How to implement your system

The journey:


Design & Plan ⇛

Meet with an expert who will quickly understand your business and challenges. We’ll work with you to craft a solution and plan to deploy.

Adapt & Adopt ⇛

We’ll help you set up your system and migrate your data. If necessary we’ll customize your system. We’ll teach and work with your users to adapt and streamline your workflows.

Run and Measure ⟰

We’ll help you consistently measure and refine the velocity of your workflows using analytics and automation .

Choose your implementation road map:


Assisted


We’ll work with you to set up your system, migrate your master and key types of transactions. See below ‘Historical and Live Transactions’. ( Included = ✅ ) You’ll still need to set up unchecked items. 

Before you start you must watch the following videos:

User tutorial

Sales Tools 

Fulfilment overview

You should also have set up a trial

Here is a quick summary of the journey to adapt your system:

Order management software implementation

Because we’re a software engineering business and our system was built from the ground up to be customised we can adapt it to meet your exact requirements. We’ll work with you to create your vision for your system. We’ll then transform your needs into software. In many cases we don’t charge for customisation.
Required if you buy or sell in different currencies.

How to setup Currencies

The system is tax agnostic and can be configured to work adapt to the majority of local tax frameworks. The two main types of tax are:

  • output tax – a tax collected by the vendor on sales i.e. Sales Tax
  • input/output tax – where a tax is collected on sales and claimed as an allowance on purchases i.e VAT

For more information see Wikipedia – Goods & Services Tax

To set up for your local regulatory requirements see:

Setting up to manage USA Taxation

Setting up to manage UK Taxation

For other countries see:

How to setup Tax Authorities

How to setup Tax Codes (Tax Codes represent names and associated rates of Tax set by specific Tax Authorities.)

How to setup Tax Groups (Tax Groups aggregate the rates of a group of Tax Codes in a single rate)

Default Tax Codes can be assigned to Customers, Suppliers and Items at the time of import.

 

 

Default Payment Terms can be assigned to Customers and Suppliers at the time of import. There are some default payment terms in the app, you may want to add more:

How to setup Payment Terms

Before uploading or entering data you may want to add some additional fields:

How to add fields, tabs and sections to Documents

 

 

 

Classifications enable you to ‘tag’ Documents for the purpose of segmenting data in reports. Classifications can be assigned to Customers, Suppliers and Items at the time of import.

How to setup Classifications

Workers represent the people who work for you whether they be permanent or contractors. They are not specifically users, that is they are not automatically setup with Logins.

How to setup Workers

 

 

Sites give you the ability to set up places or locations where you keep stock. For example a second warehouse, a third party logistics (3PL) facility or even a location within your main warehouse such as repair area.

How to setup Sites

Make sure you set up the right type of Item, with the right Order type (i.e. drop ship, special order) and the right Accounting settings. You cannot change Item types at a later stage.

How to setup Items

Need a quick overview of Items?  See here

Items can be imported into the app via spreadsheet templates. These spreadsheets can be found under Setup>Import Data in the app. You can continually update your Item List using this method. For example you can change the prices, costs or even add new Items to the import sheet. When you import the new sheet it will only make changes to the Items you changed.

See the following article:

How to import data into the app

Price levels enable you to preset an increment or decrement in the price of a product offered to a customer.   When you select and store a Price level on a Customer Document all child Documents i.e. a Sales Quote or Sales Order inherit and apply the Price Level to all LIne Items.

How to setup Price Levels

Price Lists enable you to create lists of Items which vary by individual price from the main price list. This is particularly useful where you want to apply different profit margins in selling situations when dealing with different profiles of Customer. When you preset a Price List on a Customer it directly affects the price of Items on Sales Documents.

How to setup Price Lists

How to set up Customers

You can import Customer data into the app using spreadsheets. These spreadsheets can be found under Setup>Import Data in the app. You can continually refresh your Item List using this method. Subsequent imports will only make changes where there is new data or the data has changed.

See this article:

How to import data into the app

Roles control user access rights. Roles are preset on Workers and determine what they can see and use in the app. Even if a Role allows a user to see a Document you can control what Actions they can take i.e. whether or not they can edit the Document.

How to setup Roles

There are two modes for Email:

  • Simple – where you can configure a single from address to send email from the app. i.e. send an Invoice from a Customer record.
  • Integrated – works like the mail on your smart phone – you can send and receive mails directly from a Customer or Supplier record, but unlike the Simple mode you have visibility of the outgoing and incoming email threads by contact by mailbox. For example you might have a @Sales mailbox and on a Customer record you might have three contacts. You can configure up to six mailboxes which you can share between users using Roles.

How to setup Simple email

How to setup Integrated email

Document Templates control the printed and on screen view of a Document.

How to setup Document Templates

Need something extraordinary? We can help you create or recreate complex and sophisticated documents. Just get in touch with support@salesorder.com. Make sure you include the PDF, Word or .xlsx versions of the documents you need us to create.

You can capture Leads directly into the app via a web form. You can install the web form directly into a web page. To obtain the code to create the web form please contact support@salesorder.com.
The majority of Documents in the app have a Memo feature. You’re going to want to classify or type Memos so as they have a context and give meaning to the purpose of the Memo.

How to setup Memo Types

This enables you to retrieve, link and share content from your Google Drive. You can link content directly to Documents.

How to setup Google Integration

How to decide which transactions you really do need to migrate.

We’re constantly evolving our migration tools and methods and we’ll always try our hardest to help you move your data. However the differences in the structure and format of accounting transactions in third party systems can present complex challenges.

Therefore when you move from your old accounting software to Salesorder.com you’ll want to think carefully about what data you really want to move over. If your existing accounting software is ‘on premise’ then you’ll always have a working copy of your old data.

If this is the case then consider how you might work in the future:

To do historical comparisons of accounting periods you could simply run profit and loss or balance sheet reports on your old and new systems then export the results to .xlsx format.

To help you track and maintain sales and purchasing revenue and expense history on a per customer or supplier basis we can import Sales Orders and Purchase Orders. They won’t be editable and their status will be ‘Historical’. This will enable you to review customer and supplier history and lifetime value / spend.

Migrating overlapping transactions in the transition period

I’m specifically referring to:

  • Sales Orders
  • Sales Invoices
  • Sales Receipts (Cash Sales)
  • Purchase Orders
  • Purchase Invoices (Bills)
  • Cash Purchases

If you have a low volume of the above ‘open’ sales or purchasing transactions then it’s straight forward to re-key these transactions into your new system. However if you have a high volume of the above ‘open’ sales and purchasing transactions then we’ve the tools and know how to migrate the above transactions. These transactions will be live – that is they will be editable and their link structure is will be intact ( In our system documents are linked to their predecessors i.e Sales Invoice links back to Sales Order.).

Meet with an expert to work out the best course of action (you may have done this already)

To help you make the right choices about your data we’ve created a series of explanations and questions which we are best presented 1 to 1. The whole session can take up to one hour. At the end of this session you’ll have a clear picture of what accounting data will be migrated. We also explain costs, timescales and how to move forward.

When you switchover you need to shadow transactions – that is you’ll run for as short as possible period the two accounting systems in parallel so as all open transactions close in the old system but are replicated in Salesorder.com.

The Start Date is the day you start entering transactions at the start of their lifecycle into the new system, and the day all subsequent entries into the old system are shadowed (recorded in the new system.

Basically you want to match the closing balances in the chart of accounts of the old system with the opening balances in the respective accounts in the app. Data is manually entered as either opening balances on the individual accounts, by general journals or as specific transactions i.e. a Sales Invoice or a Payment. As you go it’s a good idea to keep notes on the Notes tab on Documents you shadow.

If you’ve worked with us to specify a customization or integration, or you’ve visited the Plugin store and decided you want to add additional functionality to your system, then this is the point at which you should be testing and trying out these features.
We will arrange a time and date with you to connect and test your Marketplace integrations.
By now you’ll be aware of how to use your system, Help and which videos your users will find helpful.

We will have worked with you throughout the journey to understand more about your user community. Together we will have identified areas where users will need specific training.

If you have large groups of users who require training then we create and deliver training either by online conference or videos specific to your situation.

Whatever assistance and training your users need we’ll be happy not only to train them on the use of your system but provide advice and guidance about how to streamline their workflows.

DIY


To setup quickly, review ALL of the steps before you begin as you’ll definitely need to make some key decisions and do some preparation. You MUST follow the steps in the order listed.

Before you start you must watch the following videos:

User tutorial

Sales Tools 

Fulfilment overview

You should also have set up a trial

Here is a quick summary of the journey to adapt your system:

Order management software implementation
We’re here to help whatever the question. You can either click here to send us a question or email us at support@salesorder.com
Because we’re a software engineering business and our system was built from the ground up to be customised we can adapt it to meet your exact requirements. We’ll work with you to create your vision for your system. We’ll then transform your needs into software. In many cases we don’t charge for customisation.
Required if you buy or sell in different currencies.

How to setup Currencies

The system is tax agnostic and can be configured to work adapt to the majority of local tax frameworks. The two main types of tax are:

  • output tax – a tax collected by the vendor on sales i.e. Sales Tax
  • input/output tax – where a tax is collected on sales and claimed as an allowance on purchases i.e VAT

For more information see Wikipedia – Goods & Services Tax

To set up for your local regulatory requirements see:

Setting up to manage USA Taxation

Setting up to manage UK Taxation

For other countries see:

How to setup Tax Authorities

How to setup Tax Codes (Tax Codes represent names and associated rates of Tax set by specific Tax Authorities.)

How to setup Tax Groups (Tax Groups aggregate the rates of a group of Tax Codes in a single rate)

Default Tax Codes can be assigned to Customers, Suppliers and Items at the time of import.

 

 

Default Payment Terms can be assigned to Customers and Suppliers at the time of import. There are some default payment terms in the app, you may want to add more:

How to setup Payment Terms

Before uploading or entering data you may want to add some additional fields:

How to add fields, tabs and sections to Documents

 

 

 

Classifications enable you to ‘tag’ Documents for the purpose of segmenting data in reports. Classifications can be assigned to Customers, Suppliers and Items at the time of import.

How to setup Classifications

Workers represent the people who work for you whether they be permanent or contractors. They are not specifically users, that is they are not automatically setup with Logins.

How to setup Workers

 

 

Sites give you the ability to set up places or locations where you keep stock. For example a second warehouse, a third party logistics (3PL) facility or even a location within your main warehouse such as repair area.

How to setup Sites

Make sure you set up the right type of Item, with the right Order type (i.e. drop ship, special order) and the right Accounting settings. You cannot change Item types at a later stage.

How to setup Items

Need a quick overview of Items?  See here

Items can be imported into the app via spreadsheet templates. These spreadsheets can be found under Setup>Import Data in the app. You can continually update your Item List using this method. For example you can change the prices, costs or even add new Items to the import sheet. When you import the new sheet it will only make changes to the Items you changed.

See the following article:

How to import data into the app

 

Price levels enable you to preset an increment or decrement in the price of a product offered to a customer.   When you select and store a Price level on a Customer Document all child Documents i.e. a Sales Quote or Sales Order inherit and apply the Price Level to all LIne Items.

How to setup Price Levels

Price Lists enable you to create lists of Items which vary by individual price from the main price list. This is particularly useful where you want to apply different profit margins in selling situations when dealing with different profiles of Customer. When you preset a Price List on a Customer it directly affects the price of Items on Sales Documents.

How to setup Price Lists

How to set up Customers

You can import Customer data into the app using spreadsheets. These spreadsheets can be found under Setup>Import Data in the app. You can continually refresh your Item List using this method. Subsequent imports will only make changes where there is new data or the data has changed.

