Recording the Cost of an Outbound Order¶
Purpose¶
It creates, changes or removes the cost record attached to a sales order. It does not do the accounting close, and it does not handle the order's other documents.
Who does this¶
Cost and accounting staff who record what an outbound order cost.
Before you start¶
- You have the right account (see Permissions and Access).
- The record and date you are working on are correct.
- Words you do not know are in the Glossary.
Access¶
Open the sales order, then Outbound Cost
Before you touch anything¶
List every cost record already attached to this order, and check the state of each.
If the order has more than one cost record attached, or you cannot tell which one is yours, stop. Saving or deleting in that state can affect the wrong records. Take it to accounting.
Check also whether the record you are changing is still editable. Only records that are new, open or in draft can be changed here. Anything confirmed or closed is locked.
The fields on this screen are not the whole record. Details such as the company, the billing reference and internal notes exist on the record but this screen does not carry them through a save. Saving can lose them.
If those details matter on this record, do not save from here. Give it to accounting.
Recording a new cost¶
- Enter the lines.
- Remove any line you are not sure about rather than leaving it at zero.
- Save, once.
- Then reopen the order and check the cost record against what you intended.
Blank and zero lines can disappear. If a line you expected is missing after saving, it was empty when you saved.
Changing a cost¶
When you change a cost, all the existing lines are replaced by the ones you submit.
- Before saving, write down the full set of lines you expect to end up with.
- Save once.
- Reopen the order and check the lines, the header, and the status.
Other cost records on the same order, and any attached files, must be unchanged. If anything else on the order moved when you saved, stop and report it with what you saw before and after.
Removing a cost¶
Delete happens the moment you press it. There is no confirmation prompt.
So check first, every time:
- is this the right record?
- is it still editable?
- what is attached to it?
Delete only removes the cost record itself. It does not clean up attached files. If files were attached, check them afterwards.
If a delete result is unclear, do not press it again. Reload and look at what is actually there.
What this screen does not touch¶
- the accounting close
- the order's other documents and files
- sending anything to the accounting system
- the trade summary figures
If the cost needs to reach accounting or the trade summary, that is a separate job done by accounting.
If something goes wrong¶
| Situation | What you do |
|---|---|
| There is more than one cost record on the order | Stop. Do not save or delete. Take it to accounting. |
| I cannot tell which record is mine | Stop. Do not guess. |
| Save will not work | The record is probably confirmed or closed. That is locked. |
| A line I entered is missing | It was blank or zero when you saved. Check the lines you actually submitted. |
| The company or billing details vanished | This screen does not carry them through a save. Report it with the record ID. |
| I deleted the wrong record | Do not try to fix it by deleting again. Report it, and check the attached files. |
| Something else on the order changed | Stop and report it with what you saw before and after. |
| Delete did not confirm | Reload and look. Do not repeat it. |
Who owns the next step¶
Cost staff own the cost record. Accounting owns the close, the documents and anything sent to the accounting system — see Reviewing and Creating an AR Invoice and The working day, step by step.
The full step-by-step¶
This page is the short version. The screen-by-screen procedure with every field and recovery step is here: