Edit the details of a quote / order / invoice etc.

Edit the details of a quote / order / invoice etc

More help on invoices at the bottom of this page

Number

It’s actually not a number it can be any combination of letters and numbers, no spaces and no special characters. The underscore and hyphen can also be used. It must be unique. OCAT Will automatically assign a unique number for you which you can change before saving it for the first time

One of the main reasons we generate this unique code is because OCAT can be used to pull (download) orders from online shops. Shops use many different formats of order numbers and sequences so we chose to generate a code that can be easily identified and unique

When you generate an invoice / stock issue / purchase order etc from the original order OCAT adds a suffix. It doesn’t add a suffix like INV or STK as that would make it language specific. E.g. Invoice in French is Facture and in German it’s Rechnung

Name

Some text to easily identity it in the list

ERP Code

Optional code you can use if your order / invoice etc has a different code / number in your accounts system

Description

More text to describe the Quote / Order / Invoice etc

Remarks

Additional text box where you can add remarks that can be displayed to the customer / supplier when you share it with them. Alternatively use Chat Remarks which are private, date and time stamped.

Created / Changed

OCAT Will automatically set and update these dates

Start Date, End Date & Due Date

Use these dates for subscription based orders, or orders that require scheduling. You can search for orders by any of these dates using the Order / Quote Search popup

Due date is used by invoices for when payment is due, but used by quotes & orders for scheduling

Null dates

Null / not used dates are dates you don’t care about and don’t want to set. In the below example the Start Date has been set but the end and due date have not. Just to the right of the date boxes there is a button to null the date or edit it. Clicking on the edit icon sets the date to now. Clicking on the delete icon clears the date so it isn’t used.

Null dates

Currency

The currency is only used when sharing or printing the Quote / Order / Invoice etc. All figures stored by OCAT are in your local currency. Your local currency is used by default if you don’t set it

Status

Assign the status to reflect where in your business process this Quote / Order / Invoice etc is. The status effects the stock / availability of the products you sell.

OCAT Uses the status to assign / report on your inventory. Statuses that are excluded from the inventory calculations are:-

OCAT Quotation / offer
OCAT Despatched
OCAT Received
OCAT Fulfilled
OCAT Cancelled

All the other statuses effectively bring the Order, Invoice, Stock Receipt, Stock Issue into the focus of the inventory calculations

Live Quote Active

Selecting this means the customer / supplier can view the Quote or Order online. When you click on the share button :-

If you have not selected live link on the details page, the option to share a live link(green button below) will not be visible

Invoices

There are some additional fields for invoices

Invoice Number

A second invoice number you can use in addition to the one at the top of the page. Useful if you’ve created an invoice in your accounts system and it’s different from the OCAT number at the top of the details page. This is automatically set both numbers are the same

Invoice date

Set by OCAT when invoice is created. Read only

Due Date

Enter a date or use the terms calculator to set this

Terms Text

Enter any text here. This will be displayed on the invoice if the template includes it

Terms Calculator Button

Clicking on the terms calculator button (to the right of the Terms Text) pops up a dialog were you can enter the number of days or choose them from a drop down select list. Shift clicking on the terms calculator button sets the Terms Text and days to 28 without posing up the dialog

Payment Code

Enter any text you want to record about the payment. This is useful to record references from payment gateways like PayPal etc. Included when searching for orders (deep search)

Payment Date

Enter a date or use the pay now bell button

Payment

Enter an amount or use the pay now bell button to use the outstanding amount

Pay now bell button

Click on this button to automatically set the amount and date. Sorry but pressing the button doesn’t play a ka-ching sound