WAP Help and User Guide – Sales Orders


Table of Contents

Product overview

Help and User Guide maintained for WAP version 191.0.0 and upwards.

This WAP Sales Order Help and User Guide will take you through the features and settings for the Sicon WAP Sales Order Module.  This module is designed to allow users of the WAP system to create, submit and approve Sales Orders, enabling a Sales Order to be raised and posted to the Sales Order Processing module within Sage 200.  Goods can also be despatched via the WAP Sales Order module which will then update the values on the Sage Sales Order.


1. Sales Order Enable Module

For the Sales Order module to be available the enable module must have Sales Order module ticked.  Once this is configured, Sales Order options will then be visible with the system.

Each year WAP will require a new enable string to continue working.  When a new one has been issued, select System Settings – Misc – Licencing – Apply new licence – Browse and Upload.

Sicon WAP Help and User Guide - Sales Orders - - Sales Order Enable Configuration


2. Sage Pre-requisites

Within Sage the user running the WAP service will need permissions to post to Sage (Sales Order Processing – SOP Utilities – User Permissions).  If these are not enabled, certain changes in WAP, such as unit price changes, will not feed through to Sage:

Within SOP Utilities, automatically generate next SO also needs to be turned on.


3. New Sales Order

Select New Sales Order from the side menu within the Sales Order menu. Note: Options on this screen will depend on the functionality enabled/disabled within the system settings (System Setup – System Settings – Sales Order tab) and on User Type permissions (User Setup – User Types – Sales Orders)

Company:  will default to the User’s default Company as detailed in their User setup.

Filter: This will pick up categories from PRS filter in Sage (see Customer below).

Customer: If required, the customer list may be restricted to show only Approved Customers as defined in Sage 200.  Please refer to: Approved Customers
NB. It is not possible to restrict customers for individual WAP users.

Currency: as defined by the Sage SL account.

Document Date: this will be automatically populated with the current date but can be overridden as needed.

Requested Delivery Date: if required the system settings can be configured for the date entered here to populate to the sales order lines.

Promised Delivery Date: it is possible to submit a sales order without a delivery date or promised date.  However, prior to approval a Promised Delivery date must be added, so this will need completing at approval stage if the date is still blank at this stage.


3.1. Add a Free Text Line

Select Add a Free Text line and complete as required. Note: certain fields/boxes may not be visible as below, depending on the System Setup.

Item Details:  free text box, enter the description of the item/s as required.

Quantity:  free text box, enter the quantity required.

Unit Price:  free text box, enter the price per unit of the item/s being sold.

Selling Price Unit:  free text box, enter description of the item being requested; e.g. box of 12, pack of 6.

Delivery Date:  this will pull through the delivery date as selected on the front page if configured, but can be overridden if required.

Tax Code:  the default standard tax rate will be pulled through from how the Sage Company has been configured in Sage Connections but this can be overridden with another rate from Sage if required.

Discount Percent:  if applicable, enter a discount percentage to apply to this line.


3.2. Add a Stock Item Line

Stock items pull through from Sage and depending on the System Setup, will use the associated nominal code.  NB. It is not possible to restrict stock for individual WAP users.

The information for the stock item will pull through from Sage and can be overridden if required.
NB, if prices are to be overridden, the WAPUser running the WAP service will need appropriate permissions to update prices in Sage (SOP Utilities – System Set Up – User Permissions).

The Project, Nominal and Approval tabs operate in the same way as with Free Text Line entry.

Margins Tab

If enabled in system settings, the margin information is visible in this tab and it is also possible to select to use the Landed Costs (costs associated with the item being transported).

See System Settings for more info on Margins.

Stock Movement

From this screen you can view the availability and movement of the stock from the stockline in Sage, so the user see what stock is available, and other Sales Orders it has already been used for.

Discount tab

Depending on your System Settings, you can view the discounts for your items here.  Depending on settings discounts can also be edited here and this will be reflected in the prices.  In the above example a discount of 10% has been applied.

Description Tab

If you have the Usertype permissions, you can amend your item description here.  In the example above, Ex-Display has been added to the description.  The updated description will also post through to Sage when the order is fully approved.


3.3. Adding a Stock Item Line Batch entry

This feature enables users to rapidly enter multiple items of stock (note, any stock already added via the Add Stock feature also appear here).  Much of the same information is available.  This is a usertype setting that is turned off by default.


3.4. Add a Comment Line

Any additional comments you need to appear on the Sales Order as a line item can be added here and can be marked to show on the SO if required. By default the comment will not be set to appear on Customer documents. This setting is configurable in System Settings to be on or off as required.


3.5. Line Values Tab

This tab will show a breakdown of the lines on the order with the Quantities, Unit Prices, Discount Percentages, Tax Rate, the Net value and Margin details.  These lines can be edited or deleted if needed, depending on User Type permissions.


3.6. Line Quantities Tab

This tab will show a breakdown of the order lines with the Description and the Quantities that have been Ordered, Allocated, Despatched and Invoiced.  Again, lines can be edited or deleted if needed, depending on User Type permissions.   As the Sales Order progresses, (i.e. has its goods despatched and is invoiced), these figures will be automatically updated.


3.7. Stock Quantities Tab

For any stock lines, a snapshot of available and allocated stock is displayed.


3.8. Authorisation Tab

Once the Sales order has been submitted these lines will get populated to show who is needed to approve the lines and the status of the document.  The document will not be fully approved until all lines have been approved.  Clicking Reset will cause the line to be sent back to the beginning of the approval route; i.e. if a new approval route is built while a document is part way through the approval route, the lines would need to be reset to pick up the new approval route.


3.9. Job Analysis Tab

When Sicon Job Costing, Sage Project Accounting or WAP projects are integrated, and the line is linked to a Job/Project, the details will be displayed here.


3.10. Delivery and Invoicing Tab

Invoice To: this will be auto populated from the Sage SL Account once a Customer has been selected.

Contact Details: this will be auto populated from the Sage SL Account default contact.

Delivery Address: this will be auto populated from the Sage SL Account.  It can be overwritten by unticking the ‘Use Invoice Address’ option.

Default Warehouse: Where stock items will be taken from as default on the order.  This can be changed on the individual line.

Tax Details: Pull through from the Sage SL Account once a Customer has been selected.

Analysis Codes: Analysis codes set up and configured in Sage SOP – SOP Maintenance – Maintain Analysis Codes, will be drawn through to select.


3.11. Justification Tab

Supporting documents can be uploaded and attached to the Sales Order using the Browse and Upload buttons – a single paperclip icon will appear in the Flag column in the Sales Order summary grid tables and on the User’s Sales Order Approval grid page (two paperclips will show for multiple attachments) and if DMS is enabled, this will post through to the order when it’s in Sage.


3.12. Additional Information

Additional notes can be entered if required, department changed and the requesting user is stored here.


3.13. Payment Details

A summary of the gross payment from the order is displayed in this screen.  By default payment information is hidden as this is usually handled by Finance within Sage.


3.14. Approval History Tab

This tab will only be populated once the Sales order has been submitted and progressed through the approval route.  Only lines that require approval will be displayed i.e. not comment lines.


4. Existing Sales Orders

Select Existing Sales Orders from the side menu to display the sales orders under various tab headings.  Additional icons will appear in the Flags column to show if the order is over budget, has notes, has attachments or a hyperlink etc.

New:  sales orders that have been saved but not yet submitted for approval.

Submitted:  sales orders that have been submitted and are awaiting approval.  By hovering over the blue information icon on the left, the lines will be displayed showing who they are awaiting approval from.

Approved:  sales orders that have been approved, posted through to Sage and now show a Sage POP Order Number and are ready to be emailed to the supplier.  Once printed, a printer icon will appear and if emailed, an envelope icon will appear.  Approved orders will remain in this tab until they have been fully goods received and invoiced.

Rejected:  sales orders that have been rejected during the approval process will show under this tab.  It is up to the user who submitted the sales order to either delete or edit and resubmit for approval.

Completed:  once an order has been fully goods received and invoiced it will move through to Completed, mirroring the process within Sage.

Failed:  if a sales order fails to post through to Sage it will appear in this tab and will need the error flag removing before it can be posted again.  The permission to clear errors and repost orders is usually just given to Administrators or Finance users.  Common reasons for a sales order failing are due to the supplier being placed on hold within Sage once the sales order has been submitted, lines being entered with a negative value or the job or project being closed.  More details on any error flags can be viewed through the Event Viewer.

Archived:  users can archive their completed orders.  If there are a large number of completed orders, it is recommended users do this on a regular basis to avoid potential speed issues.


4.1. Viewing Sales Orders

By default, users will always be able to see sales orders they have raised or approved.  If permission is given, users may also be able to view all sales orders within the system or all raised by users in the same business unit.

There are two options to search for an existing sales order; either use the Search filters or the Quick Links.

Search filters:  depending on configuration, the user will either be able to search for their own, within their business unit, delegates or all users’ sales orders.  Search filters can be used to find orders with a particular WAP ID, Sage PO number, supplier and if using a costing module, Job or Project.  Use the Show Deleted option to show any sales orders or orders that have been deleted.

Quick Links:  either click ‘Refresh Requests’ to update the grid and retrieve the most recent status of orders or other specific links to show particular orders.  If users have permission, they will be able to archive their completed orders.  All orders within the current grid can also be exported to Excel.


4.2. Viewing Sales Orders raised by Colleagues

If users belong to a business unit and they click the Quick Link to view requests raised by my business unit, they will be able to view their own sales orders and any raised by users within their business unit(s).


4.3. Editing Existing Sales Orders

By clicking Edit on an existing sales order, this will open up to allow for viewing of order lines, delivery information, quantities received etc.  Depending on User Type permissions, the user may be able to make changes on an order once it has been approved, up until the order has been despatched or invoiced.  Any changes would need to be submitted for re-approval.  Alternatively, users may not be allowed to make any changes to an order once it has been approved and a Sage PO number has been generated.

It is recommended that the only users who could change an order once it has been approved would be Administrators or Finance users.


4.4. Copying Existing Sales Orders

Once a sales order has been fully approved it can be copied to create a new sales order.  This functionality is useful if repeat orders are being placed regularly, or orders with many lines.  The user should find the correct order to copy using the search functionality and click to Edit.  Once the sales order is open, click the Copy Order button at the bottom of the screen.

Once copied, a new sales order is created.  This new sales order can then be edited if required; i.e. if lines need to be added or deleted, or changes to quantities etc. need to be made.  Once the sales order is correct, this can then be submitted for approval.


4.5. Deleting Existing Sales Orders

If the user has permission to do so, they will be able to delete a sales order using the ‘Delete’ button.  A sales order can be deleted once it has been approved unless goods have been despatched or an invoice has been entered.  If a sales order has been approved and posted through to Sage but is then deleted, it will show in Sage as Completed with a zero order value.  If a user does not have permission to delete sales orders, they will see a message advising this.


5. Approve Sales Orders

To approve a sales order, either click on a hyperlink notification on the user’s WAP homepage, or navigate to the Approve Sales Order page from the side menu.


5.1. Sales Orders to Approve - Approval

All Sales Orders waiting for the User to approve will be listed; click on the arrow to expand the Sales Order line details. Only lines which are for this user to approve will be visible on this page.

Lines:  this tab will show all lines awaiting approval from the user with information on quantity, price, nominal and job or project.  The View Order Details button will take the approver through to the main sales page to view the sales order fully or to make any amendments, see below for further information on viewing order details.  Individual lines can either be approved or rejected, or the whole order can be approved or rejected.  See below for further information on Rejecting sales orders.

Attachments:  this tab will allow for any attachments added to be viewed.  The number of attachments will be shown in brackets on the tab.

Notes:  if any notes were added during creation of the sales order, these will be visible here.  Notes can also be viewed by hovering over the post-it note icon under the Flags column.

