Using Sales Order

18 0 0 12/01/2021
Sales SalesOrder

A Sales Order is used to record and track a sale. A Sales Order document records sale details like line items, quantities, pricing, discounts, tax details, payment terms, etc.

New Sales Order

A new Sales Order can be created by:

Use Sales Order

 To manually create a new Sales Order in Salesorder, go to:

SALES > Sales Orders > +

Use Customer Master

 To create a new Sales Order, go to:

SALES > Customers > Select Customer > Actions > New Sales Order

Use Sales Quote

To create a new Sales Order, go to:

SALES > Sales Quote > Select Quote > Actions > Create Sales Order

Use Sales Opportunity

To create a new Sales Order, go to:

SALES > Sales Opportunities > Select Sales Opportunity > Actions > Create Sales Order

Use RMA

To create a new Sales Order, go to:

SALES > RMAs > Select RMA > Actions > Create Sales Order

Transactions on Sales Order

Salesorder allows you to perform following transactions through a Sales Order Document:

Transaction More information
Sales Opportunity Refer Using Sales Forecasting
Sales Invoices Refer Using Sales Invoice
Cash Sales Refer Using Cash Sales
Drop Ship Sales Orders Refer Using Drop Ship Sales Orders
Special Orders Refer Using Special Orders('Just in Time')
Delivery Notes, Packing Lists Refer Using Customer Delivery Note | Packing Lists
Shipments Refer Using Shipments
RMA Refer Using RMAs

Sales Order Line Item: Indicators

Web Page Sales Indicators on Line Items and in Sales Order List

These indicators appear on Line Items in a Sales Order and the Sales Order List.

Configure Sales Order

To configure Sales Order document, go to:

SETUP > Configuration > Sales Order

Or

SALES > Sales Orders > Select Sales Order > Configure

The following configuration options are available:

New Template

 You can create new Sales Order Document templates using this option.

Templates enable you to customize

  • the line item table columns in the document.
  • the layout of the document when its being printed.
For more details on how to use templates, refer Setup Document Template

Customize Fields

 A Sales Order document consists of fields, sections, tabs and line item table. The Salesorder app allows you to customize all the parts of the document.

To customize fields, sections, tabs and Line Item table in the document, refer to Using Customization

General tab

Saving with insufficient stock

 This setting defines the default save behavior of a Sales Order document when there is insufficient stock.

The main purpose of this setting is to allow the system to decide how to allocate stock and whether manual intervention is required.

There are four options:

  • Do not allow document to be saved.
  • Do not allocate any available stock.
  • Allocate any available stock.
  • Over allocate stock (allocated stock even if no stock is available for allocation).
Warning: Over allocation of stock is generally not a good idea as it distorts the view of the stock.

To learn more about the stock allocation process in Salesorder app, refer Using Stock Allocation

Issue warning before saving

 Checking this option, will prompt the user to manual intervene and select a suitable stock allocation option, in case of insufficent stock.

The following options are presented to the user:

  • Do not allocate any available stock.
  • Allocate any available stock.
  • Over allocate stock (allocated stock even if no stock is available for allocation).
  • Manually edit allocation: This option enables you to edit the allocation column on the Document.
Warning: Over allocation of stock is generally not a good idea as it distorts the view of the stock.

To learn more about stock allocation, refer Using Stock Allocation

Kit Items: Allow for partial shipments

 Checking this option will enable partial shipments of available stock.

In case there is insufficient stock to fulfill a Kit, stock that is available will be shipped.

Note: To enable partial shipping, you also need to enable partial allocation for Kit Items.

To learn more about Kits, refer Using Kits

Kit Items: Allow for partial allocation

 Items in Kits get allocated when a user saves the Sales Order.

Checking this option will enable partial allocation of available stock in case there is insufficient stock to fulfill a Kit.

Drop Ship | Special Order Inherit cost from

 The purpose of this control is to determine from where the unit cost is derived and applied. The option are:

  • Sales Order: The arbitrary cost on a Sales Order. This is a typical use case where you are brokering the sale of an Item. You agree on a cost with the supplier, back to back with agreeing on a cost with the end customer.
  • Unit cost(from Preferred Supplier): The unit cost specified on the preferred supplier table located on the Purchasing tab of the respective Item Master. Refer Using Preferred Suppliers
  • Unit cost(from Item): The unit cost specified on the respective Item Master.

Default Sales Order Template

Using this option you can choose a template for the Sales Order document.

This template defines:

  • how the line item table columns appear on the screen for a Sales Order document.
  • the layout of the Sales Order document when its being printed.
Salesorder app provides default templates like:

  • Standard,
  • Time and Materials,
  • Services and
  • Professional.
Each template is relevant for different types of businesses, such as product and service companies.

To learn more about how to use templates, refer Setup Document Template

Show collapsible sections

Checking this option, adds controls to collapse the header sections of the document.

It implements a drill down effect on the header sections to make the Sales Order document appear compact on the screen.

Create Invoices | Cash Sales

Do not inherit xrate

When checked, this setting forces subsequent Sales Invoices and Cash Sales to inherit the FX rate specified on the respective Sales Order.

