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.
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