Sales Order

The Sales Order page (TIPP_Transactions_SalesOrder) belongs to TIPP PRO. It shows one Exact Globe sales order and lets you create a new one, edit the header and lines, authorize or de-authorize it, confirm or unconfirm it, open Fulfillment, Return and Print, and complete it. The page title reads “New Sales Order” when you create an order and “Sales Order” followed by the order number when you open an existing one. Sales or customer service staff normally use it to enter orders and follow them through to completion.

Before you start

• A TIPP PRO licence is required to make changes. Without it the order data stays visible, but the page is read-only and only the Close button works. Every save, authorize, confirm, complete, delete-line and chat action is refused with the message “Failed: No TIPP PRO licence available; please reach out to TICE-IT. TIPP Transactions requires a TIPP PRO licence to process transactions (the current licence is ‘…’). Install the TIPP PRO licence file on the Synergy License Management page (Modules > TIPP > Setup > License).”
• The division must be an Exact Globe back-office. If it is not, the page shows “This page only supports Exact Globe back-offices (CompanyType = 6).”
• The Backoffice Connection must work for the division. If it does not, you see “Could not connect to the Exact Globe back-office for this division. Check the SQL credentials and the division configuration on the Backoffice Connection page [Modules, TIPP, Setup, Backoffice Connection], and that your TIPP licence is valid [Modules, TIPP, Setup, License].”
• The TIPP Transactions service must be running, because all changes are written to Exact Globe through it. Its connection is maintained on the TIPP Engine Settings page.
• The page opens for a specific division and order. You normally arrive from another TIPP page, for example the RMAs list, where the sales order number is a link.

How to create a new sales order

1. Open the page without an order number, so that the title reads “New Sales Order”. The Order date and Delivery date start as today, the Status shows “Open”, the Currency starts with the company default currency, and both “Sales order confirmation” and “Partial delivery allowed” are ticked.
2. Next to Debtor, click the small search (magnifier) button and pick a customer in the customer search window. Only customers are accepted. If the account is a prospect or other non-customer, the page clears the field and shows “… is not a customer (account type ‘…’). Pick a customer.”
3. After you choose the Debtor, the page fills in defaults from the customer: Invoice debtor (the customer’s invoice debtor, or the customer itself if none is set), Delivery debtor (the customer itself), Representative, Currency, Payment cond, Ship via, and the two checkboxes. Currency, Payment cond and Ship via are only overwritten when the customer has a value. If you pick a different Debtor before saving, the defaults are loaded again.
4. Choose a Warehouse in the header. You need it before you can add lines.
5. Fill in Your ref. It is required.
6. Click “+ Add line” below the Lines list. A yellow row marked NEW appears. Type an item code or click the search button next to Item, check the Warehouse and Qty (default 1), and set the Delivery date if needed. The Unit column fills in as soon as the item is accepted.
7. Click Save and confirm with Yes in “Are you sure you want to save a new sales order?”. A new order needs at least one line.
8. While the save runs, the buttons and links are locked and a progress line appears (see Live progress while a change is saved below). When it succeeds you see “Sales order [number] saved.” followed by a reference, and the page opens the new order. Prices, discount and VAT are filled in from Exact Globe. Close then returns you to the page you came from, not to the empty New form.

How to edit an existing sales order

1. Open the order. Change header fields (Debtor, Invoice debtor, Delivery debtor, Warehouse, dates, Currency, Payment cond, Ship via, references, Representative or the two checkboxes) and, for lines, the Qty or the line Delivery date.
2. Click “+ Add line” to add lines, or click the red x at the end of a line to mark it for deletion. The marked row is struck through. Click the x again to undo before saving.
3. Click Save and confirm with Yes in “Are you sure you want to save sales order [number]?”. Deletions are carried out as part of the save, after the changes are saved.
4. If the order was authorized, the first time you change something, add a line or mark a line for deletion, the page asks “Already authorised: [order number]. Continue?”. Choose Yes to de-authorize the order and continue, or No to undo that change. After a successful de-authorization you see “Order [number] de-authorized. You can continue editing; click Save to push your changes to Globe.” You must authorize again when you are done. If the de-authorization fails you see “Could not de-authorize: …” and your change is undone.
5. If a save fails after the order was de-authorized by that prompt, the message adds a note that the order is still de-authorized in Globe+ and that you can fix the problem and save again, or click Authorize to authorize it again without your changes.
6. Only the Qty or Delivery date you actually edited on a saved line is sent. A change to only the date never rewrites the quantity.