Approval History:  each line requiring approval will be displayed showing approval history.

If the User has the User Type permission ‘Use Approve Selected option on approval pages’ which applies to all modules, they could select multiple Sales Orders and approve them together without opening each sales order. We advise this for Finance and Senior Management users only:


5.2. Sales Orders to Approve – Reject

If an approver wishes to reject one or all lines, they can click either Reject or Reject All; they will then need to enter a reason for rejecting before choosing to reject.

The user who raised the sales order initially will be sent a notification containing the rejection reason and the sales order will appear under the Rejected tab under Existing Sales orders.

The user who submitted the sales order can now:

  1. Delete the sales order if the approver has not allowed the purchase to be made (if the user has permission to delete a sales order).
  2. If the sales order has multiple lines, one which has been rejected and other lines which have been approved, delete the rejected line and resubmit the sales order. This will cause the sales order to move through as Approved and will post through to Sage.
  3. Edit the sales order to correct the rejected line and resubmit for approval.

To correct the rejected line (option 3); Edit the sales order, edit the rejected line, make the correct change and save the line.  In this example the discount has been removed.  Once the change has been made, click the Authorisation tab and reset the approval route.  This is necessary to clear the rejected flag and allow for the sales order to be resubmitted for approval.

Once the line has been reset, save and submit the sales for approval; this will start the approval process again.


5.3. Sales Orders to Approve – View Order Details

If during approval the approver wishes to see the original sales orders, they should click the ‘View Order Details’ button.  If approval routes are configured based on nominal code, job or project, lines could be sent to other users to approve; when viewing the sales order as an approver, their lines to approve are highlighted for visibility – green if the line is within budget or red if the line is over budget.  Approvers are able to make changes to lines; by default, this would not cause the document to restart its approval route although the system can be configured so changes made by approvers will cause the document to restart the approval process.

The approver will need to return to the Approve Sales Order screen to then approve the order.


5.4. Fully Approved Sales Orders

Once approved, the sales order will move through the configured approval route until approved by an approver with sufficient approval value rights and any mandatory checks have been completed; at this point the order is posted into Sage as a Sales Order and a Sales Order number is generated within WAP.  The user who submitted the sales order would get a notification advising them it has been fully approved.


6. Printing and Emailing Sales Orders

Once a sales order has been fully approved and generated a SO number, it can be printed then emailed to the customer from within WAP.  Once the order has been found under the Approved tab, click on the Print Summary option and a preview will be generated – see below for details on configuring and linking SO layouts.

NB: as the print SO preview screen is a pop-up, the Sicon WAP website must be configured to allow pop-ups.

The SO can be printed if required, exported as a PDF document or emailed directly to the customer by clicking the ‘Click here for email options’ banner.

From:  by default the option to send from the user’s email address will be selected but can be changed so the email is sent from the system email address as configured in System Settings – Email.

Customer Contact:  this email is pulled through from the customer contact field on the sales order but the user is able to override if needed.

CC:  enter an email address here if someone else should receive the email.

Subject:  this text can be configured within System Setup – Sage Connections.

Include me:  tick this box if the user should receive a copy of the email as well as the customer.

Body:  this text can be configured within System Settings – Sage Connections although users are able to override to include any other information required when sending through to the customer.

Attachments:  up to three attachments can be uploaded to be emailed out to the customer along with the SO.

Once the order has been sent through to the customer, an envelope icon will appear in the Flags column against the order, under the Approved Sales Order.  If printed, a printer icon will show.


6.1. Sales Order Layouts

SO Layouts are stored within System Settings – Reports.  Layouts are pre-configured at install; hover over the thumbnail image to view the layout.  A report can be renamed by clicking Edit but to make any changes to the layout, click Design.  Layouts can also be Exported and then imported if changes are to be made.

NB: the reports are designed using DevExpress and we strongly advise only experienced report writers make changes to a design layout.  Please ensure a backup is taken before any changes are made by exporting the layout as a .xml file.  Any issues resulting from making changes may incur chargeable consultancy to resolve.

