Sales quotes and sales orders share the same line item form. Credit notes use a simpler form; see Credit note lines at the end and Credit notes.
Every line refers to a stock item; there are no free-text lines. Create the item in Stock first with Can Sell ticked (assemblies can always be sold). Archived items are not offered.
Adding a line
Click Add Line Item in the action bar or under the line cards. Start typing in Part # or Title and choose the item. Omono fills in the rest from the stock record and the customer. Check the fields and click the tick. Lines are lettered A, B, C and so on.
The fields
Field | Meaning |
Part #, Title | The stock item. Cannot be changed after saving. |
Description | Copied from the item's sales description. Edit it for this document only. The symbol buttons insert special characters set up in Settings → App → Symbols. |
Tag # | An optional label, for example a customer's part reference. It prints under the description on quotes, quote proformas, orders, delivery notes and certificates of conformity. It prints on invoices and sales order proformas only when Display Tag Number is ticked in Settings → Templates. Search for it with the Tag # filter. |
Lead Time | Quotes only. Free text that prints on the quote PDF. When the quote is won, it is kept on the order line as Quoted Lead Time, which you can read but not change. |
Quantity | Up to 4 decimal places; assemblies use whole numbers. On a sales order, for a stock item, the label shows how many are available (in stock minus allocated), for example Quantity (12 available); assemblies and never-diminishing items show no figure. A line can have a quantity of 0. |
Sales Analysis | The analysis code for reporting and Xero. Copied from the item. |
List Price | The price before discount. See Where the price comes from, below. |
Discount (%) | Defaults to the customer's Sales Discount (%), or 0 when the price came from a customer price list. |
Unit Price | The price after discount. Edit it and Omono recalculates the list price and margin. |
VAT Rate | Defaults to the customer's tax rate. Tax-exempt items show VAT Exempt Item and are always saved as exempt (when you edit such a line on a quote, the form shows the VAT Rate list instead, but the line stays exempt). The label follows your tax label in Settings → App → Internationalisation. |
Commodity Code, Country Of Origin | For customs paperwork. Copied from the item; if the item has no commodity code, the default for its sales analysis code is used. Change them for this document only. |
Last Cost | The item's cost when the line was added, with the date it was recorded. An assembly's cost is the total of its components' costs; a warning icon shows when any component has no cost. You can type a different cost. When you edit a line, click the refresh icon to fetch the current cost again (also after you change an assembly's components in the BOM form). The refresh icon is hidden once the line is on an invoiced dispatch. |
Margin (%) | The margin this line makes. Type a margin and Omono sets the price; change the price and Omono recalculates the margin. A warning icon shows when the margin is below the minimum for the item or its sales analysis code. |
Where the price comes from
If the customer's price list sheet in force (the latest one dated today or earlier) has an entry for the item that covers the quantity, that price is used and the discount is set to 0.
Otherwise the item's Sell Price is used, converted to the customer's currency, and the customer's default discount is applied.
On a new line, hover over the information icon next to List Price to see which rule applied. Omono looks the price up when you pick the item, and again each time you change Quantity on a new line. Each lookup replaces the price and discount you typed, so set the quantity first. On an existing line the price is not looked up again. See Customer price lists.
Decimal places and minimum margins
Prices use 2 or 4 decimal places, set by an admin in Settings → App → Unit Pricing. With 4 places, a 4DP / 2DP switch appears next to List Price. The setting cannot be changed back from 4 to 2.
Admins set a minimum margin per sales analysis code in Settings → App → Sales Margins. Anyone who can edit a stock item can override it for that item with Minimum Sales Margin; leave it at 0 to use the code's minimum. A line below the minimum can still be saved. You cannot type a margin of 100 or more; Omono changes it to 99.99. When the cost is 0 the margin shows as 100%. Type the price on such a line, not the margin, or the price becomes 0.
Line cards on the document
Each line is a card showing the item, Price, Total, Profit, Margin and Quantity. Sales orders also show Outstanding and Delivered. Hover over Price to see the list price and discount, over Profit for the unit profit, and over Margin for the last cost. The information icon in the card header opens Line Item Details with every value on the line. Profit turns red when it is zero or negative; Margin when it is zero, negative or below the minimum.
Use the Normal / Compact switch above the cards to show every value or only Price, Total and Qty. Drag a card by its header to reorder lines on a draft or active quote (latest revision only), on a sales order with no dispatches yet, or on a draft credit note.
Document totals
The bar under the line items shows Total (the sum of quantity × unit price, without VAT), Gross Profit (total minus cost × quantity) and Gross Margin (gross profit as a percentage of total). Quote and sales order PDFs show VAT only when their paperwork template is set to show tax totals or the gross total; invoices, proformas and credit notes always print it. See What prints on your PDF documents.
Assemblies on a line
When you add an assembly, Omono copies its bill of materials onto the line. Click BOM in the action bar to view or change the components for this document only. If you change them, the line becomes a customised assembly. See Assemblies and bills of materials.
Editing and deleting
Click the pencil in a line's header to edit it. Delete Line Item is at the bottom of the edit form; confirm to delete. This cannot be undone.
On a sales order, a line cannot be deleted while it is on a dispatch, and its Quantity cannot go below the amount already on dispatches.
Once a line is on an invoiced dispatch, only its Quantity can be changed.
Won and lost quotes, earlier revisions, complete and cancelled sales orders and complete credit notes are locked; the pencil is hidden.
The form shows no error messages. An empty required field gets a red outline, and a save that is refused leaves the form open.
Credit note lines
Credit notes use their own New Line Item form with Part No, Title, Description, Quantity, Sales Analysis, Price and VAT Rate. There is no discount, cost, margin or Tag #, and price lists are not applied. The cards show Price, Total and Quantity, and the totals bar shows Total only. See Credit notes.