How to authorize or de-authorize an order

1. Save the order first. Authorize is disabled for a new, unsaved order. If you have unsaved changes the page asks “This sales order has unsaved changes. Save before continuing?”. Yes saves first and then continues.
2. Click Authorize and confirm “Authorize sales order [number]?”. You get “Sales order [number] authorized.” and the page reloads.
3. To undo it, click De-authorize and confirm “De-authorize sales order [number]?”. You get “Sales order [number] de-authorized.” and the page reloads. De-authorize is only shown while the order is authorized and not yet Fulfilled, Invoiced or Completed.

Authorize is hidden once the order is authorized or completed. Exact Globe checks the Authorize permission for the account the TIPP Transactions service runs under, not for your own Synergy user, so a refusal comes back as an error message from the service.

How to confirm or unconfirm an order

1. Authorize the order first. Confirm is enabled only for a saved order that is authorized and not Completed. If it is greyed out because the order is not authorized, its tooltip reads “Confirm becomes available once the order is authorised.”
2. Click Confirm. The Sales Order Confirm pop-up opens for this order, where you choose the output (None, Printer or E-mail), the layout and the number of copies. Globe+ confirms authorized orders only and allows confirming again.
3. To reset a confirmation, click Unconfirm. It is shown only when the order is confirmed and not Completed, also when the order is already Fulfilled or Invoiced (Globe+ decides whether it is allowed). Confirm the prompt “Reset the confirmation of sales order [number]? The authorisation stays.” When the “Sales order confirmation” box is ticked, the prompt adds “The order cannot be fulfilled until it is confirmed again.”
4. You get “The confirmation of sales order [number] was reset.” and the page reloads. The authorization stays.
5. If you de-authorize an order on this page, Confirm becomes disabled right away, but Unconfirm stays available.

How to fulfil, return, print or complete

1. Fulfillment: click Fulfillment. A Fulfillment window opens on top of the page for this order. It is enabled only when the order is authorized, not Invoiced, not Completed, and either “Sales order confirmation” is not ticked or the order has been confirmed.
2. Return: click Return when at least one line has a delivered quantity above zero and the order is not Completed. It opens the return window and books the return on a separate RMA order. It does not need authorization.
3. Print: click Print to open the print window for the saved order. It stays available on Completed orders.
4. Complete: click Complete when the order is authorized, then confirm “Complete sales order [number]? This action is irreversible.” You get “Sales order [number] completed.” After that the order is read-only.

When a window closes, the page reloads to show the new state. If you have unsaved changes, the page offers to save them before opening Confirm, Fulfillment, Return or Print.

How to add related items when you pick an item

1. On a new line, enter or pick an item. If the item has item relations set up in Exact Globe, an Item relations window opens over the lines. It shows the item, the quantity and the text “Choose the related items to add as order lines.”
2. Only relations that add order lines are offered: standard included, mandatory (all, one of a set, at least one, one or none) and optional (any, one of a set). Replacement, trade-in and invalid relations are ignored.
3. The list has the columns Group, Item code, Description and Quantity. Standard included and mandatory items are ticked and locked. A group marked “(one of set)” takes exactly one item. A group marked “(at least one)” needs at least one item. A group marked “(one or none)” has a “(none)” choice, and so do optional one-of-a-set groups. Optional “any” items you tick yourself.
4. The Quantity of each related item is the relation quantity times the quantity of the main line. You can edit it.
5. A related item that does not exist, is not active or is not available in the warehouse of the line is greyed out and cannot be chosen. The description shows the reason, for example “Item [code] is not available in warehouse [warehouse].”
6. Under “Set prices to zero” choose Lines (the default), Main item or None. Lines gives the added related lines a 100 percent discount. Main item gives the main line a 100 percent discount. None changes no prices. The price list price stays and the discount is set to 100.
7. Click OK to add the chosen items as new lines with the warehouse and delivery date of the main line, or Cancel to add nothing. The main item stays on the order either way.
8. If OK finds a problem, the window stays open and shows it: “[item]: enter a quantity.”, “[group]: choose one item.”, “[group]: choose at least one item.”, or, when a ticked item is not available, “Cancel keeps [code] on the order without its related items.”

