of the invoices would have to be deleted before the order can be changed again.

Note: Do not use this function if you have already sent the invoice to the invoice recipient!

Convert order to invoice

When order entry is complete, use the ESC key to switch to the header data mask and select "Convert this order completely to invoice" in the Actions menu or alternatively CTRL+R.

The following processes are triggered in the SQL server via this automatic system:

  • Order is booked and thus closed
  • Delivery note is generated
  • Delivery note and thus the warehouse are booked
  • Delivery note will be converted into an invoice
  • You branch to the invoice module
  • The new invoice is displayed and can be printed out

This menu item automatically branches to the invoice and the converted invoice is displayed. This can be printed out immediately using the "Print" menu. Alternatively, the key combination CTRL+P is available here.

You should always check an order before converting it into an invoice. If you discover an error when printing the invoice, you can jump back from the invoice to the order by selecting "Go to" (the male) in the toolbar or alternatively using CTRL+G. Select the order in the Go to dialog.

The selected order is displayed so that you can now open it via the Actions menu and the menu item "Continue this order (reversal Lf+Re)". Alternatively, you can open it using the key combination SHIFT+CTRL+E.

This reverses all postings for this order. The order can now be corrected and converted into an invoice again with CTRL+R.

With only 2 clicks from an invoice you have entered the change mode of the order!

Printing

Print order confirmation

You print an order confirmation from the print menu of the order. To do this, an order must be selected or in scrolling mode.

Print a list of all open orders

You can display a list of all open orders via the print menu of the order system. This list does not include any items, but lists all header data of the orders that are not delivered or not delivered completely. The order value corresponds to the total order values.

Further order lists with consideration of items or lists, which print out an order based on orders, are available in the EULANDA® user forum. There you will find corresponding report templates in the download area, which you can copy.

Collected Print

This menu item allows the printing of a range of orders. In the selection you will find all individual forms, i.e. at least the order confirmation. You can enter a number range or a time period in the dialog box. These can then be printed in batches.

Collected Print

In addition to these defaults, you can also enter an SQL command or modify the generated SQL command. Using the "SQL" button, the generated SQL command can be viewed and, if necessary, modified before the print command is sent. 

How do I get the SQL command into the dialog box?

SQL examples in the yellow boxes of the EULANDA® user forum under "Knowhow (SQL)" can be marked with the mouse, copied to the clipboard with CTRL+Ins and pasted into the text section as SQL commands in this dialog box with Shift+Ins. The commands must be shown for this dialogue box. As a rule, the commands there are intended for the SQL Designer.

DIGIS interface (optional)

The DIGIS interface was defined by Sykaplan® and is now used by many data providers, such as Cordes & Gräfe, for batch transfer of articles.

The user receives an application from the data provider in which he selects the necessary articles. The selected articles are stored in a kind of shopping basket and transferred to the merchandise management system, i.e. EULANDA®. Such an application is often referred to as the "picture price list". It can also be an electronic delivery note from a supplier.

The transfer essentially contains only the article number and the quantity. This means that the master data of the data supplier must have been imported into EULANDA® beforehand. This can be done via Datanorm, Excel, dBase or other data formats.

EULANDA® also has the possibility to export offers in DIGIS format. A report template is available in the user forum. This report template is a modified offer. If this is printed, a "DIGIS.UGS" file is automatically saved on the desktop of the PC. It contains all items in the quotation. This file can be sent to a colleague, for example, who can then use this file as an order with his DIGIS application, provided he has the required articles in his article master.

The DIGIS module is optional; it is therefore not part of the standard scope of delivery of EULANDA®.  Without a license, the module can only be used as a DEMO with one article. The DIGIS interface is part of the "Batch Transfer" add-on module!

This DIGIS interface is specially designed for the automatic transfer of order and quotation items. To do this, you create an offer or an order and then select "DIGIS interface..." from the extra menu.

The program checks whether there is a file named "DIGIS.UGS" in the folder "C:\UGS" and displays its contents. If the file does not exist there, i.e. in another location, the file can be selected via the dialog with the "Open file" button.

After confirmation by clicking on the "Accept" button, the items are created using the article numbers and quantities from the DIGIS file. The missing article information is added from the article master.

If an article is missing in the master, an error message is displayed and the corresponding item is ignored.

When you create the items, the next item number to be assigned is used. The DIGIS interface can be used multiple times for one and the same job. In this way, you can, for example, copy article sets from image price lists or use sample offers that you have previously exported as DIGIS as templates.

Before accepting the articles, you can check them in the DIGIS dialog and then create them as positions using the "Apply" button.

At the end of the transfer, the transfer file is automatically deleted.

Example of a Digis file:

20170326
      470010004        00002
      470010100        00003
      470010012        00004

The Digis import format is not a CSV format. The column widths are fixed. The first line always contains the date in "yyyymmdd" format. The following lines contain the article number from position 7 (maximum 17 digits) from position 24, the quantity specification is right-aligned (maximum five digits). 

Short info

You can use the short info to display additional information on the displayed order in a clear form. The short info is linked into the main window as an independent view area - like the characteristic tree. Therefore your screen should have a resolution of at least 1680 x 1050.

Show short info