Note
This article is currently being edited: as of 24.09.2025
The order form is the central workspace for entering, editing, and managing your customer orders in Xentral. It is divided into several areas that help you capture information clearly and manage the entire order process transparently. This article provides a complete overview of all fields, buttons, and options – from the basic order data in the header area to the position details and totals in the footer.
The Master Data & Order Header area (Edit order > Details > Order) is the central starting point for order entry in Xentral.
Here you define all the relevant framework parameters that determine who the customer is, how the order is managed internally, and under what conditions it is processed further.
The information entered here controls, among other things:
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which customer and project data appears in the order,
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whether and in which warehouse stock is reserved,
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which shipping and payment terms are applied,
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how tax requirements are implemented,
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in which language, currency, and format the order is output.
The following sections are divided into customer master data, order header, shipping & delivery, payment terms, tax, currency and additional options – with a clear description of what is entered in Xentral and what impact these entries have on warehouse, shipping, accounting, and reporting.
In the order header, you enter the core information that uniquely defines the order and controls its processing.
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Customer & project data: Select a customer from master data or create a new one; optionally assign to a project to facilitate later reporting.
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Order identification: Assign an order number automatically from the number range or manually; set the status/indicator to make the processing progress visible.
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References: Customer order number, shop order number, internal description, quotation reference – important for assignment in sales, for the customer, and in customer service.
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Dates & logistics: Set the order date, requested delivery date, delivery warehouse, and reservation date to specifically block stock levels and secure delivery planning.
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Special options: Enable direct delivery to a supplier by selecting the relevant entry in the "To supplier" field.
These entries determine how Xentral processes the order in the system, which stock levels are reserved, and which processes (shipping, invoicing) are triggered automatically.
Field name |
Description |
|---|---|
|
Order number |
Unique ID, assigned automatically from the number range or manually. |
|
Customer no. |
Customer number of the assigned customer. |
|
Action |
Selection of a special action (e.g., cancel order, copy order). |
|
Status / Order indicator |
Current processing status (e.g., RELEASED). |
|
Customer |
Selection or creation of the customer. |
|
To supplier |
Optional for direct deliveries to a supplier. |
|
Project |
Assignment to a project (e.g., STANDARD). |
|
Action code |
Discount promotions or campaign identifiers. |
|
Internet |
Identifier for orders from online shops. |
|
Quotation |
Link to an existing quotation. |
|
Alternative debtor number |
Alternative customer number for billing. |
|
Your order number / commission |
Customer’s internal reference number or commission. |
|
Internal description |
Internal name for easier identification. |
|
Order date |
Date the order was entered. |
|
Via |
The channel through which the order was received (e.g., internet, phone). |
|
Requested delivery date |
Planned delivery date or calendar week. |
|
Delivery warehouse |
Warehouse from which the order is shipped. |
|
Reservation date |
Date on which the goods were reserved. |
In the customer master data area, you store all contact and address information for the customer for whom the order is being created. This data is automatically transferred to quotations, orders, delivery notes, invoices, and shipping documents.
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Customer type and name: Define whether the customer is an end consumer, retailer, or special customer group. Enter the full company name or private individual’s name.
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Contact person & department: Enables targeted communication with a specific person or department at the customer’s site.
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Address data: Street, zip code, city, state, and country. These fields are essential for correct documents, shipping papers, and customs documents.
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Communication channels: Phone, fax, email for coordination and notifications.
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GLN & additional details: Global Location Number and additional information for complex delivery addresses.
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Salutation / contact info: Optional for personalized correspondence or internal notes.
Tip
The cleaner the customer master data is maintained, the fewer queries arise in shipping, accounting, or customer service.
Field name |
Description |
|---|---|
|
Type |
Selection: end consumer, retailer, or special customer group. |
|
Name |
Company name or name of the private individual. |
|
Title |
Optional name prefix (e.g., Dr., Prof.). |
|
Contact person |
Name of the direct contact person. |
|
Department / sub-department |
Organizational assignment at the customer’s site. |
|
Address supplement |
Additional address information (e.g., building, room number). |
|
Street |
Street name and house number of the customer’s address. |
|
Zip code / city |
Postal code and city of the customer’s address. |
|
State |
Region or state (if applicable). |
|
Country |
Country of the customer’s address. |
|
Phone |
Customer’s phone number. |
|
Fax |
Customer’s fax number. |
|
|
Primary email address for order and shipping communication. |
|
Salutation |
Personalized introductory text for quotations/orders. |
|
Contact person info |
Internal notes for quotation and order entry. |
Here you control where the order is delivered, how shipping is to be carried out, and which conditions apply.
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Alternative delivery address: Enables delivery to a different address than the billing address. Can be entered manually or copied from customer data.
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Shipping method & delivery terms: Selection of the shipping provider (e.g., DHL, UPS) and delivery terms in accordance with Incoterms.
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Payment method & release options: Definition of the payment type (invoice, direct debit, etc.) and the option to release payments manually.
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Sales and processor assignment: Assigns the order to an employee or department.
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Shipping options: Auto-shipping, fast lane, automatic document creation, delivery despite delivery block, deactivation of notification emails.
Tip
The options set here determine which shipping documents and labels are created, how the shipment is prioritized, and whether automated processes apply.
Field name |
Description |
|---|---|
|
Name |
Name of the recipient. |
|
Title |
Optional name prefix. |
|
Contact person |
Name of the direct contact person. |
|
Department / sub-department |
Organizational assignment. |
|
Address supplement |
Additional address information. |
|
Street |
Street name and house number of the delivery address. |
|
Zip code / city |
Postal code and city of the delivery address. |
|
State |
Region or state (if applicable). |
|
Country |
Country of the delivery address. |
|
GLN |
Global Location Number. |
|
|
Contact address for shipping information. |
|
Copy delivery address from master data |
Copies the stored delivery address from customer data. |
|
Payment method |
Definition of the payment type (e.g., invoice, direct debit). |
|
Grant payment release manually |
Direct release without automated verification. |
|
Shipping method |
Selection of the shipping provider (e.g., DHL). |
|
Delivery terms |
Incoterms or internal delivery conditions. |
|
Sales |
Responsible sales department or employee. |
|
Processor |
User currently processing the order. |
|
Release for auto-shipping |
Activates automatic shipping processes. |
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Activate fast lane |
Activates accelerated order processing. |
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Create invoice and delivery note automatically |
Automatic document run after shipping. |
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Deliver despite delivery block |
Enables shipping even if a delivery block is set. |
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Do not send cancellation/tracking/payment receipt emails |
Suppresses automatic system emails. |
In this section, you define the financial framework conditions of the order.
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Payment terms: Deadline until due date and period for cash discount.
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Cash discount: Amount of the discount in percent or as a fixed amount.
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Internal notes: Not visible to the customer – ideal for internal coordination between sales and accounting.
Tip
These fields are transferred to the invoice and determine when dunning runs start and whether a cash discount deduction is permitted.
Field name |
Description |
|---|---|
|
Payment term (days) |
Deadline until payment is due. |
|
Cash discount period (days) |
Deadline for claiming a cash discount. |
|
Cash discount |
Percentage or amount of the cash discount. |
|
Internal note |
Notes on the order processing, visible internally only. |
This area is decisive for the correct tax treatment of the order.
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VAT ID: The customer’s VAT identification number (relevant for EU transactions).
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Taxation: Definition of whether the order is domestic, intra-community delivery, or export.
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Tax notes: Option to suppress notes for EU/export transactions.
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Verification status: Note on whether the VAT ID has been verified and approved for shipping.
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MRN: Master Reference Number for customs processing.
Tip
These details flow into the document output, financial accounting, and customs documents.
