Datafile Software Reverse VAT Charges for Mobile Phones and Computer Chips Overview Changes to VAT legislation for the sale/purchase of selected products between two VAT registered UK businesses mean that the purchaser of the goods, rather than... Read More

Datafile Software Remove All Completed Orders On selection of this option you are prompted to confirm whether you wish to remove all completed orders. If you respond ‘No’ you are returned to the menu. If you respond ‘Yes&rsquo... Read More

Datafile Software Enter / Amend Orders - Application User Facilities The Enter/Amend Orders option allows configuration of the order entry screens and associated parameters.Selecting this option offers a further sub-menu of options. Enter New... Read More

In some systems sales and purchase orders can remain active for a long time – with changes to increase quantity, change price / discount, change stock codes and deleting lines occurring throughout.Where Sales Order Processing is configured for... Read More

Datafile Software Scan Supplier Delivery Notes on Goods Receipt This new feature allows for the system to prompt to scan the supplier delivery note against the purchase order when booking in the stock using the POP Goods Received Note process. ... Read More

Diamond and Premier only If, during Sales Order entry, you pre-allocate serial item selections then the SOP documents have the facility to automatically accept these pre-entered details and not prompt again during the document processing.  ... Read More

Datafile 2019 and above, Diamond and Premier only When manually change a order status the system can be configured to prompt for a comment as to the reason for the status change.  This new feature allows you to define up to five items for... Read More

Datafile Software Batch "Auto-Run” Documents If the document you are using is defined as an auto-run document, then you must answer some preliminary questions, after which the process is automatic and requires no intervention from you. Confirm... Read More

Datafile Software Definable Order Pick Lists When working with sales or purchase orders you often wish to review a group of orders at any one time – you might for example wish to look at sales orders entered today or this week, review quotes... Read More

Purchase Ledger only Diamond and Premier only Purchase Ledger transaction entry allows the facility to either mark all invoices posted as unauthorised or to allow confirmation of transaction status during document production. This new... Read More

Datafile Software Allow Use of Discount / Supplier Matrix Entries from Head Office Accounts The Discount and Supplier Matrix options allow for the entry of special prices or discounts on an account or account group basis. This new feature allows... Read More

Datafile 2019 and above, Diamond and Premier only This new feature allows you to record on the sales/purchase account and stock record details for the last order added for that record.     Installation   Database Changes  ... Read More

The Discount and Supplier Matrix files use a prime index built up from the account code/group and the stock code/group as its unique key.  The Matrix file also includes separate items for the account code, account name, stock code and stock... Read More

Datafile Software Cost of Sales Updating When standard stock items are sold through Sales Order Processing the cost price on the stock record at the time of order input is used as the cost of sale, whilst costs can be updated later (via copy... Read More

Datafile Software Order Entry - Column 1/2 Inputs as View-Only When entering order details using the fast input or detail pick entry modes then any extra non-standard detail is added at the end of the detail entry. The Column 1/2 input options... Read More

Datafile Software Allow Job Code Input to be Dependent on Order Status When you enter a sales order you may have the option to input a job code, of either a new job to be created or an existing job, which will link the entered job reference to... Read More

Datafile Software Order Enquiry - Stock Check Options for Outstanding Delivery These new features allow for display of the stock quantity values – physical, reserved, on-order and free – when highlighting an order line within the order... Read More

Datafile Software Selective Detail Screens on Detail Pick-Mode Order Entry When using full-screen order detail entry configuration options allow up to five additional detail entry screens to be displayed subject to selection criteria. This new... Read More

Datafile Software Omit Values on Delivery Note You may have some customers who require value information (price etc.) on their delivery note documents and others who insist on not having this value. You could use two separate documents but this... Read More

Datafile Software Input Job Code during Change Status Linking to the previous option, which allows the omission of input of the job reference if the order is a quote, this facility allows for the input of the job reference when the order is... Read More

Datafile Software E-Mail Settings - Document Design Manager The E-Mail Settings option allows you to configure default message details if the document is printed to E-Mail. Data item containing e-mail address – select the data item from the... Read More

Datafile Software Sales Order Authorisation The Sales Order Authorisation is a development of the Purchase Order Authorisation process, but can also be used separately as an extra pick list option to view sales orders and produce... Read More

Diamond and Premier Only This feature allows for the option to change an order status as a pick list action.  This option would allow, for example, a review of sales order quotes to trigger updates to move the quote to active status. Selecting... Read More

Datafile Software Document Processing - Select Nominal Code from Order Header Item When a sales/purchase invoice is created from an order the system uses the nominal analysis code recorded on the order detail on the generated analysis... Read More

Datafile Software Automatic Write-Off of Variable Stock Selected Stock Items by nature may not be shipped in exact quantities particularly when shipped in bulk. Alternatively you may have a standing order to refill vending machines but the... Read More

Datafile Software Detail Call Off Name Type Description Call Off Detail X Holds flag which describes whether this order detail as a template (T) or a call-off line (C) itself FIX: Unalloc Qty L, K, M Quantity that has still to be scheduled FIX:... Read More

Datafile Software Flag User-ID, Date and Time to Order Detail on Document Production This option allows the document to flag back to any sales/purchase order detail record processed on the document the user-id, date and time it was processed. ... Read More

Datafile Software Document Parameters In addition to the design features accessible from the document mask there are various parameter screens which can be used to configure the printed output and the processing of the document. When you select... Read More

Datafile Software Order Entry - Alternative Title for Price/Cost When entering order details using the fast input or detail pick entry modes the sale price (SOP) or cost price (POP) is shown with a column heading of Price or Cost respectively.... Read More

Datafile Software Printing Customer / Supplier Stock Codes on Documents Various changes have been made over the last few releases on the input and recording of customer and supplier stock codes during order entry. This new feature allows a... Read More

Datafile Software Apply Delivery Charge if Below Minimum Order Value This new feature allows the invoice document to apply the delivery charge only if the order total (exclusive of VAT) is below a set minimum order value. Within the Document... Read More