Up to two layouts can be used per Sage Company; these are configured in Sage Connections – Company Details – Sales Order Acknowledgement – Sales Order Acknowledgement Reports.


7. Goods Despatched

NB. This option should only be enabled if the setting to automatically allocate Sales Orders once posted. Otherwise once an order is posted, all other following actions should be completed in Sage.

To despatch an order (that has been allocated), click on the Goods Despatched option on the side menu. Once goods have been despatched in WAP against a Sales Order, the quantities will update through on the Sage SO in Sage SOP.

By default, the list displayed will show approved orders raised by that user only, that have not been fully despatched. Depending on configuration, the user may also be able to see orders raised by other users within their business unit(s) or all orders raised in the system. Specific orders can be found using the filters at the top of the screen to search by Customer, or a SO number.

To receive goods, select an order using the slider switch and click Despatch. If required, multiple orders can be received against the same supplier.


7.1. Despatching Goods or Services

Once an order has been selected, the individual lines requiring goods to be despatched will be displayed.

Despatch Date:  this will default to the current date.

Customer Document No:  this could be the delivery note number (if applicable) or an agreed text for all users to enter, e.g. their initials and the date.

GDN Number:  the system will populate this automatically when the goods despatched screen is saved.

Customer Document Date:  this will default to the current date but can be changed if needed.

Narrative:  free text field to allow the user to record any additional information if required.

Final Despatch:  if recording a final, part despatch, this button can be ticked to amend the SO in WAP and Sage.  Please see below for more information on using the Final Despatch Functionality.

To be Despatched:  enter the quantity that has been despatched against each line.  If a part delivery has been despatched, the remaining items will stay on the SO as to be received at a later date, the order will stay as an approved sales order and will remain as a live SO in Sage until all items have been despatched.

Save:  once goods despatched quantities have been entered, click Save to confirm.

Cancel:  click to close out of this screen without saving any changes.

Despatch All:  click to populate all lines with the outstanding order line quantities.


7.2. Final Despatch

If an order has been part despatched and it is known that outstanding quantities will not be despatched, tick the ‘This is the Final Despatch’ button; this will update the SO in WAP and Sage so the order quantity will be the same as the goods received quantity.  N.B. if this is done it will mean the order can no longer be edited so should therefore be used with caution.

In the below example the original order was for 3 (qty of 1 on the first line, and 2 on the second line).  These are being final goods despatched so this will change the order in WAP and Sage to be for 2 (qty of 1 on each line).  This means that when an invoice is printed and posted for 1, the order will then move to Complete.  If the remaining Espresso Machine was to be despatched at a later date it cannot be despatched on this order; a new SO would need to be raised, approved and then the goods despatched against that order.


8. Reports

There is one report available within the Sales Order module.


8.1. All Sales Order Lines

This report will show a breakdown of all sales orders with their line detail, quantities, approval status and approval history.

Depending on User Type and User configuration, users will be able to see either information relating to their orders, their delegate or business unit orders or all orders on the system.  Use the date range, database filter, header and line status options to filter data as required.

The report can be exported to Excel or can be exported to PDF and can be adapted either by dragging column headers to change the order or group data by a particular header.  Click the ‘Customise’ button for the Field Chooser to appear which will allow for additional headers to be added or existing headers to be removed.  N.B. reports are cookie based so to allow for this customisation, ensure the browser settings allow cookies from the WAP website.  Customised columns may return to the standard configuration following a WAP or browser upgrade as cookies may be cleared.


9. Sales Order System Settings

System Settings relating to the Sales Order module are accessed in System Settings – Sales Orders Tab.


9.1. General Tab – Display Banner

Hide D.U.N.S Number from Customer Creation: The ability to hide D.U.N.S Number on the Customer Creation (either when creating a customer from a Pospect Account Sales Order, or within Sage Admin – New Customer – Trading tab).

Hide Keep Transactions For from customer creation: The ability to hide ‘Keep Transactions For’  (either when creating a customer from a Pospect Account Sales Order, or within Sage Admin – New Customer – Trading tab).