If you later change the item on the main line, a discount set by this window for the previous item is removed. Lines added by this window never open it again. A related item added this way does not need the Sales flag that normal items need.

How to use the chat

1. Open a saved order and scroll to the Chat box.
2. Type your message in the box. Press Enter to send, or Shift+Enter for a new line, or click Send.
3. The message is added to the order notes and the chat refreshes without reloading the page. Your own messages are on the right in blue and colleagues’ messages on the left in grey. Older hand-written notes without a sender appear as centred grey lines.
4. If sending fails, the error shows under the box and your text stays so you can send it again.

How to view related documents

1. Scroll to Related documents. The list shows documents linked to the order, oldest first, with ID, Created, Type, Subject and File.
2. Click the Subject or File of a row. It opens in the Document preview on the right. The first document opens automatically.
3. Click “Enlarge” above the preview to open the document in a separate window, for example on a second screen. The button is disabled until a document is selected. If the browser blocks the window you see “Pop-up blocker prevented the document window from opening. Allow pop-ups for this site and try again.”

What you see when a change is saved

Every action on the Sales Order page that writes to Exact Globe (save, delete lines, authorize, de-authorize, unconfirm, complete) works the same way and answers with one clear line. A reference in the form “(ref: …)” ends the line. Quote it when you contact support.

Live progress while a change is saved. The buttons and links on the page are locked (Close stays usable) and a second click on the same action is ignored. A small progress box shows where your change is, for example “Waiting: you are number [n] in line for [label]…”, “Waiting in line for [label]…”, “Connecting to Globe+…”, “Saving in Globe+…”, “Saving in Synergy…”, “Saving through Exact’s Entity Service…” or “Checking that Globe+ stored it…”. When a change needs more than one step the text starts with “Step [n]: “. After a successful action that reloads the page, the buttons stay locked until the page is back and the success message with its reference is shown again after the reload.

Saved. You see a green line such as “Sales order [number] saved.”, “Sales order [number] authorized.”, “Sales order [number] de-authorized.”, “Sales order [number] completed.” or “The confirmation of sales order [number] was reset.” followed by the reference.

Not saved. You see “Failed: [reason] (ref: …)”. The page stays as it is and every header field and line keeps your input. “Not saved: …” means the TIPP Transactions service has no record of the request, so it never reached Globe+. If the TIPP Transactions service cannot be reached at all, the message says “Could not reach the TIPP Transactions service at [address]” and that nothing was posted. It points to the Service Base URL and the Check Running Service button on the TIPP Engine Settings page.

Busy. You see “Busy: Synergy is handling other changes right now, so this one was not sent. Nothing was saved. Try again in a moment.” The first part can instead read “Exact’s Entity Service is handling other changes” or “another change is being saved in Globe+”. Nothing was sent.

Partly saved. Some of the work went through and some did not. After a Save with line deletions the page reads “Partly done: sales order [number] was saved, but deleting line(s) [numbers] failed: [reason] Reload the order to see what is stored.” Save is then locked so the new lines are not added twice.

Still running or unclear. If the service does not answer clearly (no answer within 5 minutes, a dropped connection, or an unusual reply), TIPP asks the service’s request log what happened and reports one of these: “Saved (…; the service log confirms it went through).”; the service’s own reason; “Still being processed: … and Globe+ has not finished this request yet. Try again in a moment to get the result; it is not done twice.”; “Not saved: … Try again.”; or “Could not confirm whether this was saved: … Check it in Globe+ before you go on.” A lost browser connection reads “The answer from the server was lost (…). It may have been saved. Try again: what already went through is not done twice.”

Try again. A “Try again” button appears next to a message only when repeating is safe: busy, not saved, still being processed, unclear, or lost. It repeats the same action with the same data and the same click key. A step that already went through returns its first answer and is never posted twice. If you change your input first, it runs as a new change.