Datafile Software Transaction / Detail Enquiries This option gives you the ability to configure the display of the order detail records. On selection of this option, you are able to set the authority levels for access to the detail enquiry.... Read More

Datafile Software Link Order to Accounts Contact The Sales and Purchase Ledger Enquiry includes tools to record contacts for your customers and suppliers in a separate database. This new feature allows, when adding sales or purchase orders, to... Read More

Datafile Software Part Processing Deposit Lines (SOP only) The SOP deposit function assumes you process the deposit in full – i.e. if you enter an order worth £100 and take a 25% deposit and you process in full taking a payment for the... Read More

Datafile Software Customer/Supplier Stock Code Look-up Often when a customer places an order with you they will use their own stock codes on the order. In addition when you place an order with your suppliers you might not use their stock... Read More

Datafile Software Fax Printing - Document Design Manager Selected fax software, such as Tobit David and Zetafax, allow programs to pass information to them with regards to fax and contact details. This option allows you to enter those commands... Read More

Datafile Software Add – Enter a New Order An order consists of two parts, an order header and order details. You may enter up to 999 order details per order, although caution would suggest you keep the number lower than this in practice. There... Read More

Datafile Software Create New Delivery Address (SOP Only) When adding/updating sales orders the system allows for the selection of a delivery address from a lookup database, entering a new delivery code to record a new delivery address.The... Read More

Datafile Software Document Design Manager The Document Design Manager is available on the main ‘Installation’ menu for Compact and Professional users, for Diamond and Premier users it is available on the ‘Application Manager... Read More

Datafile Software Change Account on Sales / Purchase Order Various utilities are available for changing account codes globally on sales or purchase orders for use when the accounts files are updated – i.e. a change in account formats or a... Read More

Datafile Software Create New Back Order Lines When processing Delivery Notes (or Goods Received Notes in POP) there are times when the full outstanding delivery cannot be processed – you have insufficient stock available for delivery, or you... Read More

Datafile Software Auto Accept Entered Batch Details When processing an order processing delivery document, if the stock item is batch or serial tracked then, after confirmation of the action quantity, you are asked for the batch or serial codes... Read More

Datafile Software Detail Back-2-Back Name Type Description Purchase Order Flag X SOP Only. Flag showing status of purchase order generated. Blank/N-no purchase order, Y-awaiting purchase order generation, P-purchase order has been generate, D... Read More

Datafile Software Detail Optional 2 Name Type Description Description line 1 X Maximum 48 characters Description line 2 X, & Maximum 48 characters Description only ? If Y, then quantity and price values omitted on document for this line... Read More

Datafile Software Job Costing Link at Order Header Linking at the header level allows you to create a new job in the job costing system or to link the order to an existing job. During entry of the order header you will be prompted to the job... Read More

Datafile Software Default Transaction Description in Document Processing On update of stock and the sales/purchase ledger from order processing documents the system usually applies the description on the generated transactions from specified... Read More

Datafile Software Sales/Purchase Order Header File Full Screen Design (Premier) In Premier systems you have the option to create two user-defined screens in which to display details from the order header files. On selection of this option you... Read More

Datafile Software Document Processing – View Only Action Quantity This option allows the document action quantity – the quantity to be delivered on delivery note, invoiced on an invoice document, etc – to be view-only and not allow the... Read More

Datafile Software Application Manager Select the Application Manager (Diamond and Premier only) menu option gives a further sub-set of actions. The options available on this menu are discussed in their own sections later on where appropriate... Read More

Datafile Software Additional Options for Quick Form Processing Three additional options have been added to the quick form procedures including options for stock quantity checking when generating order details from quick forms, options to display... Read More

Datafile Software Set Flag Value on Order Detail based on Document Action Qty The Order Processing documents allow you to enter additional text into the line ‘description’ based on the document quantity confirmed – i.e. if you... Read More

Datafile Software Pack Qty - Assume Detail Entry in Packs If a stock item is set with a non-zero pack quantity then sales or purchase orders can be entered in units (default) or in packs – an entry of a pack being signified by entering a ... Read More

Datafile Software Detail Optional 1 Name Type Description Date entered D, E Date detail line added Date amended D, E Date detail line last amended Date acknowledged D, E } Holds the last date the document type was printed. If Date delivered D,... Read More

Datafile Software Detail Optional 4 Name Type Description Alt items below provide capability to manage stock in one unit, but take orders in different units (for example, stock in metres; orders placed in metres, feet or yards). If technique... Read More

Datafile Software Printer Settings - Document Design Manager This option allows you to set a default printer and tray for the order document. Clicking the drop-down list shows the printers available from the pc for you to select, after selecting... Read More

Datafile Software Ledger Enquiry Manager The Ledger Enquiry Manager (Diamond and Premier only) allows you configure the display screens for the Sales and Purchase Order Enquiry. Enquiries Allowed for this Company Although there are no specific... Read More

Datafile Software Detail Optional 5 Name Type Description Currency Code X Three-digit currency code from order header via ledger account Currency Rate M Default offered from currency rates file Currency Price (Cost) K, L, M, * Value in currency... Read More

Datafile Software Controls and Audit Manager The Controls and Audit Manager contains all the utility routines used to check the integrity of the database files, and to undertake various housekeeping actions. The tools supplied allow: Audit... Read More

Datafile Software Application Screen Layouts This option allows access to the ‘Enter / Amend Orders’ section of the Application User Facilities.Refer to this section above for further details. Read More

Datafile Software Reset Account Outstanding Values A data item on the account file holds the value of outstanding orders. This option first sets this value to 0 and then rebuilds it based on the current orders. Read More

Datafile Software Detail Optional 6 (SOP Only) Name Type Description Time Acknowledged N } POP Equivalent on Detail Optional 5. Holds time Time Delivered N } detail was processed on document. If set in optional Time Invoiced N } features this... Read More