Invoice only fully shipped lines

When checked, this setting prevents the selected row being inherited by the Sale Order, if all of the Items have not been shipped.

Approval

Always default to Not Approved

Sets the default state of the Sales Order to Not Approved. This control overrides the user’s permission to auto-approve the Sales Order on creation.
Reference # Generation tab

Use Auto-generated Ref #

 Reference numbers can be set to auto-generate by checking this option.

Ref # Prefix

 You can prefix reference numbers for meaningful distinction and recognition. For example:

  • Sales Orders can be prefixed as SO345
  • Purchase Orders can be prefixed as PO987
  • Customer Payments can be prefixed as CP234.

Current Sequence Number

 Reference numbers can be set to increment from a fixed starting point.

For more details on customizing Ref #s refer Using Ref #s (Reference numbers)

Sales Order Document: Reference

Fields in first Section
Customer Customer Name
Customer # Customer Ref#
Owner The user creating or owning this document.

To learn more, refer Using Owners
Approval The approval status of the Sales Order. The values are:

  • Approved
  • Not Approved
  • Submitted
  • Rejected
Users need relevant permission to change the value of this field. To learn more, refer Using Approvals
Date You can choose a date. Default is date on which Sales Order is created.
Ref # The unique identifier for this Document.
Status The accounting status of this Document.

Open: not invoiced.

Pending: Awaiting approval. Typically set on a Sales Order captured from an online channel.

Pending(Credit): Awaiting credit approval.

Fulfilled: Invoiced for the full amount.

Over Fulfilled: Invoiced for more than the original balance.

Void: Document is not in use.

Historical: Transaction importer. Historical transactions . Reports - Refer using Import Data.

Memorised: Document saved as a template for Memorised transactions. To learn more, refer Using Memorised Transactions
Authorized by The user who approved this Sales Order.
Template The Template applied to this Document. Templates enable you to customize:

  • the line item table columns in the document.
  • the layout of the document when its being printed.
To learn more, refer Using Document Templates.
Currency The Currency in which this Document is presented. See Using Currencies
Exchange Rate The applicable exchange rate to convert this Document's currency to the base currency of your general ledger.

See Using Currencies
Shipping Status This field refelects the status of the Shipment Documents associated with this Salesorder. The status values are:

  • Not Shipped
  • Partially Shipped
  • Shipped
Refer Using Shipments

Fields in second Section
Customer Ref A unique reference originating from the Customer i.e. Purchase Order #.
Contact The main or a selected Contact. In Edit mode you can select from the associated List of Contacts.
Telephone The phone number associated with the above Contact.
Email The email address associated with the above contact.
Emailed on The date and time the document was last emailed.
Printed on The date and time the document was last printed.
Allocation Status The stock allocation status of this Sales Order. Values are:

  • Not Allocated
  • Partially Allocated
  • Fully Allocated
To learn more, refer Using Stock Allocation
Back Order If checked, it indicates a Back Order(Purchase Order) has been created for the corresponding Sales Order. For more details, refer Using Sales Order List (Back Orders)
Our Ref Inherited from a Sales Opportunity.
Job A reference to the Jobs List.
Cash Flow Due Date Refer Using Cash flow due dates.
Price List The Price List applied to this Document. Refer Using Price Lists
Shipping Priority Shipping priortity is manually set and this value is inherited by the Shipment documents. The value are:

  • Normal
  • Medium
  • High
  • Urgent
Hold Shipment When checked, it sets the Status of Shipment Document to Ship on Hold when creating Shipments.
Estimated Weight Estimated weight of all the items in the Sales Order. Gross weight could vary.
Tax Code / Group The default Tax code/ Group inherited from the Customer and applied to Line Items on this Document.

You can change the Tax code on an Item. to learn more, refer Using Taxes
Terms The default Payment Terms inherited from the Customer and inherited by subsequent child Documents. See Using Payment Terms
Price Level The Price Level applied to this Document. See Using Price Levels
Required An arbitrary required date
Expected An arbitrary expected date
Default Site The site from which the Sales Order would be fulfilled.
Tabs

Items

 You can view all the Item details such as Description, Unit Price, Qty, Discount, etc. for the Sales Order.

To learn more, refer Using Line Items

Transactions

 This tab provides a granular view of all the transactions on a Sales Order under one dashboard.

For eg. For a given order, you can view the Sales Invoice, Shipments and Customer Payment, Credit Note, Customer Statment, Refunds, etc.

For the selected Sales Order, you can view:
  • Open Invoices,
  • Overdue Invoices,
  • Money In transactions,
  • Money Out transactions,
  • All Transactions.

Notes

 You can add notes to the document. To learn more, refer Using Notes

Addresses

 You can mention billing, shipping and payment addresses using this tab. To learn more, refer Using Addresses

Shipping

 Shipping details like:

  • shipping company,
  • shipping method,
  • ship date,
  • shipment tracking #,
  • shipping cost,
  • shipping weight and
  • shipping terms
can be saved in this tab. To learn more, refer Using Shipping

Customer Message

 Add a message to the Customer.

