Templates for sales orders

Templates for sales orders are a feature in Xena that allows you to create sales orders with predefined information quickly and easily.

Do you frequently need to create sales orders with the same information in the order header, or with the same tasks and order lines? If so, order templates can help. With order templates, you save time by avoiding repetitive data entry and reduce the risk of input errors.

The following fields are saved in templates:

From the order header (if filled):

• Internal note
• Your reference
• Project number
• Department
• Bearer
• Purpose
• Order Status

On tasks (if any):

• Description
• Note
• Task status

On order lines (if any):

• Article number
• Text
• Quantity
• Unit

Note that the price is not saved. When the template is applied, the latest sales price of the item will always be used for the order.

Save an order template

To save an order template, follow these steps:

1. Create a new order and build the template by filling in the relevant fields.
2. Then select Order Template > Save Template in the order menu.

In the dialog box, you have two options:

• Save as new template
• Overwrite existing template

Templates are sorted alphabetically, so you can use numbering (e.g., 1, 2, 3, etc.) in front of template names to control the order. This way, you can place the most frequently used templates at the top of the list.

Templates are saved per fiscal, so you can also add initials in front of the template name if each order responsible has their own set of templates.

Apply a Template

Once you have saved your first template, you can select a template when creating sales orders. All the information you have saved in the chosen template will be applied to the new order.

You can also apply templates to existing orders. In the order menu, select 'Apply Template.'

Note that the fields in the order header will be overwritten with the saved fields from the template. If the template contains tasks, they will be added as additional tasks to the order.

Rename or delete a template

If you want to rename or delete a template, follow these steps:

1. Open any order
2. Go to the order menu and select Order Template > Manage Templates
3. In the dialog box, you can rename a template or delete a template by clicking the trash icon next to the desired template

Changes are only saved when you click Save. If you change your mind, you can close the dialog by selecting Cancel, and no changes will be saved.

Examples of Templates

1: Template for an offer

• Desired template status: 'Ongoing offer'
• Desired department: 'Project'
• Default terms in the task note.

Create a sales order with the status 'Ongoing offer' in the order header and set the department as 'Project.'

Write the default terms in the task note. Save the order as a template with the name 'Offer Project Department.'

Next time you need to create an offer for the project department, select this template when creating the order.

2: Template for a Specific Project

• Desired template status: 'Ongoing'
• Desired project number: 10001
• Desired Your reference: 'Peter Petersen, req. 123-ABC'
• Desired department: 'Project'
• No tasks should be created when using the template as it is only for use on existing orders.

Create a sales order and set the desired fields as described. Delete the automatically created task on the order.

Save the order as a template with the name 'Project 10001 for existing order'.

When you apply this template to an existing order, the fields in the order header will be set based on the template, and the existing tasks on the order will be retained.

3: Task with Proposed Order Lines

• Desired template status: 'Ongoing'
• Desired description and note on the task
• Desired task status: 'Scheduled'
• Desired order lines: 2 with desired text, quantity, and unit

Create a sales order and set the status to 'Ongoing' in the order header.

Enter the description, note, and set the task status to 'Scheduled' on the task.

Then add the 2 desired order lines with the desired text, quantity, and unit.

Save the order as a template with the name 'Apartment Moving Inspection'.

When you apply this template, the order status will be set to 'Ongoing,' and a task will be created with the data from the template.

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