Hide Order Priority from customer creation: The ability to hide Order Priority from Customer (either when creating a customer from a Pospect Account Sales Order, or within Sage Admin – New Customer – Trading tab).

Hide Nominal Account from customer creation: The ability to hide the default nominal code from the customer (either when creating a customer from a Pospect Account Sales Order, or within Sage Admin – New Customer – Trading tab)

Hide Use Tax Code as SOP Default from customer creation: The ability to hide the setting that allows users to Use tax code as SOP default (either when creating a customer from a Pospect Account Sales Order, or within Sage Admin – New Customer – Trading tab).

Hide Supplier part number on Stock item dropdown selection:  Turning this setting on will remove the Supplier Part No from the users’ view in the drop down when choosing a stock item on a sales order.

Hide Free stock quantity on Stock item dropdown selection:  Turning this setting on will remove the Free Stock quantity from the users’ view in the drop down when choosing a stock item on a sales order.

Show Customer Stock Item Codes:  If using Sicon Enhancement pack, this setting enables the column in the stock item dropdown when choosing a stock item on a sales order.

Show Additional information tab on Sales Orders: Displays an Additional Information tab where users can view ‘Requested By’, Notes and Department if using Business Units within WAP.

Show Markup Margin %:  This setting can be configured depending on your company preference to use Margin or Markup.  Turn on to show Markup Margin% rather than Gross Margin %.

Show Gross Margin%: This setting can be configured depending on your company preference to use Gross Margin % or Markup Margin %.  Turn off to show Markup Margin% rather than Gross Margin % (usually either Markup Margin % or Gross Margin % are used, not both.  The default is to use Gross Margin %).

Show Sales order Shipping Tab:  If Distribution is enabled, this tab can be enabled for the user to enter the information as required when entering their Sales Order (Shipping type, required by, collect date, parcel carrier, service and any special instructions).

Hide delivery date on line: this setting can be used to hide the delivery date on a line if there should only be one delivery date on a sales order.

Hide Unit cost field: This setting can hide the Unit Cost from the user inputting a Sales Order, so they will only see Unit Price.

Hide Margin: This setting can be used to hide the Margin Tab so the end user does not see this detail when entering a Sales Order.

Hide Warehouse dropdown: This setting can be used to hide the Warehouse so the end user does not see this detail when entering a Sales Order.

Hide base currency on order header: if configured, this setting will not show the customer currency information on the sales order header page.

Hide quantity tab: if configured, this will hide the quantities tab on the sales order header page (the quantities tab provides summary information on what has been ordered, allocated, despatched and invoiced for all lines).

Hide stock quantity tab: if configured, this will hide the stock quantities tab on the sales order header page (the stock quantities tab provides summary information on stock lines for what is free stock, in stock and allocated stock).

NB. For any settings that are not covered in this guide, please contact your BP / Sicon Project Administrator who can arrange time with a Sicon consultant to go through your requirements in more detail.


10. Sales Order User Type Permissions

Permissions for whether a user is able to submit, approve, print or view sales orders are set at a User Type level, under the Sales Orders tab.

Submit Sales Orders: the ability to create and submit sales orders

Approve Sales Orders: the ability to approve a sales order. If a user does not have this permission, they cannot be selected when building an approval route.

Delete Sales Orders: the ability to delete a sales order.  A sales order cannot be deleted if goods have been despatched or invoiced.  If an approved order is deleted, it will show in Sage with 0.00 value and a status of Completed.

View All Sales Orders: the ability to view all sales orders in the system.

Print Sales Orders: the ability to open the print popups to email an approved order to a customer.

View Sales Order Reports:  the ability to run the all order lines report which will list all orders, their values, status, approval history etc.

Archive Sales Orders: the ability to archive completed orders; i.e. orders that have been fully despatched and invoiced against.  Completed sales orders can be archived for speed and performance benefits – these sales orders can still be searched for using the search filters.

Amend Sales Orders Posted to Sage: the ability to amend a sales order in WAP once fully approved and posted to Sage.  This is usually a permission only given to Administrator user types.