Field name |
Description |
|---|---|
|
VAT ID |
Customer’s VAT identification number. |
|
Taxation |
Selection: domestic, EU, export. |
|
Without note for EU or export |
Suppresses the tax note in the document. |
|
VAT ID verified |
Marking indicating whether the VAT ID has been verified and approved. |
|
MRN |
Master Reference Number for customs processing. |
Here you define the display and currency options for the order.
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Display tax: Whether and how taxes are displayed in the document.
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Currency: Default currency or alternative foreign currency.
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Language: Language of the document output.
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Exchange rate: Enter for foreign currency orders.
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Cost center: Internal assignment for cost accounting.
Tip
These settings control how the order is output visually and in terms of currency, and enable correct reporting.
Field name |
Description |
|---|---|
|
Display tax |
Tax display in the document: automatic, always, or never. |
|
Currency |
Document currency (standard or alternative). |
|
Language |
Language for document output. |
|
Exchange rate |
Foreign currency conversion rate. |
|
Cost center |
Assignment to an internal cost center. |
This area offers special functions for particular order types.
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Warehouse markings: Mark as commission or consignment warehouse.
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Security & protection: Set write protection to prevent changes.
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Special documents: Create pro forma invoice, hide item texts, output documents without stationery/logo.
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Activate order indicator: Switch on visual status control.
Tip
These options are used when the order has special printing, archiving, or shipping requirements.
Field name |
Description |
|---|---|
|
Commission/consignment warehouse |
Marking for special warehouse types. |
|
Write protection |
Prevents changes to the order. |
|
Pro forma invoice |
Marks the document as a pro forma invoice. |
|
Order indicator active |
Activates the visual status display. |
|
No stationery and logo |
Creates documents without branding. |
|
Hide item texts |
Hides the position texts. |
In the Positions tab, you enter all items, services, or other line items that are part of the order.
The entries determine which products are delivered in which quantities, how they are priced, and under what conditions they are invoiced and shipped.
In Xentral, this area has the following central tasks:
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Item management: Selection from the item master or creation of new items directly in the order.
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Quantity entry: Setting the ordered quantity per position.
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Pricing & discount: Entry of unit prices, currencies, discount values, and price options (e.g., hide price).
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Delivery planning: Storing delivery date, project assignment, and customer-specific item numbers.
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Tax & legal: Setting tax rates, customs tariff numbers, and countries of origin per position.
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Warehouse reference: Display of stock level, reservations, availability, and incoming stock.
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Contribution margin & purchase price: Entry or update of purchase prices for CM calculations.
The positions are the core of the order – they define what is actually delivered and billed, and thereby directly influence warehouse postings, delivery note creation, invoicing, and statistical reporting.
Field name |
Description |
|---|---|
|
Pos. |
Automatic position number indicating the sequence of positions in the order. |
|
Item |
Name of the item from the item master or entered manually. |
|
Project |
Assignment of the position to a project (e.g., for reporting or cost centers). |
|
Item number |
Internal item number from the item master. |
|
Delivery date |
Planned delivery date for the position. |
|
Quantity |
Ordered quantity for this position. |
|
Price |
Unit price per unit, in the selected currency. |
|
Currency |
Currency in which the price is stated (e.g., EUR, USD). |
|
Discount |
Discount amount or percentage applied to this position. |
|
Purchase price |
Purchase price for the position (basis for contribution margin). |
|
CM % |
Contribution margin as a percentage, automatically calculated from selling price and purchase price. |
|
Action |
Options for the position, e.g., edit, delete. |
Tip
Each position can be adjusted individually to precisely reflect customer-specific or order-specific requirements.
