Orders
When buying or selling something in Xena, the process begins with the creation of an order.
What is an order?
There are two types of orders in Xena: Sales Orders and Purchase Orders.
Sales Orders: With sales orders, you can send estimates, offers and order confirmations to your customers, as well as post and send invoices/credit notes. If you use stock management, you can also print pick lists and post delivery notes.
Purchase Orders: With purchase orders, you can send purchase requests to your suppliers and post purchase invoices/credit notes. If you use stock management, you can also post delivery notes from your suppliers.
Create a new order
Orders can be created in several different places in Xena:
Via the menu Sales/Purchase > Order > Create Order
Via a partner
Via a project
Via subscription management
Via reorder (requires stock management)
Via the + icon at the top right of the top bar
When you create sales orders, you can use templates. Templates can save you time and reduce errors, because a template pre-fills fields with a standard setup. You can read more about using templates in this guide:
Once you have created the order, you need to add order lines/article lines, and then you are ready to create estimates, offers, invoices, etc. Read more about this in the next two sections, which cover Sales Orders and Purchase Orders.
The order can be split into several tasks. Each task can be invoiced together or separately. Read more under Partial invoicing below.
Sales Orders
On a sales order, you can generate a sales invoice, which posts revenue for the sold services/articles. If you use stock management, a product consumption is also posted for the associated article group.
The partner on the order becomes a customer, and if the customer and article are subject to VAT, outgoing sales VAT is also posted.
The menu for various printouts/functions is found in the order menu with the three dots.
1: Send an estimate or an offer
Through the order, you can generate both an estimate and an offer and send them to the customer. Read more in the guide here:
➡️ Offers
2: Send an order confirmation
This step is only relevant if it is part of your normal business process to use order confirmations. Before you send an order confirmation, you can add Delivery address and Delivery note on the Delivery tab.
To create an order confirmation, select Create Order Confirmation in the order menu. Here you can choose whether the document should be printed or sent by email. You can also choose to confirm only part of the order by selecting Partial Order Confirmation.
Once the order confirmation is created, the tasks are locked for further editing. If you want to edit the lines again, you can delete the order confirmation by going to the menu for the task (the three dots) and selecting Delete Order Confirmation. You can then edit and create a new order confirmation on the task.
3: Create a delivery (only for stock management)
This step is only relevant if you use stock management. When the articles have been physically picked from stock and are ready for delivery, you can create a delivery. You can also choose to skip this step and post the delivery together with the invoice.
To create a delivery, select Create Delivery in the order menu. Here you can choose whether the delivery note should be printed or sent by email. Remember to enter the correct date for when the articles were dispatched from stock. If you have delivered only some of the articles on the order, you can post a partial delivery to the customer.
Once the delivery is posted, your articles are updated with Quantity in stock, and the value is deducted from your stock. A product consumption is also posted. After the delivery is posted, you can only edit text, price and discount on the order lines.
4: Create invoice
In the order menu, select Create Invoice. Choose whether the invoice should be printed, sent by email or sent electronically. Also check that the invoice date is as desired. If you use stock management and have not previously posted a delivery on the order, remember to tick the Deliver field.
5: Create payment
As the final step on an order, you can post a payment.
To do this, select Create Payment in the order menu. Enter the payment date and mark the invoices that have been paid. Choose the payment account the payment should be posted to. Check that the paid amount is correct, and press the Pay button.
Purchase Orders
On a purchase order, you can create a purchase invoice, which posts a product consumption for the purchased services/articles. If you use stock management, the purchase is instead posted to the stock account of the associated article group.
The partner on the order becomes a supplier, and if the supplier and article are subject to VAT, incoming purchase VAT is also posted.
1: Send an order
This step is only necessary if you have not already ordered the articles from the supplier. Before you send an order, you can add Delivery address and Delivery note on the Delivery tab.
To create an order, select Create Order in the order menu. Here you can choose whether the order should be printed or sent by email. You can also choose to order only part of the order.
Once the order is created, the tasks are locked for further editing. If you want to edit the lines again, you can delete the order by going to the menu for the task (the three dots) and selecting Delete confirmation. You can then edit and create a new order on the task.
2: Create a delivery (only for stock management)
This step is only relevant if you use stock management, and it is done when you have physically received the articles in your stock. You can also skip this step and post the delivery together with the invoice.
To create a delivery, select Create Delivery in the order menu. Remember to select the correct date for when the articles arrived in stock. If you have received only some of the articles on the order, you can post a partial delivery.
Once the delivery is posted, your articles are updated with Quantity in stock, and a temporary value is posted for the articles in the financial account Unpaid stock. After the delivery is posted, you can only edit text, price and discount on the order lines.
3: Create invoice
Remember to enter the supplier's invoice date, invoice number and, if applicable, payment ID on the Order Head tab. Also check that the prices and quantities on the article lines match the supplier's invoice. Check the invoice total at the bottom of the order as well.
To create an invoice, select Create Invoice in the order menu. If you use stock management and have not previously posted a delivery on the order, remember to tick the Deliver field.
Fields on a purchase order that usually must be filled out before you post the invoice
Delete an order
To delete an order, there must be no posted deliveries or invoices on the order. When an order is deleted, it gets the status Deactivated and does not automatically appear in the overview of your orders.
To delete an order, go to the order menu (the three dots), select Delete and press the Approve button. When the order is deleted, all associated order tasks are physically deleted. Therefore, only the order number itself can be restored afterwards.
If you want to restore a deleted order, open the order, go to the order menu (the three dots) and select Restore. The order will then be visible again in your overview of open orders.
Split and merge orders
Xena has a unique function where you can split and merge order lines from open orders on a partner into a new order. You can read how in this guide:
Searching in orders
A distinction is made between whether what you search for matches a whole word or only part of a word.
Read more about searching in your orders here:
➡️ Quick search
Other features
Partial invoicing
You can create several invoices on the same order by splitting the order into different tasks. Each task can be invoiced together or separately. This is practical, especially if you have a larger order for the same partner.
➡️ Partial delivery and partial invoicing
Budget
On a sales order, you can create a budget under the Budget tab, broken down by cost type. The budget is compared with the actual figures in the statistics on the Statistics tab. With the Extended Invoicing app, you can also create a budget for each task on the order.
Documents
Every time a document is generated from the order, it is automatically saved under the Documents tab on the order. This allows you to look back at previous documents, such as offers, even after the order has been invoiced. You can also upload new documents to the order yourself. The documents can be organized into different document folders.
Statistics
All orders have a tab with statistical figures, where you can see important key figures. You can read more about order statistics in this guide:
Copy
You can copy an order to a new order by selecting Copy to new Sales or Purchase Order in the order menu (the three dots). In the same way, you can copy an individual task to the same order by opening the menu on the task and selecting Copy.
Credit note
An invoice can be credited with a single click. Find the invoice you want and select Credit Note in the menu for the invoice (the three dots). This creates a new task on the order that credits and offsets the selected invoice(s). This way, both the invoice and the credit note are created on the same order. If you need to create a new invoice, you can use the copy options described earlier.
Invoicing based on cost posts
If you post costs on your sales orders, you can conveniently create an invoice based on the posted costs. This saves you time and ensures that all your costs are invoiced on to the customer. Read more about this in the guide:
➡️ Invoice based on cost posts
Pay-on-account invoicing
Via the order menu (the three dots), you will find Pay-on-Account Invoicing. This type of invoicing is used when the customer needs to pay for the order in instalments. The instalments can be calculated as a percentage of the total amount for the task (completion principle) or as an agreed amount (milestone principle). Read more about pay-on-account invoicing here:
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