Warning sign. A small warning sign may appear after the page title when Globe+ is open on the server under the service account. Hover over it to read the issue. Saves can fail while Globe+ is open.

After a save that went through. If a save went through but a later step failed or still has to run, the page locks Save and stops treating your edits as unsaved, so the same lines cannot be added twice. Later errors then start with “Your changes to sales order [number] were saved.” If a new order was saved but no number came back, the page shows “Sales order saved, but Globe did not return its number. Open the order from the Customer Service workspace; do not save this form again, that would create a second order.” and Save stays locked.

Screen guide

Buttons at the top

• Save: writes header and line changes to Exact Globe after you confirm. Disabled on a Completed order.
• Authorize: authorizes the order. Hidden when the order is already authorized or Completed. Disabled for a new unsaved order.
• De-authorize: withdraws authorization. Shown only while the order is authorized and not Fulfilled, Invoiced or Completed.
• Confirm: opens the Sales Order Confirm pop-up. Enabled for a saved, authorized order that is not Completed.
• Unconfirm: resets the confirmation. Shown only while the order is confirmed and not Completed. The authorization stays.
• Fulfillment: opens the Fulfillment window, under the conditions listed above. If it is greyed out because the order still has to be confirmed, its tooltip reads “Fulfilment is locked until the sales order is confirmed (Confirm).”
• Return: opens the return window. Its tooltip when disabled reads “Return becomes available once at least one line of this order has been delivered.” It is disabled on a new order and on a Completed order.
• Print: opens the print window. Disabled for a new order.
• Complete: completes the order permanently. Enabled only for an authorized order that is not Completed.
• Close: leaves the page. If you have unsaved changes, the browser may ask whether you want to leave.

Sales Order Details

• Debtor: the customer. Pick with the search button. Customers only. Required to save a new order.
• Invoice debtor: the customer that gets the invoice. Pick with the search button.
• Delivery debtor: the customer the goods are delivered to. Pick with the search button.
• Warehouse: the order’s default warehouse, chosen from active warehouses in Exact Globe. New lines start with this warehouse.

Dates

• Order date: starts as today on a new order.
• Delivery date: starts as today on a new order. New lines start with this date. You must enter a valid date, otherwise you get “Order date is not a valid date.” or “Delivery date is not a valid date.”.

Conditions

• Currency: chosen from active currencies in Exact Globe.
• Payment cond: chosen from the payment conditions in Exact Globe.
• Ship via: chosen from the delivery methods in Exact Globe.

Status

• Status: a coloured label for the whole order. Open: not authorized yet. Authorized: authorized but not confirmed. Confirmed: authorized and confirmed, nothing shipped yet. Fulfilled: every line is fully delivered. Invoiced: every line is invoiced. Completed: the order is closed.
• Sales order confirmation: tick it when the order must be confirmed before it can be fulfilled. It starts ticked on a new order.
• Partial delivery allowed: tick it when the order may be delivered in parts. It starts ticked on a new order.
• Both checkboxes are locked on a Completed order.

References

• Your ref: the customer’s reference. Required, maximum 30 characters.
• Our ref: your own reference, maximum 20 characters.
• Representative: the employee responsible for the order. Pick with the search button.

Lines columns

• #: line number. New unsaved lines show NEW.
• Item and Description: the item code and its description. For a normal item the description comes from the item and cannot be changed. For a free-text item you can type the description.
• Warehouse: the line’s warehouse. It can only be chosen on new lines, not on saved lines.
• Qty: ordered quantity in the line’s unit, with up to four decimals. Editable on saved lines unless the line is locked. A negative quantity is a return or credit line.
• Delivered and Invoiced: quantities already delivered and invoiced, in the same unit.
• Unit: the sales unit of the line. Quantities and the net price on the row are in this unit. On a new line it shows the unit Exact Globe will give the line: first the unit of the item on the price list of the pricing debtor (the invoice debtor when the Globe setting for price lists says so, otherwise the ordering debtor) valid on the order date, then the default price list SALESPRICE, then the item’s base unit. It follows your choice of Debtor and Invoice debtor and is display only.
• Net price, Disc % and VAT: calculated by Exact Globe. They are read-only here and are filled in after saving. A line added by the Item relations window with a zero price shows 100 in Disc %.
• Delivery date: the line’s delivery date, editable unless the line is locked.
• Line status: Open, Authorized, Confirmed, Fulfilled or Invoiced. A line follows the order’s authorization and confirmation until it is delivered or invoiced.
• x: marks the line for deletion. It is greyed out when the order is Completed, the line is already invoiced, or the line is already fully delivered.