Datafile Software Detail Optional 3 Name Type Description First Batch/Serial Item X, Y You can pre-assign batch/serial numbers against an order line.This is the first of a set of continuous data items to hold these numbers. The maximum number of... Read More

Datafile Software Global Change Account Code on Sales / Purchase Orders The Sales and Purchase Ledgers have a utility option to change the account code this updates the account, transactions and links to any saved documents but doesn’t... Read More

Datafile Software Global Change Account Codes Within the sales and purchase ledgers the facility exists to change an account code on an individual basis or for several at a time. This option only changes the account code recorded on the accounts... Read More

Datafile Software Inserting New Items - Document Design Manager To insert a new item position the mouse where you wish to insert the item and press the right-button on the mouse (hereafter described as right-click). A menu appears for you to... Read More

Datafile Software Omit Application of Discount Matrix Entries on Price Band (SOP Only) This feature allows the option to suppress the application of discount matrix entries when the order line is entered against a particular price band(s).... Read More

Datafile Software Solutions Complementary Stock Items When entering Sales Orders for a particular stock item there may be a series of associated products that you wish to offer the customer when the item is sold – for example, if the sale item... Read More

Datafile Software Security and User Manager The Security and User Manager, available on Professional upwards, allows you to set authority levels and passwords on specific application options and to define any user authority overrides. After... Read More

Datafile Software Print Preview and Test Print - Document Design Manager You can preview the document to the screen or the printer from the File pull-down menu. Selecting the Print Preview option shows the document on screen.You can use the... Read More

Datafile Software Continuation Pages in Order Processing Documents The Order Processing documents are structured in three areas – header, detail and footer – if the number of order details exceeds the amount that can be printed within the... Read More

Datafile Software Print Stock Picking Sheet / Delivery Due Listing - Application User Facilities Here you define how the SOP Stock picking sheet and the POP delivery due listing (i.e. the active order details), are to print. For the report you... Read More

Datafile Software Job Costing Link at Detail Level If linked at detail level then on detail entry you will be prompted for the job code and the cost code, <F4-Select> is available if required. You can only link to an existing job record when... Read More

Datafile Software Additional Options for Order Authorisation The Order Authorisation options, primarily used in Purchase Order Processing but also available for Sales Order Processing, allow for the setting of up to five user-id’s and the... Read More

Datafile Software Conditional Text Print on Order Processing Documents There can be occasions where document text labels need to be slightly different when a document is processed for one account or order compared to another. For example, when... Read More

Datafile Software Delivery Notes / Goods Received Notes - Application User Facilities This option allows you to design the delivery note documents for SOP and POP. See Document Design Manager above for more details. Read More

Datafile Software Print Acknowledgement if no Details The order acknowledgement documents can be configured to print the details or omit the details; however you couldn’t configure a document to print the details but still continue to... Read More

Datafile Software Select Assembly for BOM Works Order Generation (SOP Only) The Bill of Materials application allows a feature to create works orders from sales order details flagged for works order generation but Sales Order Processing... Read More

Datafile Software Pack Quantity Support in Quick Forms Stock items can be set to be sold or purchased in packs; during order entry this allows you to enter 1/0 as the quantity for 1 pack or 2/3 for 2 packs and 3 units.However if using the quick... Read More

Datafile Software Header Optional 4 Name Type Description User Accum Val 1 L, K, M } Up to three additional values can be accumulated on User Accum Val 2 L, K, M } an order. See order detail profiles below for items to User Accum Val 3 L,... Read More

Datafile Software Only Allow Order Amendments Subject to Selection Criteria This new feature allows for the definition of selection criteria against the order header file which the order must match before an amendment can be made. If the... Read More

Datafile Software Document Watermark - Document Design Manager You have the option to add a bitmap behind the entire document to act as a watermark. (If converting an earlier document that had a bitmap background then this is set as the... Read More

Datafile Software Reset Order Detail Entry Numbers As you enter and delete order details the entry numbers can become ragged – 1, 3, 5, 6, 7, 8, etc. where entries 2 and 4 have been deleted. This option resets the entry numbers in order. Read More

Datafile Software Link to Job Costing The ‘Link to Job Costing’ accessory allows the entry of a sales order to create a new job from sales order entry or to link the order to an existing job. Details against the sales order can be... Read More

Name Type Description Order Code X, Y Up to 16 characters Entry Number N Detail line number within order Detail Status X Detail status:– A—active, C—complete, D— deleted, H—held, F-Forward and Q-Quote Next Detail Record Y,... Read More

Datafile Software Log Changes of Order Status This feature allows for the recording on the order header and detail files the user-id, date and time that the ‘Change Status’ procedure was used against a sales/purchase order.In... Read More

Datafile Software Extra Lookup Options in Order Header Input The Sales and Purchase Order Processing header entry screens allow you to define a lookup to another database. This new feature allows you to define a further nine lookups to that same... Read More

Datafile Software Additional Options for Deposit Processing Three new features have been added to the Deposit Processing functionality within Sales Order Processing when configured for part processing of deposits. The system will now prevent the... Read More

Datafile Software Copy Items Name Description Acc to Hdr (1/2) Ten copy items from the accounts file to the order header. Actioned when create new order. Acc to Hdr (2/2) Ten further copy items from the accounts file to the order header. Stk... Read More

Datafile Software SOP Order Call-Off In many circumstances there can be a need to place a volume order for certain items, but request that deliveries are staged over a number of weeks or months, either to a fixed plan or on request, until the... Read More

Datafile Software Document Processing - Check if Invoiced in Last X Days Of particular use when SOP is configured for ‘contract’ use, though this option is also available in POP, where the same order is re-invoiced multiple times... Read More

Datafile Software Extra Items in Quick Form Maintenance This new feature allows for the input/view of up to five extra items from the quick form details within the form maintenance and to view these items when generating details from the... Read More

Datafile Software Database Profiles Database Profiles are the interface between the program and the databases, allow the program to read/update the data and interpret the values contained within. The data item profiles for the Sales and... Read More