Field name |
Description |
|---|---|
|
Item no. |
Internal item number from the item master. |
|
Name |
Name of the item as it appears on documents. |
|
Description |
Detailed item description. |
|
Quantity |
Ordered quantity for this position. |
|
Price |
Unit price for the position. |
|
Document formula quantity |
Optional: formula for dynamic calculation of the quantity on documents. |
|
Document formula price |
Optional: formula for dynamic calculation of the price on documents. |
|
Without price |
Price is not displayed on documents for this position. |
|
Hide in PDF |
Prevents this position from being displayed in PDF documents. |
|
Currency |
Price currency for this position. |
|
Tax rate |
Standard or individual tax rate for this position. |
|
Legal tax note |
Specific note on tax regulations. |
|
Fix discount |
Discount is fixed and does not change with later price adjustments. |
|
Discount |
Discount in percent or amount. |
|
Unit |
Unit of measurement, e.g., piece, carton. |
|
VPE |
Packaging unit. |
|
Delivery date |
Planned delivery date or calendar week for this position. |
|
Item no. at customer |
Customer-specific item number. |
|
Customs tariff number |
Tariff number for customs declarations. |
|
Country of origin |
Country of origin of the item. |
|
Stock level |
Current stock level of the item. |
|
Reserved |
Number of already reserved items. |
|
Available |
Quantity that can be dispatched immediately. |
|
Incoming |
Ordered quantity still in goods receipt. |
|
Purchase price |
Purchase price used for CM calculation. |
|
Purchase price currency |
Currency in which the purchase price is stated. |
|
New purchase price |
Field for entering a new purchase price. |
|
From quantity |
Minimum order quantity for the purchase price. |
|
Order number |
Supplier order number for this item. |
|
Supplier |
Name of the assigned supplier. |
|
Address name |
Supplier address, if available. |
|
Cost center |
Internal cost center to which the revenue is posted. |
|
Revenue |
Revenue account or revenue category for accounting. |
|
Fix |
Fixes the revenue account assignment. |
|
Note |
Free-text field for internal notes on the position. |
In the Log tab, you will find a complete history of all changes, status transitions, and relevant system events for this order.
Everything is documented without gaps: when something happened, who triggered it, and which action was performed.
This area is particularly helpful for:
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Tracing when an order was created, released, or shipped.
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Documenting changes by different users (e.g., price changes, status changes).
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Being able to provide exact evidence of how the processing sequence went, in response to customer or internal queries.
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Checking internal processes and SLA times.
In addition, the Log tab often contains further sub-areas such as:
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Payment receipt – all payments posted to the order.
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Partial orders – overview of split deliveries.
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PDF archive – stored documents in PDF format.
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Contribution margin – business key figures for the order.
The order overview displays the central header data of the order in its current processing status. Here you can see at a glance which documents have been created, which shipping and payment method is stored, and whether the order has already been processed further. Sales, warehouse, and accounting use this area to check whether all relevant information is available and whether the order is ready for the next process steps.
Field name |
Description |
|---|---|
|
Action |
Dropdown for selecting an action (e.g., cancel order, copy order). |
|
Shipping |
Current shipping status, e.g., "Not yet shipped!". |
|
Customer |
Customer number and name of the customer. |
|
Your order number |
Customer’s order reference. |
|
Status |
Current order status (e.g., RELEASED). |
|
Payment method |
Stored payment type (e.g., invoice). |
|
Project |
Assigned project, e.g., STANDARD. |
|
Requested delivery date |
Customer’s requested delivery date. |
|
Documents |
List of created documents (delivery note, invoice, credit note, etc.). |
|
Customer balance |
Current balance of the customer account. |
|
Internet |
Indicates whether the order came from an online shop. |
|
Online shop |
Name or ID of the connected online shop. |
|
Transaction |
Transaction ID for shop or payment integration. |
|
Quotation |
Reference to linked quotation. |
|
Shipping method |
Stored shipping provider (e.g., DHL). |
|
Delivery note |
Number or status of the delivery note. |
|
Weight (net) |
Total weight of the shipment without packaging. |
|
Invoice |
Number or status of the invoice. |
|
Credit note |
Number or status of a credit note. |
|
Taxation |
Tax status of the order (e.g., domestic, EU, export). |
|
Production |
Status indicating whether a production run has been initiated. |
|
Order |
Status of linked purchase orders. |
|
Own VAT ID |
The company VAT ID used in the order. |
|
Return |
Status of any return processing. |
|
Price inquiry |
Status of a price inquiry. |
|
Tracking |
Shipment tracking link or tracking number. Displays the current status of the order in the shipping process:
|
In this area, you will find a tabular overview of all items in the order, including warehouse assignment, current stock level, and reserved quantity. Stock shortfalls are visually highlighted directly in the table – positions where not enough stock is available appear in red. This allows you to see at a glance which products can be shipped immediately and which ones require replenishment, without having to check each position individually in the item master.
