Defining Values for the Sales Type

Sales Types Values Setup enables you to define the values used in the sales type.

  1. Action menu within From the Sales Type, select Sales Value.
  2. Specify this information:
    Sales Transaction Type and Short Heading
    These fields display the current sales type and cannot be amended.
    Value Label
    The value label to be applied, as defined in Value Labels (VLB).
    Value Label Value Type
    Depending on the value label selected, this field may automatically be completed, or you may have to select the type of the value label. Options are:
    • Without Units - a number without a unit of measure attached to it. For example, a percentage.
    • With Units - a number with a unit of measure attached to it. For example, a quantity.
    • Corresponds to Base Currency - a number that is the base currency.
    • Corresponds to Transaction Currency - a number that is the transaction currency.
    • Corresponds to Reporting or 2nd Base Currency - a number that is the reporting or 2nd base currency.
    Formula Code
    The formula to be used for the value, for example VAT, which has been set up using the Formula Designer user tool.
    If you do not enter a formula the value must be entered at run-time instead of being calculated. For example, a quantity will not normally use a formula.
    Note: When setting up formulae, the number of decimal places used can be specified and this number is used when entering values into the value label. Care must be taken when selecting the correct number of decimal places to be used. Problems may occur if a formula returns more decimal places than the currency is expecting. If in doubt, use the default currency option when setting up the decimal places in the formula.
    Calculation Sequence

    If a formula code is specified, this field indicates the sequence in which the formula is calculated. For example, 1, 2, 3 and so on. If you close and re-enter the form, entries are reordered by this sequence. You can use parallel sequence numbers. That is, more than one value can have the same sequence number. The calculation sequence 0 is intended for values that are entered by the user and do not have a formula attached to them. 0 cannot be used if a formula is attached to the value.

    A value must be calculated before it can be used in a formula. If a value is referenced in a formula before it is calculated, an error results when a transaction is entered for this sales type. Therefore, its sequence number must be lower than the sequence number of the value with the formula that it uses. For example, you may have three values: quantity, unit price and net. Quantity is entered by the user; unit price has a formula to use a price book; and net has the formula quantity '*' multiply net. In this example, the sequence would be as follows:

    Value Label Calculation Sequence
    Quantity 0
    Unit Price 1
    Net 2
    Control Value Required
    Indicates whether the value has a control total created for it, and if so, the stage when it is applied.
    Running Total Required
    Indicates whether the value has a running total created for it, and if so, the stage when it is applied. This allows display during entry of, for example, the value of the sales order entered so far. These totals can be incorporated into formulae to calculate further values based on sales order totals.
    Sales Quantity
    Indicates whether or not the value label holds the sales quantity. Only one value can be nominated, and should be related to a 'with units' value type.
    Sales Credit Balance
    Indicates whether or not the value label holds the amount to be used for credit checking. Only one value can be nominated, or none if no credit checking is applied.
    Line Value
    Indicates whether or not the value label holds the transaction line value.
    Base Date for Currency Rate
    The date when this stage is reached, is used for the currency conversion rate. You can only select from the stages defined for the transaction type.
    Note: The Recalculation field in Sales Type > Action > Sales Stage must be set to Yes in order for this recalculation to be carried out.
    Options are:
    • Order Entry - date when the sales order line was entered on the system is used.
    • Order Confirmation - date when the sales order line was confirmed is used. If the line has not been confirmed, the order entry date is used.
    • Picking - date when the sales order line was picked is used. If the values are recalculated at this stage, the date of the current pick line is used. If the sales order line was not completely picked in one go, the first date when the order line was picked is used. If the line has not been completely picked, the order entry date is used.
    • Picking Confirmation - date when the sales order line was pick confirmed is used. If the values are recalculated at this stage, the date of the current pick line is used. If the sales order line was not completely pick confirmed in one go, the first date when the sales order line was pick confirmed is used. If the line has not been completely pick confirmed, the picking date is used.
    • Dispatch - date when the sales order line was dispatched is used. If the values are recalculated at this stage, the date of the current dispatch line is used. If the sales order line was not completely dispatched in one go, the first date when the sales order line was is used. If the line has not been completely dispatched, the order entry date is used.
    • Dispatch Confirmation - date when the sales order line was dispatch confirmed is used. If the values are recalculated at this stage, the date of the current dispatch line is used. If the sales order line was not completely dispatch confirmed in one go, the first date when the sales order line was dispatch confirmed is used. If the line has not been completely dispatch confirmed, the dispatch date is used.
    • Invoice Entry - date when the invoice line was entered on the system is used.
    • Not Used - Order entry date is used.
    Rate Required
    Indicates whether the currency conversion rate should be entered which overrides the rate looked up on the currency tables. Options are:
    • No - never entered.
    • Yes - must be entered.
    • Optional - may be entered. The rate defined on the currency tables is displayed but may be overridden.
    Note: If different rates are defined for different account ranges, the rate defined for the customer's account is used.
    Split Analysis
    Indicates whether or not the user can split a transaction line by this value as well as by the quantity or not.
    This option can only be selected for one value, which is normally the net or gross value. If this option is not set, then the lines can only be split by quantity.
    Holds Unit Price
    Indicates whether or not the value label holds the unit price. Only one value can hold the unit price.
    Note: One of the uses of this field is with sales blanket contract functionality, in which case it indicates which value label contains the unit price and so which value label to insert the contract price into.
    Note: If unit conversions are carried out, the value in this field is converted. For example, if a case costs GBP 10, and can be sold in barrels where there are 15 cases in a barrel, then a transaction for one barrel has a unit price of GBP 150.
    Original Transaction Value

    This is used to ensure that the value specified on the originating transaction remains unchanged when values are recalculated at subsequent stages. For example, a price book has been created to price the quantity of Item A between 1 and 10 as 5 GBP; and the quantity of Item A between 11 and 20 as 4 GBP. If a sales order is raised for a quantity of 15, and the goods are dispatched in batches of 5, sales invoices would recalculate the price as 5 GBP if this field is not set, but if this field is set to Yes, the price from the original sales order of 4 GBP is used.

    Note: This field should normally be set on the value that has the Holds Unit Price field set.
  3. Save your changes.