Datafile Software Default Nominal on Order Details from Account When adding details within Order Processing the default nominal code is typically taken from the stock / product record. Whilst you can configure the system via copy items to take... Read More

Datafile Software Global Change Account Codes - Utilities Within the sales and purchase ledgers the facility exists to change an account code on an individual basis or for several at a time. This option only changes the account code recorded on... Read More

Datafile Software Additional Options for Sales / Purchase Order Pick Lists One of the more popular features of the Release 6.2 update was the introduction of Order Pick Lists that allowed you to list selected orders based on selection criteria... Read More

Datafile Software Cash Sales Entry On selection of this action you are given two options ‘Next Sale’, ‘Price Checker’ (optionally) as well as an Exit option. Next Sale On selection of this option you are taken straight... Read More

Datafile Software Header Optional 3 Name Type Description Work Val (internal) L, K Default Form X SOP Only. The quick form offered by default on add new order Deferred Date D, E SOP Only. Used in Header-link Back-2-Back, this is the date to... Read More

Datafile Software System Profiles The System Profiles set the general configuration options for the ledger. Use Product file instead of Stock files? For organisations that do not have stock — service companies such as architects,... Read More

Datafile Software Solutions Assembly Components as Quick Form Quick Forms allow for rapid order entry based around a ‘template’ of order lines and these templates are each stored in their own separate databases. When implementing... Read More

Datafile Software Remove Redundant Orders - Application User Facilities Retain Order Headers Ending In You may specify a suffix which ensures that orders whose order-reference possess this suffix are notdeleted from the system when using this... Read More

Datafile Software Allow Account Data Items within Fax Parameters When printing documents to a fax printer selected fax software allows for the sending of commands from within the document to control details such as the fax number to send to (as... Read More

Datafile Software Change Order References Two new features have been added to change order references. The first allows change on a global basis based on an external database; the second allows changes to be made on an order-by-order basis.... Read More

Datafile Software Detail Order Line Listing Again, this report prints in the usual way and prints information from the detail file. Read More

Datafile Software Ledger Enquiry History File The Sales and Purchase Ledger Enquiry options allow link to a ‘History’ database that contains records relating to the accounts file – perhaps a contact database. This ability has now... Read More

Datafile Software Document Text if Ship from Multiple Locations New in Release 6.5 is the option to include a text commentary on the document when an order contains stock items from more than one stock location. Installation Document Design... Read More

Datafile Software Use Standard Account / Stock Maintenance Screens Sales and Purchase Order Processing can be configured to allow the creation of new account and stock records during order input. These options, however, use their own maintenance... Read More

Datafile Software Extra Documents for Sales / Purchase Order Processing This new feature doubles the number of documents available within Sales and Purchase Order Processing on the Premier product level to 24. Installation Document Design... Read More

Datafile Software Account Sales Entry On selection of this action you are given two options ‘Next Order’ and ‘Price Check’ (optionally) as well as an Exit option. Next Order Operationally this option is almost identical... Read More

Datafile Software Allow Third Document Total Item Existing options allow for the printed acknowledgement, delivery note or invoice document to total two items from the order detail file for print on the document. This may include total items for... Read More

Datafile Software Audit Pointers and Balances This option checks and resets the relationship between the order header and detail file. On selection you are asked whether you want to perform the check for all master records or for individual... Read More

Datafile Software Default Nominal Code on Documents This new feature allows you to set a default nominal code to be used for generated sales and purchase transactions within the invoice document, overriding that applied during order entry.... Read More

Datafile Software Order Entry - <F4-Select> on Stock Code Input During order entry when you press <F4-Select> on Stock Code the system will generally default to the last index used for the search – i.e. if the last search was on the... Read More

Datafile Software Additional Detail Entry Options Although not available by default Diamond and Premier users can configure additional options within detail entry. Payment Entry As an alternative to the ‘Order Paid’ option discussed... Read More

Datafile Software Header Mandatory Name Type Description Order Code X, Y Maximum of 16 characters Order Status X Takes a number of possible values: A–active, H–hold, Q–quotations, C–complete, and D–deleted Account Code X, Y Sales... Read More

Datafile Software Omit Separate Amend Screens The Order Processing applications allow you to define separate header screens for adding an order and amending/viewing the order. Where these screens are kept identical it can be laborious to... Read More

Datafile Software Header Optional 2 Name Type Description. Is this a Credit ? Y here if whole order is a credit Order Paid ? Y here if order to be paid. Effect of this is that payment transaction(s) also written when invoices update ledger... Read More

Datafile Software Document Processing - Omit Cost Warnings Order entry procedures allow the system to compare the cost price against the sales price and warn when the cost price exceeds the sale price, once enabled the price comparison is also... Read More

Increased Details per Order This new feature allows an increase in the number of details per order from 999 to 9999. Installation Application User Facilities The increased number of details is available automatically on update to... Read More

Datafile Software Prompt to Show Account / Stock History The Order History option allows the display of previous order lines for a combination of account and stock code allowing review of previous prices and discounts given/received. The History... Read More

Datafile Software Print Invoices / Purchase Invoices - Application User Facilities This option allows you to design the invoice documents for SOP and POP. See Document Design Manager above for more details. Read More

Datafile Software Select Key Definition Whenever you press <F4-Select> against an application database within the sales or purchase order processing applications the details displayed can be configured to show what you require. This is done... Read More

Datafile Software Application User Facilities The Application User Facilities allow configuration of the individual Sales and Purchase Order Processing options – this facility is only available for Diamond and Premier users. Read More

Datafile Software Extra File Scans This option enables the ability to scan additional documents against the sales / purchase order header records via the ledger enquiry. Set the authority level as required else leave blank to disable this option... Read More

Datafile Software Display Items Available in Other Locations This new feature allows, when using multi-location stock, the ability to press the <F4-Select> key to display the quantities available in this and other locations. Pressing ... Read More