Line locks

• Order Completed: all lines are read-only (“Order completed”).
• Line invoiced: all line fields are read-only (“Already invoiced”).
• Line fully delivered: quantity and delivery date are read-only (“Already realized”).
• A normal line quantity cannot go below the delivered or invoiced quantity. A negative line quantity cannot go above the quantity already returned or credited.

Totals

• Total excl. VAT, VAT total, Total incl. VAT: sums of the saved lines as stored in Exact Globe. The note under them says unsaved changes are not yet reflected. They are not shown on a new order.

Completed orders

• A Completed order is fully read-only. Every field and action is disabled except Close, Print and the viewing parts: the document list and preview, the related RMA orders and the chat history. Return, Confirm, Unconfirm, Save and the chat input are locked too.

RMA orders (returns)

• Lists return orders created for this sales order, newest first, with RMA (link to the RMA page), Date, Status, Authorized (Yes or No), Reference, Lines (item x returned quantity / received quantity, then the unit and the reason in brackets) and Created (date, time and creator).
• RMA Status: Open, Authorized, Partially received, Received, or Completed.
• When there are none it shows “No RMA orders have been created for this sales order.”

Messages and what to do

• “Your ref is required. Fill it in before saving.” Enter a value in Your ref.
• “New line row [n] has no item. Pick an item with the search button, or remove the row with the x.” Fill in an item or remove the yellow row.
• “A new sales order must have at least one line. Use the Add line button first.” Add a line before saving.
• “Pick a warehouse on the header before adding a line.” Choose the header Warehouse first.
• “Item ‘[code]’ does not exist or is not active in this Globe administration. Check the item code, or use the search button next to the item field to pick from the list.” Correct the code or use the search button.
• “Item ‘[code]’ is not flagged as a sales item, so it cannot be sold. Enable the ‘Sales’ attribute on the item in Exact Globe item maintenance, or pick a different item.”
• “Item ‘[code]’ is not available in warehouse ‘[warehouse]’. Pick a different warehouse on this line, or link the item to this warehouse in Exact Globe first.”
• “The selected account is not linked to a back office debtor. Pick a customer.” and “Debtor not found.” Choose another customer.
• “Line [n]: Already invoiced – commercial fields cannot be changed.” and “Line [n]: Already realized – quantity, price, discount and VAT are read-only.” Leave that line as it is.
• “Line [n]: Quantity cannot be reduced below the already-delivered / invoiced quantity ([qty]).” Enter at least that quantity.
• “Line [n]: Quantity cannot be raised above the already-returned / credited quantity ([qty]).”
• “Line [n]: Linked to invoice line – not allowed.” and “Line [n]: This line can’t be deleted because there are subsequent transactions based on it.” Invoiced or delivered lines cannot be deleted.
• “This sales order is completed and can no longer be edited. Reopen it in Exact Globe if you need to change it.” Also shown, in a similar form, for deleting lines on a completed order. For Unconfirm on a completed order you see “This sales order is completed – the confirmation can no longer be reset.”
• “Order must be saved before it can be authorized.” and “Order must be saved before it can be completed.” Save first.
• “Please save the sales order first.” Save before opening Confirm, Fulfillment, Return or Print.
• “Sales order [number] not found.” The number is not a sales order in this division. If the number belongs to an RMA or RTV, the page forwards you to that order’s own page.
• “Order is completed – chat is locked.” The chat is disabled on completed orders. “Message is empty.” Type text first. “Order must be saved before sending chat messages.” Save the order first.
• “This sales order was already saved, but Globe did not return its number. Open it from the Customer Service workspace instead of saving this form again, which would create a second order.” Do not save again.
• An error that mentions “@CORE_SDK” is an Exact Globe add-on initialisation problem. In Exact Globe+, open System, General, Settings, Add-ons, click Initialise under Actions, click Start in the pop-up, then retry.
• “The action could not be completed: … Try again; if it keeps happening, pass this detail to your administrator.” Retry once, then give the detail to your administrator.
• “The back-office returned an HTML page instead of JSON … Try refreshing.” Your session probably expired. Refresh the page.
• A message that the API key cannot be read or decrypted points to the TIPP Transactions installer or the TIPP Engine Settings page. Ask your administrator.