This view helps the warehouse and planning departments to identify bottlenecks early, plan delivery dates realistically, and initiate orders or stock transfers in good time. The reservation data also shows you whether and in what quantity the items are already blocked for this order.
Field name |
Description |
|---|---|
|
Item |
Name of the item. |
|
Item number |
Internal item number in Xentral including a direct link to the item. |
|
Quantity |
Number of ordered units. This quantity is booked in the order. |
|
Warehouse |
Warehouse location from which the order is shipped. |
|
Reservation |
Reserved quantity for this order (left: reserved for the customer, right: globally reserved across all orders). |
|
Potential delivery date |
Expected delivery date based on stock and incoming goods. |
The Payment Receipt section documents all payments received for this order. Here you can see the date, document reference, amount, and current open balance. This area is particularly important for accounting and sales to quickly check payment status and any outstanding amounts.
Field name |
Description |
|---|---|
|
Payment date |
Date of payment receipt. |
|
Document number |
Reference to the associated order or document. |
|
Amount |
Amount of the payment received. |
|
Balance |
Current open amount (negative if credit balance). |
Every change to the order is recorded chronologically in the log – from creation through release to shipping actions and status changes. This allows you to trace at any time who performed which action and when. This transparency is particularly helpful when responding to queries from the team or the customer.
Field name |
Description |
|---|---|
|
Time |
Date and time of the action. |
|
Processor |
User who performed the action. |
|
Log |
Description of the change carried out. |
The RMA process (Return Merchandise Authorization) bundles returns, complaints, exchanges, and repairs for an order into a single unique process. The RMA number serves as a reference for the customer, warehouse, and accounting; it controls the return shipment, simplifies communication, and ensures correct documents (e.g., credit note/new delivery) as well as stock postings. In the order log, you can see whether an RMA already exists; if not, you can create one directly from the order if needed (e.g., Actions → Create RMA).
Field name |
Description |
|---|---|
|
No RMA process exists for this order |
Indicates whether an RMA process (Return Merchandise Authorization = returns/complaints process) exists for this order. None currently exists. Create one via Actions → Create RMA if needed. |
The PDF archive lists all documents generated for the order – e.g., order confirmation, delivery note, invoice, or credit note. Here you can open, download, or resend documents directly. This area serves as a central repository for all order-related documents, regardless of the process step in which they were created.
Field name |
Description |
|---|---|
|
Date |
Date the document was created. |
|
Document number |
Number of the generated document. |
|
Processor |
User who created the document. |
|
Menu |
Actions, e.g., open or download PDF. |
In the Contribution Margin section, the economic key figures of the order are displayed. Here you can see the net contribution margin in euros, the percentage share of revenue, and, where applicable, the booked working time. These values help you assess the profitability of individual orders and make decisions on pricing or order acceptance.
Field name |
Description |
|---|---|
|
Contribution margin (net) in EUR |
Net amount remaining after deducting direct costs. |
|
CM (net) in % |
Contribution margin as a percentage of net revenue. |
|
Booked time in hours |
Recorded working time for this order. |