Datafile Software Default Stock Location Within Stock Control the system applies a default stock location, with an option to change, which is then remembered in continuous use through the main system. If the user selects Sales or Purchase Order... Read More

Datafile Software Increment Document Date at Set Time Order processing documents, particularly on the Sales Order side, are usually processed at today’s date. In some organisations at a particular point in the day – often relating to... Read More

Datafile Software Extra Lookup Options in Order Detail Input The Sales and Purchase Order Processing detail entry screens (in ‘design’ mode) allow the ability to define a lookup to another database. This new feature allows you to set... Read More

Datafile Software Set Company Details Documents allow the printing of ‘data’ items for the company name and address details. This can be a useful alternative to entering the address details as text on the document mask, (when using... Read More

Datafile Software Document Processing - Omit Memo Warnings Depending on how you use the MEMO functionality against orders and accounts it can be an irritation if these memos are displayed during document processing. This new feature allows you... Read More

Datafile Software Show Actual Price on Quantity Break Display Discount Matrix options allow a ‘quantity break’ option where depending on the quantity a customer orders the system can change the price band, price or apply a discount... Read More

Datafile Software Set Application Code Formats This option allows you to set the prime index format for each of the application databases including the sales and purchase order header files. The default format for the order files are 999999 �... Read More

Datafile Software Order Enquiry This provides a simple way to check the current condition of any order — perhaps whilst the customer is on the telephone. (In fact you can also make order enquiries using the <Alt–L> Ledger Enquiries... Read More

Datafile Software Document Design With the above framework to document processing we can now outline the factors to consider and the options within the document design process you must set. The major processing factors include: Automatic or... Read More

Datafile Software Reset Job Outstanding Values (POP only) As with the accounts above, a data item on the job file holds the value of outstanding orders.This option resets this value. Read More

Datafile Software System Status - Application User Facilities This screen is for information only and lists the items shown when the system status option is selected at run-time. Read More

Datafile Software Database Audit Use this option to check the internal integrity of any of the Sales or Purchase Order Processing application files. If you’re sure that a particular record is in the file but you cannot select it via the... Read More

Datafile Software Select via Stock Code and Negative Quantities Existing options within the Document Parameters for Sales and Purchase Order Processing allow the operator to select the order detail to be processed by entry of a stock code or... Read More

Datafile Software Configuration Your Datafile Software ledger systems have a wide range of possible facilities, and you can undertake a great amount of structuring so that it suits your particular operation.This section describes how to use the... Read More

Datafile Software Expand Data Files If not setting the auto-expand options then this option allows you to manually expand the data files as necessary. Read More

Datafile Software Omit Print of Account Items on Documents If using, for example, Sales Order Processing to enter orders for a mixture of account customers and cash sales then you will often enter the delivery/invoice address whilst adding the... Read More

Datafile Software Print Stock Image on Document This option adds the ability to print an image from the stock file on the order processing document. Parameter Screen 3 of the Document Design, User-Defined Column Entries, asks ‘Stock Image?... Read More

Datafile Software Recall Standard Text Recall Standard Text allows you to attach a word or phrase to a specific key combination (such as <Shift> + <F1>). For example you might have a series of standard texts to use for the transaction... Read More

Datafile Software Maintain Order Reference as ‘Contract’ Reference The sales and purchase order references are usually a numeric sequence. If using, particularly on the sales order system, the order reference as a contract reference... Read More

Datafile Software Reports and Analysis - Application User Facilities Here you define how the standard application reports are to print. The set-up processes are identical to the stock picking sheet / delivery due listing configuration above.... Read More

Datafile Software Moving, Deleting and Amending Items - Document Design Manager You can move an items position by selecting it with the mouse and dragging it to where it’s required.If the ‘Tools’ option ‘Snap to Grid... Read More

Datafile Software Order Entry / Document Accumulation Items Sales and Purchase Order Processing allow three user-accumulation items – these are items you can reference against any numeric field in the detail database (say Weight) to allow that... Read More

Datafile Software Set Auto Expand Data Files Datafile reserves a fixed space for database files and you need to expand that space should the file become full. This option allows you to set internal system parameters, so that it automatically... Read More

Datafile Software Instant Print Document Selection Within the last Gold update an option was added to the Instant Print options in Sales and Purchase Order Processing so that instead of offering ACKNOWLEDGEMENT, DELIVERY NOTE or INVOICE, instead... Read More

Datafile Software Compact & Audit Database The internal processing of databases does not necessarily re-use the space occupied by records that have been deleted. New records are always added to the end of the file. Therefore, over a period... Read More

Datafile Software Order Acknowledgements / Purchase Orders - Application User Facilities This option allows you to design the order acknowledgment documents for SOP and POP. See Document Design Manager above for more details. Read More

Datafile Software Memo Facility Configuration The Memo facility allows you to record notes against sales and purchase order records. Within the Ledger Enquiry Manager you have the option to define, for all applications, where the memo files... Read More

Datafile Software Prevent Changes to Order Header if Complete Sales and Purchase Order Processing allow the updating of the order header when the order is complete; this allows the ability for the update of notes etc. against the order without... Read More

Datafile Software Additional Deposit Processing Print Items (SOP Only) The standard document total print items include any deposit detail lines. Existing features allowed you to print the order value before and after tax excluding the deposit... Read More

Datafile Software Instant Print Document Selection 5.6 When selecting the document to print via the PRINT option on the order detail menu you first choose the document type and then, if more than one allowed, the document to process.This option... Read More

Datafile Software Prevent Amendment of Default Additional Charge When processing invoices the additional charge feature allows for an extra charge to be applied to the invoice which is usually used as a delivery charge. Depending on the system... Read More

Datafile Software Enquiries Configuration This option allows you to configure the Ledger Enquiry for each of the applications. After selecting the application a list of available options are displayed. Read More

Datafile Software Payment Analysis (SOP Only) Name Type Description First Pay Type X } References the first and last in a range of consecutive, Last Pay Type X } max 14, items containing the multiple payment } analysis type First Pay Bank X,... Read More

