When to use a Contract, an Administrative Order, or a Simple Order?
A Contract, an Administrative Order, and a Simple Order are all used for services not related to a specific shipment.
Contract
A Contract facilitates the generation of monthly, quarterly or yearly invoices for various services, not directly related to a specific shipment, such as warehouse rental.
In the contract you can specify the charge types and sales amounts that you wish to have on the generated invoice. See How can I use the Contract functionality to periodically generate invoices for services unrelated to shipments
Administrative Order
All costs that appear periodically and cannot be matched with a shipment, but need to be registered in Scope and paid nevertheless, can be put on an administrative order.
An Administrative Order is needed for the processing of the CASS invoice. All costs that cannot be matched to a shipment (order), will be booked on this administrative order.
See What are Administrative Orders in Scope and How can I manage CASS in Scope
Simple Order
A Simple Order allows you to generate an ad hoc invoice for services that do not relate to a specific shipment.
If you are unable to see these applications, it may be due to insufficient permissions. In this situation, please reach out to your Scope administrator for assistance. If a necessary permission group is missing, your administrator can submit a request to add it through the Service Request form.
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To generate jobs based on the contract details, open the contract and select Extras > Create jobs & invoices... Alternatively, go to the Jobs tab and click “New” below the table on the left.
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To create jobs that are not linked to a contract, use the Orders application under Finance > Orders.
“Reference values”
We recommend setting up reference values, such as customer reference numbers, order reference numbers, or other references, in advance by selecting Configure in the Orders overview.
Important!
Deleted orders cannot be restored. The order date and service date cannot be changed after an order has been created. The next order must be dated after the end of the period for which orders have already been generated.
As mentioned earlier, administrative orders are suitable for entries that are not linked to a shipment. Under Finance > Administrative Orders, you can create an Administrative Order for each month and use it to post incoming and outgoing invoices.
What are Administrative Orders in Scope?
You can use the filter option on Module in the Shipment Overview to show the jobs associated with Contracts, the positions associated with Administrative Orders, and the Simple Orders from the Shipment Overview or to hide these. Please be aware that Administrative Order positions do not include a Customer for reporting, whereas both Contracts and Simple Orders do include a Customer for reporting purposes.