Perform Goods Despatched: whether the user is able to goods receive. NB. The WAP System setting to automatically allocate sales orders needs to be switched on to enable despatched goods to post across to Sage.

SOP StockItem batch entry: the ability for to enter multiple items of stock at once.


11. Sales Order User Permissions

A number of permissions can be set on the user profile relating to entering, viewing or approving sales orders.


11.1. Account Options Tab

Against a user set their sales order Item and Approval values; item value is the amount the user is able to enter a sales order for and approval value is the amount a user is able to approve a sales order for.  If a user is not allowed to approve a sales order, leave the approval value as zero.  If a user has unlimited approval value (i.e. for users at the end of an approval route), set the approval value as 999,999,999.

A user can also be given a self-approval value; any sales orders raised up to the self-approval value will automatically post through to Sage without going down an approval route, providing it exceeds any margin settings configured within System Settings.


11.2. Business Units Tab

If the user belongs to a business unit they will be able to view any sales orders raised by other users within the business unit.  If a user has access to multiple business units, they can change the business unit on the Justification tab when entering a new sales order.


11.3. Nominal Tab

This tab can be used to view nominal codes the user has been given access to, or to set that the user is to have access to all nominal codes.  These codes will be visible to the user when entering a new sales order.


11.4. Jobs / Projects Tab

If a costing module has been configured, this tab can be used to view jobs or job headers the user has been given access to, or to set that the user is to have access to all jobs or job headers.  These jobs and job headers will be visible to the user when entering a new sales order.


11.5. Company Access Tab

This tab will show what companies the user has been given access to.  The delivery and invoice addresses are linked to Sicon’s Requisitions module.  For Sales Orders, generally users will use the invoice address against the customer in Sage, but when entering a sales order but this can be overridden manually.


12. Sales Order Approval Stages


12.1. Sales Order Header Status

New:  the sales order has been saved but not yet submitted.

Submitted:  the sales order has been submitted for approval but not yet fully approved.

Approved:  the sales order has been approved and would have posted through to Sage.  Once a sales order has been approved it will be able to be emailed to a supplier.

Rejected:  one or more lines on the sales order have been rejected.  N.B. a rejected line must be edited and saved before being submitted again for the reject flag to be cleared; a rejected sales order simply submitted again will not clear the reject flag.  A sales order will not post through to Sage if there is a rejected line on the sales order.

Completed:  the sales order has been fully goods received and fully invoiced.

Failed:  if a sales order has failed to post to Sage it will appear here.  Most likely reasons for the sales order to fail are if a costing module is enabled but the project or job has been closed or set to not allow costs entered against it.  Please check the Project and then clear the error and repost the sales order (these are usually Superuser permissions).

Archived:  any completed sales orders the user has archived will show on here; archived sales orders will not appear in search results unless searched for specifically.


12.2. Sales Order Line Status

New:  the line has not yet been submitted.

Waiting:  the line is awaiting approval from an authoriser.

Authorised:  the line has been fully approved.

Rejected:  the line has been rejected; all lines must be authorised before the sales order will post to Sage.

No Authorisers:  there are no authorisers for the line; the line will need to be reset and the sales order submitted for the correct approval route to be used.


13. Approved Customers (Sage 200 Only)

To restrict which customers are visible in WAP for use when creating a sales order, configuration is required in Sage.  Create an analysis code called ‘PRS’ in Sage 200 (Accounting System Manager – Settings – Maintain Analysis Codes) with the appropriate customer groups as values.

Add the PRS analysis code to the Sales Ledger analysis code setup (Sales Ledger – Utilities – Ledger Setup – Maintain Analysis Codes).  The Field label can be edited to give an appropriate description.

Each Sage 200 Customer account can then be configured to a specific PRS analysis code.  If the Customer should not appear in the list available when entering a sales order in WAP, do not select a code from the drop down box but instead leave it blank.

Within WAP when raising a new sales order, the customer can then be selected based on the Approved Customers or by Approved Customers category.


14. New Features & Important Information





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