Datafile Software Default Ledger & Stock Update Descriptions When entering sales, and purchase orders, you will be asked for a description to use when updating the ledger and the stock files. This description is (usually) used on the... Read More

Datafile Software Frequency Call-Off When you reply Y to the template question, a pop-up box opens to allow you to fill in the order schedule, as shown below. Here you give the frequency of call-off orders (you can use the <F4–Select> to... Read More

Datafile Software Sales Order Batch Update The purpose of this accessory is to update the sales order processing system with orders created elsewhere. These orders may have been created by a special ProFiler order processing application, for... Read More

Datafile Software Edit System Status Display Document Numbers Each document in the order processing system can maintain an incremental reference number for the print.If referenced to one of the 18 order processing sequences then the last... Read More

Datafile Software Additional Options for ‘Missing’ Stock Items The batch update processes allow for the creation of order detail items where the stock code does not yet exist in Datafile, the intention being the operator will add the... Read More

Datafile Software Save and Exit - Document Design Manager The File pull-down allows you to save the document and exit the document design. If you exit without saving you will be prompted to save the changes – if you respond ‘Yes’... Read More

Datafile Software Abandon Delivery if Insufficient Stock (SOP Only) Delivery Note documents (or Invoice document where the invoice updates stock) have the facility to restrict the quantity processed on any line to the quantity physically... Read More

Datafile Software General SOP Facilities Discount procedures As well as the ability to choose up to nine selling prices, you may give discounts at several levels: Line-by-line discounts. You can take a value from the customer account to... Read More

Datafile Software Order Enquiry - Application User Facilities You use this option to select the items displayed within the order enquiry screen. You can select nine items for display from the order header – the first four for the left of the... Read More

Datafile Software Solutions Quick Form Order Entry Sales and Purchase Order Processing allow a facility for Quick Form Order Entry. This features allows for pre-defined templates of stock items to be created which the operator can select during... Read More

Datafile Software Operational Considerations Types of Orders You may receive orders in writing (letter, fax or email) or over the phone. You may give quotations which customers subsequently confirm.The way you take orders can affect the way... Read More

Datafile Software Payment Totals (SOP Only) Name Type Description Payments: First Total K, L } References the first and last in a range of consecutive, Payments: Last Total K, L } max 14, items holding the total payments per type. } Only... Read More

Datafile Software Batch Import Orders Confirm Update Definition When you choose the batch update menu option you are presented with a list of up to six update definitions. These updates are defined within the order processing Application User... Read More

Datafile Software Change Forward Order Status If using the ‘F-forward’ order status within order entry then when these orders become due they have to be changed to the ‘A-active’ status before they can be delivered. You... Read More

Datafile Software Stock Picking Sheet Once you have entered orders onto the system, you may want to print a "stock picking sheet” to give to the warehouse so that the goods can be pulled from the shelves or bins preparatory to being... Read More

Datafile Software Sales Order Specifications This report looks like a "statement” with items from the order header file at the top of the page, followed by a listing of the order details. As well as the standard report set-up questions... Read More

Datafile Software Job Costing Link at Delivery Notes and Invoices Operationally there are no differences when processing a delivery note or invoice for a job-linked order detail. When the document is updated at the end of the process the job... Read More

Datafile Software SOP Accessories Various accessories are available that add additional features to the sales order processing system.These include order call-off, links to job costing and point-of-sale order entry. Read More

Datafile Software Cash-on-Delivery If, when entering cash or account sales, a payment type of ‘Cash-on-Delivery’ is selected then the order is place ‘on hold’ after producing an acknowledgment or delivery note (as... Read More

Datafile Software SOP Accessories Reports Outstanding Orders Report The outstanding orders report has a new parameter added to its run-time prompts to exclude call-off templates from the outstanding orders list. Outstanding Call-Off Details A... Read More

Datafile Software List Order Headers This report lists further details from the order header file. As well as the standard report set-up questions described above, it also allows you to select a range of order references without the need to use... Read More

Datafile Software Analyse Orders This analysis report analyses the order headers by their status code. A commentary displays whilst the program accumulates the totals and you are asked to key <Enter> for the final results. For each status... Read More

Datafile Software Report on Order Status This report is usually defined to include the order status — A–active, H–hold, C–completed, D–deleted, F-forward and Q–quotation. The order status is printed from the order header file. It... Read More

Datafile Software Order Processing and Other Files With Datafile Diamond and Premier versions you may tailor the structure of the order processing files so that they contain the exact data you need for your system to operate efficiently. For... Read More

Datafile Software Header Optional 1 Name Type Description Acknowledge Ref X } Holds reference numbers of most recent documents Delivery Ref X } printed. If retaining last n references, as set in Invoice Ref X } optional features, then these... Read More

When using email for sending order acknowledgements, purchase orders, quotes and invoices in can be useful to imbed web links within the PDF document. This could include a link to your website, to a customer web portal or product specification detail... Read More

Datafile Software Document Processing You design documents using the Document Design Manager part of the Installation procedures. It is central to the power of the sales order processing system. The document design process not only describes... Read More

Datafile Software Designing a SOP System Your sales order processing system is part of your interface with your customers. It has to be good, because it tells them a lot about your efficiency and your ability to give them the service they need.... Read More

Datafile Software Reports This option opens a sub-menu providing further reports on the sales order processing system. Throughout Datafile Software there is a common set of questions, which may be supplemented by others for specific reports,... Read More

Datafile Software Currency Options There are two options available when the foreign currency application is also in use to revalue orders – one revalues a specific order, the other all orders. The revaluation procedure is the same for each... Read More

Datafile Software Schedule Call-Off When you reply Y to the template question, a pop-up box opens to allow you to fill in the order schedule, as shown below. You can enter up to the maximum number of call-off dates and quantities, plus any extra... Read More

Datafile Software Remove Orders by Date This procedure is similar to the above in that it removes completed orders from the sales order system and frees up the space for re-use. However, it adds additional selection criteria so that only... Read More