See this article:

How to import data into the app

Roles control user access rights. Roles are preset on Workers and determine what they can see and use in the app. Even if a Role allows a user to see a Document you can control what Actions they can take i.e. whether or not they can edit the Document.

How to setup Roles

There are two modes for Email:

  • Simple – where you can configure a single from address to send email from the app. i.e. send an Invoice from a Customer record.
  • Integrated – works like the mail on your smart phone – you can send and receive mails directly from a Customer or Supplier record, but unlike the Simple mode you have visibility of the outgoing and incoming email threads by contact by mailbox. For example you might have a @Sales mailbox and on a Customer record you might have three contacts. You can configure up to six mailboxes which you can share between users using Roles.

How to setup Simple email

Document Templates control the printed and on screen view of a Document.

How to setup Document Templates

Need something extraordinary? We can help you create or recreate complex and sophisticated documents. Just get in touch with support@salesorder.com. Make sure you include the PDF, Word or .xlsx versions of the documents you need us to create.

You can capture Leads directly into the app via a web form. You can install the web form directly into a web page. To obtain the code to create the web form please contact support@salesorder.com.
The majority of Documents in the app have a Memo feature. You’re going to want to classify or type Memos so as they have a context and give meaning to the purpose of the Memo.

How to setup Memo Types

This enables you to retrieve, link and share content from your Google Drive. You can link content directly to Documents.

How to setup Google Integration

How to decide which transactions you really do need to migrate.

We’re constantly evolving our migration tools and methods and we’ll always try our hardest to help you move your data. However the differences in the structure and format of accounting transactions in third party systems can present complex challenges.

Therefore when you move from your old accounting software to Salesorder.com you’ll want to think carefully about what data you really want to move over. If your existing accounting software is ‘on premise’ then you’ll always have a working copy of your old data.

If this is the case then consider how you might work in the future:

To do historical comparisons of accounting periods you could simply run profit and loss or balance sheet reports on your old and new systems then export the results to .xlsx format.

To help you track and maintain sales and purchasing revenue and expense history on a per customer or supplier basis you can import Sales Orders and Purchase Orders using the ‘Upload Historical Transactions’ Plugin from the Plugin Store (in Setup). They won’t be editable and their status will be ‘Historical’. This will enable you to review customer and supplier history and lifetime value / spend.

If you need….

Migrating overlapping transactions in the transition period

I’m specifically referring to:

  • Sales Orders
  • Sales Invoices
  • Sales Receipts (Cash Sales)
  • Purchase Orders
  • Purchase Invoices (Bills)
  • Cash Purchases

We’re here to help whatever the question you can either click here to send us a question or email us at support@salesorder.com.

 

When you switch over you need to shadow transactions – that is you’ll run for as short as possible period the two accounting systems in parallel so as all open transactions close in the old system but are replicated in Salesorder.com.

The Start Date is the day you start entering transactions at the start of their lifecycle into the new system, and the day all subsequent entries into the old system are shadowed (recorded in the new system.

Basically you want to match the closing balances in the chart of accounts of the old system with the opening balances in the respective accounts in the app. Data is manually entered as either opening balances on the individual accounts, by general journals or as specific transactions i.e. a Sales Invoice or a Payment. As you go it’s a good idea to keep notes on the Notes tab on Documents you shadow.

If you’ve worked with us to specify a customization or integration, or you’ve visited the Plugin store and decided you want to add additional functionality to your system, then this is the point at which you should be testing and trying out these features.
We will arrange a time and date with you to connect and test your Marketplace integrations.
By now you’ll be aware of how to use your system, Help and which videos your users will find helpful.

We will have worked with you throughout the journey to understand more about your user community. Together we will have identified areas where users will need specific training.

If you have large groups of users who require training then we create and deliver training either by online conference or videos specific to your situation.

Whatever assistance and training your users need we’ll be happy not only to train them on the use of your system but provide advice and guidance about how to streamline their workflows.

“Like you transforming the velocity of your business is our priority. Our vision is delivering a solution which can be deployed quickly with minimum capex and fuss…”Robert Taylor , Chief Technical Officer