What you cannot do here

• Edit a Completed order, reopen it, or book a return on it: use Exact Globe.
• Preview the confirmation on screen, add Cc or Bcc, use a covering letter or e-mail template, confirm several orders at once, or confirm an order that is not authorized: use Exact Globe.
• Change Net price, Disc % or VAT: Exact Globe calculates them. Only the Item relations window can set a 100 percent discount on lines it adds.
• Change the unit of a line: Exact Globe picks it.
• Change the warehouse of a saved line, or give an item that is not a sales item or not in the line’s warehouse.
• Choose a prospect or other non-customer as debtor.
• Change a line that is invoiced or fully delivered, or delete it.
• Chat on an unsaved or completed order.
• Make any change without a TIPP PRO licence.

Related pages

• Sales Order Confirm window (opened with Confirm): confirms the order with output None, Printer or E-mail.
• Fulfillment window (opened with Fulfillment): delivers the order.
• Return window (opened with Return): creates a return on a separate RMA order.
• Print window (opened with Print): prints order documents.
• RMA page: opened by clicking an RMA number in the RMA orders list.
• RMAs list: its sales order numbers open this page.
• Customer search and item search windows: opened by the small search buttons.
• TIPP Engine Settings: where the TIPP Transactions service connection is checked.

Common questions

What is the Sales Order page for?

It is for creating and working on one Exact Globe sales order: header, lines, authorization, confirmation, fulfillment, return, printing, completion, notes and documents. It needs a TIPP PRO licence to make changes.

Why is everything read-only for me?

Either the order is Completed, or your TIPP licence is not TIPP PRO. In the second case the page shows the licence warning and only Close works. On a Completed order only Close, Print and the viewing parts still work.

Why is the Fulfillment button greyed out?

The order must be authorized, not Invoiced and not Completed. If “Sales order confirmation” is ticked, the order must also be confirmed. Authorize the order and click Confirm first, then try again.

Why can I not click Authorize or Confirm?

Authorize is disabled on a new unsaved order, so save first, and it is hidden when the order is already authorized or Completed. Confirm needs a saved order that is authorized and not Completed.

How do I confirm or unconfirm a sales order here?

Authorize the order, click Confirm and choose the output in the pop-up. Once the order is confirmed, an Unconfirm button appears to reset the confirmation. The authorization stays.

Why is the Return button disabled?

No line has a delivered quantity yet, the order is new, or the order is Completed. Once at least one line is delivered on an order that is not Completed, Return becomes available.

Why does the page ask “Already authorised: [number]. Continue?”

You changed something on an authorized order. Yes de-authorizes the order so you can edit, then you save and authorize again. No undoes your change.

Why can I not change the price or VAT of a line?

Exact Globe calculates Net price, Disc % and VAT, so they are read-only. They appear after you save.

Why can I not lower the quantity or delete a line?

The line has already been delivered or invoiced. The quantity cannot drop below the delivered or invoiced amount, and invoiced or fully delivered lines cannot be deleted.

Why did a window with related items open when I added an item?

The item has item relations in Exact Globe. Choose which related items to add as new lines, adjust the quantities, and optionally set the prices to zero. Items that are greyed out do not exist, are not active or are not in the warehouse of the line, and the reason is shown next to them.

Which unit does a new line get?

The unit from the debtor’s price list for that item and the order date, otherwise the SALESPRICE list, otherwise the item’s base unit. The Unit column shows it and you cannot change it.

What does Try again do and is it safe?

It repeats the same click with the same click key and the same data, so a step that already went through is not done twice. The button only appears when repeating is safe. If the message says “Unknown” or “Still being processed”, check the order in Exact Globe (Globe+) first.