Datafile Software Point of Sale Accessory The Point-of-Sales Accessory, available to Diamond and Premier Windows’ users, is an add-on to the Sales Order Processing application that streamlines the order input and invoicing / payment... Read More

Datafile Software Outstanding Orders Report This report prints all order lines that are incomplete. It prints from the order detail file all details which are still marked as active. Read More

Datafile Software Acknowledgements, Delivery Notes and Invoices The operation of these three document options is nearly identical with only minor differences between them. The Acknowledgement documents allow you to print and email order... Read More

When a document is processed against a Sales or Purchase Order a document reference number is assigned to that document – in the case of delivery notes this is used as the Delivery Note Reference, in the case of an invoice this is the Invoice No. ... Read More

Datafile 2019 and above, Diamond and Premier Only Existing options allow for the accumulation of three items from the sales/purchase order detail to the order header.  These items are used to accumulate values such as order quantity, order... Read More

Datafile Software Order Entry You use this part of the system to enter new orders, amend existing orders, view orders, change the status of orders, replicate orders, and delete orders. Your choices are as illustrated below:These options in... Read More

Datafile Software Revalue a Currency Order The ‘Revalue a Currency’ routine operates similar to the above except it only applies to the specific order reference entered as part of the procedure. Read More

Datafile Software Cleardown Options You use these options to purge you order files of completed and deleted orders. You may want to do this to keep files sizes down to that batch runs and reports do not process a large number of ‘dead... Read More

Datafile Software Order Acknowledgements Delivery notes and invoices only print information from ordinary order detail lines, and from call-off order detail lines created from the call-off template. The templates themselves do not print on these... Read More

Datafile Software Delete - Delete an Order This feature allows you to delete the whole of a particular order from the system, regardless of its current status. The screen used for updating orders is shown, and you may pick an order either by... Read More

Datafile Software Remove Specific Orders This procedure asks you to enter specific order references to remove. Remove Order Reference Enter the order reference to be removed - <F4-Select> is available. If you select an order that doesn&rsquo... Read More

Datafile Software Manual Document Processing The manual document process follows a series of stages: Choose the order to process. Key the order number, or accept the next default offered.You can then change the date and, optionally, the document... Read More

Datafile Software Order Utilities Datafile Diamond and Premier users can add a couple of extra sales order processing options that are not available on the default menu. Read More

Datafile Software System Status This displays a summary of the current status of the complete order system. It is a useful control check. Choosing this option gives you the following screen The following paragraphs describe what the various... Read More

Datafile Software Revalue All Currency Orders The ‘Revalue All’ option revalues all active orders where the ‘currency fixed’ flag is not set to ‘Y’. Date for Revaluation Enter the date to revalue as at. Once... Read More

Datafile Software Document Processing – Additional Comment Text per Order Detail Document configuration previously allowed for the entry of a comment line if either the confirmed action qty was zero or if it was amended from the default... Read More

Datafile 2019 and above, Diamond and Premier Sales and Purchase Order Processing allow for two description lines per order detail as standard with the option to display/input extra description lines if required.  These lines are typically used... Read More

Datafile 2019 and above, Diamon and Premier only Each Sales or Purchase Order carries an Order Status. These are pre-set codes that categorise the orders as: Q Quotes A Active Order H Held Order F Forward Order D Deleted Order C Completed... Read More

Datafile 2019 and above Sales and Purchase Order Processing allow for the user of two order header entry screens when entering sales/purchase orders and one further selective screen that is only displayed when the order matches the required... Read More

Datafile Software Sales/Purchase Order Header File – Item Screen Design If Diamond (or Premier and you don’t wish to use the full screen design) then this option allows you to quickly configure the display of up to 32 items from the... Read More

Datafile Software Email Documents – Include Order Details in Email Text When sending documents to email you could include details from the order header within the email text but you could not include order detail or account items. This new... Read More

Datafile Software Stock Images on Documents – Keep in Proportion The previous update, Release 5.7, introduced an option to print stock images on the document with the image stretched or shrunk to print in a pre-defined area. However, the... Read More

Datafile Software Quick Forms – Use Form Quantity as ‘Guide’ This option allows you to use the quantity entered within the form definition as a guide but not as the default quantity to be used, instead you manually enter the... Read More

Datafile Software Forms – Define a Quick Form (Diamond and Premier only) Quick Forms are pre-defined templates for speeding up order entry. The FORMS option allows you to define the templates for use within order entry. On selection of the... Read More

Datafile Software Replicate – Copy a Order (Excluding Compact) The REPLICATE option allows you to copy one order to another – useful when customers have a standing order.Once the order is copied then the system allows you to amend the header... Read More

Datafile Software Status – Amend an Order Status The purpose of this option is to let you change the status of orders on your system. The order status can take any of the following values: A Active, which means that there are still some order... Read More

Datafile Software Update – Amend an Existing Order Header This option lets you amend the order header information only. Key the reference of the order you wish to amend <Enter>. You may use the <F4–Select> key to look for the order you... Read More

Datafile Software View – View Order Header This option is similar to the UPDATE option above but the information is displayed only. Note – if using a separate order header amend screen then it is the amend screen that is displayed (not the... Read More

Datafile Software Details – Change Order Details Once an order has been entered into the system you can change any part of it by taking this option.You can add further order details, delete some order details, amend order details, amend the... Read More

As part of the Invoicing process the system allocates, when manually raising an invoice, the available deposit to the balance of the order. If the deposit balance is greater than the value invoiced then the balance is left to be used against another... Read More

Within the Order Processing applications, options are available for user accumulation items.These allow you to reference a data item on the order detail file to be accumulated up to the order header file as a total – allowing you to accumulate... Read More

When entering sales orders, the entered discount is a discount based on the goods value (qty x price) rather than a discount on the unit price. You can create a calculated data item to show the unit price but, as the discount is still based on goods... Read More

When processing sales or purchase orders and raising a delivery note or invoice then typically you will be raising one document for the order. Existing features allow you to process multiple orders per document – perhaps a consolidated end of week... Read More

When adding a sales or purchase order the system will automatically take you to the order detail entry screen after completing the order header. When updating, or viewing, the order header though you had to exit to update/view the details. A new... Read More

There can be situations where a product is restricted from general sale – perhaps an item that requires safety certification of the customer or need to verify storage requirements. This new feature allows you to flag a product item as password... Read More

When adding a sales or purchase order the system allows up to 20 copy items from the account to the order header. These are applied when adding a new order and when replicating an order. This new feature allows for an additional 20 copy items from... Read More

When adding sales and purchase orders the order reference is typically an incremental reference and automatically incremented. This incremental reference is maintained per company. Datafile Premier users have the option to link an Order Processing... Read More

When adding a sales or purchase order line the system offers <F4-Select> on the stock code input to search for the stock record – listing all the stock codes that match your entered search filter. Existing options allow you to hide records from... Read More

Quick forms allow for the quick creation of sales orders using preset groups of stock items. For example, if selling televisions, you may sell wall brackets, fitting, insurance and so on with it as well. A particular use of quick forms has been to... Read More

When a document is processed against a Sales or Purchase Order a document reference umber is assigned to that document – in the case of delivery notes this is used as the Delivery Note Reference, in the case of an invoice this is the Invoice No.... Read More

This new feature allows you to select a ‘part reference’ from a list of data items on the stock record. The reference options will be offered via a drop-down list or via F4-Select to choose, alternatively you can type in a reference... Read More

When adding orders, typically Sales Orders, you may confirm the Order Status – the default is usually to enter as a A-Active order, but you may sometimes update this with a Q-Quote status. If an order is entered as an Active order, then you could... Read More

Sales Order Processing can be configured to allow for the entry of deposits, but the entry of deposits meant that you were not also enable to configure the options to replicate a sales order as this would result in replicating the deposit lines and... Read More

Datafile 2020 added additional options for copy items from the Order Header to Stock Transaction file and an additional 10 copy items from the Order Detail to the Stock Transaction file. Following requests from users Datafile 2021 increases the... Read More

Sales and Purchase Order Processing allowed for the ability to link, for example, a delivery document to an invoice document so that on production of the delivery note it automatically produces an invoice. Datafile 2020 introduced a new option to... Read More

Sales and Purchase Order entry allow the options for selective screens – these are designed to allow input to selected items based on criteria allowing you to streamline the order entry process. You may, for example, have a selective order header... Read More

When processing sales orders you may need to part deliver or invoice goods. Any subsequent amendment of the price or discount would then reduce the order value of the line / order but not reduce the invoiced value causing queries on subsequent review... Read More

When operating from multiple warehouses you may set a default shipping warehouse on the customer record for memo purposes. This new feature allows you to use that default shipping warehouse as a filter when selecting batches within SOP where not... Read More

This new feature allows you to agree a minimum order value on a customer basis and to automatically add a surcharge line to the order where that minimum order value is not met. If a minimum order value is set, then this is checked as you exit from... Read More

Order Processing documents have the options to include ‘sub-headers’ on change of a value. You might for example have a consolidated invoice covering multiple individual orders for the customer, or you might have separate sections based... Read More

When adding or updating an order you may have a situation where the order line you wish to add is very similar to an existing line on the order. You may, as an example, need to add a line on a sales order that requires the same product and associated... Read More

When you replicate a sales or purchase order you are prompted to confirm if you want to replicate the order lines but not which lines to replicate. This new feature allows this option. If enabled, then after replicating the order header the... Read More

When selecting the option to change status of orders the first prompt asks to display orders in the sequence entered. This option lists each order in turn asking if wish to update the status. This new option allows you to omit this prompt and to... Read More

When you print a Delivery/Goods Received Note the system will validate the quantity to process against the outstanding delivery qty, when you process an Invoice, the system will validate the quantity against the outstanding invoice qty. When... Read More

When using the Detail Pick Mode options for order entry the entry sequence for the data items was fixed – the system options for Stock Code, Description, Qty, Price etc. first and then the user-configurable ‘extra’ items at the end. You... Read More

As part of the configuration options for Order Replication the system allows a parameter setting as to whether original order prices are carried over to the new order. Set to ‘Y’ then prices are carried over from the original order, set... Read More

When processing documents for Sales Orders or Purchase Orders you have the option to save the quantity you’ve processed to an item in the database. This quantity can then be used on a subsequent document as it’s default action quantity.... Read More

Within Order Entry options you can choose to PRINT a document – whether that’s an Order Confirmation or Quote, Delivery Note or Invoice. Configuration settings allow for that document to then be processed automatically – accepting the... Read More

When configuring Sales or Purchase Order Processing documents the option exists to define selection criteria for the orders that can be processed using that document. If an order selected which doesn’t match those criteria, you are warned that ... Read More

This new feature requires the entry of a user-specific password when raising a credit note document or when posting a refund against an order in the deposit entry processing, allowing you to control the raising of credits, the entry of refunds and... Read More

When printing value items such as price, goods value and so on using the document category ‘Document Detail Lines’ the option is available to include commas in the values – so 1000.00 displays as 1,000.00 for example. New options have... Read More

Available as an additional application to Sales and Purchase Order Processing, Order Call-Off’s allow you to place/receive a volume order for selected items but allow that deliveries are staged over several weeks or months to either a fixed... Read More

During Sales Order entry the system can be set to validate the selling price against the cost price.This check can be on a mandatory or warning basis. If set as a mandatory check, then the option is available to allow entry of a password to override... Read More

Order Detail Pick Lists allow you to list the order details to screen based on selection criteria and then to edit, enquire, update, or send to Excel. The details shown are controlled by the selection criteria set – these criteria either being... Read More

When configuring SOP / POP documents there can be a requirement to include data from the stock record that is not recorded as part of the order entry – including a commodity / tariff code or unit weight for example. Historically one way of... Read More