Classification

 Refer Using Classifications

E-Commerce

 If the Sales Order was generated through a Shopping cart or API, this tab will display the following details:

  • Imported from Cart,
  • Imported On,
  • Cart Mapping,
  • Payment Method.

Sales Order Document: Settings

The document settings are available when creating | editing | viewing a Sales Order document (create | edit | view mode).

The following settings are available:

Save

(available in Create | Edit mode)		 Saves the Document.

Save and New

(available in Create mode)		 Saves the new Sales Order document and refreshes the screen for creating the next Sales Order.

Edit

(available in View mode)		 Using this setting, you can switch the Sales Order document to edit mode.

Memorise

(available in
Create mode |
Edit mode for Sales Invoices in Memorised status)		 Using this setting, you can schedule to create new Sales Invoice documents automatically at regular intervals of time.

The Status field in the Sales Invoice document will be updated as Memorised.

To learn how to implement this, refer to Using Memorised Transactions

Check Stock

(available in
Create | Edit mode)		 You can check availability of all the stock for this Sales Order.

Or select items in the line item table to view the stock availablity of individual items.

Edit Allocation

(available in
Create | Edit mode)		 Using this option, you can manually select a suitable stock allocation option, in case of insufficent stock.

The following options are presented:

  • Do not allocate any available stock
  • Allocate any available stock
  • Over allocate stock
  • Manually edit allocation - This option enables you to edit the allocation column on the Document.
Warning: Over allocation of stock is generally not a good idea, as it will always distort the average costs of the Items.

To learn more about stock allocation, refer Using Stock Allocation

Preferred Suppliers

(available in
Create | Edit | View mode)		 The purpose of this control is to override the default supplier preference.

The system displays a modal (pop up) box through which the user can change the supplier from the default supplier to a new supplier (preferred).

The preferred supplier details are used to create the Drop Ship or Special Order.

This control can also be used to direct the Purchase Order generators to select a supplier (preferred) instead of the default supplier.

Configure

(available in
Create | Edit | View mode)		 Takes you to the Sales Order configuration screen. Discussed in the Configuration section in this article.

Show WMS Stock

(available in
Edit | View mode)		 Displays the stock in the respective WMS Site, allocated and picked to this Order.

It displays a view into the Stock Instance. To learn more, refer Using Stock Manager

Actions

(available in
View mode)		 Actions can be used to perform various tasks on a Sales Order -

Create Shipment (Selected Line Items)

Shipment documents are used to control the Pick, Pack and Ship workflow.

Using this option, you can create a Shipment document for selected line items in the Sales Order.

Once the Shipment Document is created, Pick-Pack-Ship process is initiated for the selected line items. Refer Using Shipments

Create Shipment

You can create a Shipment document for the whole order document using this option. Refer Using Shipments

Create Sales Invoice

Create a new Sales Invoice. Refer, Using Sales Invoice

Create Cash Sale

Capture a new Cash Sale. Refer Using Cash Sale

Drop Shipment (Create Purchase Order)

Special Order (Create Purchase Order)

Print Pick List by Order

Prints a list of items that need to be picked. The records in this case will be grouped by Sales Order Ref#s.

Print Pick List by Item

Prints a list of items that need to be picked. The records in this case will be grouped by Items.

The below options:

Set to Shipped (Selected Line Items)

Set to Shipped

Set to Not-Shipped (Selected Line Items)

Set to Not-Shipped

are applicable for businesses that do not use Pick-Pack-Ship process.They function in the following ways:

Set to Shipped (Selected Line Items)

Using this option, the Shipping Status of the Sales Order is updated to Shipped (if all the line items have been shipped) or Partially Shipped.

Set to Shipped

Using this option, the Shipping Status of the Sales Order is updated to Shipped to indicate all the line items have been dispatched.

Set to Not-Shipped (Selected Line Items)

Using this option, the Shipping Status of the Sales Order is updated to Not Shipped (when no line items have been shipped) or Partially Shipped (when some line items have already been shipped).

Set to Not-Shipped

Using this option, the Shipping Status of the Sales Order is updated to Not Shipped.

Create Delivery Note

You can use this option to create a Delivery Note for the given Sales Order.

Delivery Notes | Packing Slips enable the Customer to check what was delivered against what they bought for reconciliation purposes.

Create Sales Opportunity

Refer Using Sales Forecasting

Create Job

Refer Using Jobs

Create RMA

Initiate a RMA. Refer, Using RMAs

Create Copy

Creates a copy of the Sales Order.

Show History

You can view the complete history of the Sales Order Document and who has performed them.

Take Ownership

You can transfer document ownership using this option.

Void this document

Documents can be voided to imply that they are not in use. It is a soft delete.

Voided Documents remain in the system and are set to Void status. You can still search for the document on the app.

Once a Document is voided it cannot be edited or changed in any way (you can attach a Memo though).

Delete

This option permanently deletes the Document from the Salesorder app.

You cannot recover the document once it is deleted. Also, you will not be able to search for the document in the Salesorder app.

However, you do have an option to view the history of the deleted Document.

Go to, ACCOUNTING > Find Transactions > Search Document History

Hence, caution is advised in using the Delete option.

Print

(available in
Edit | View mode)		 You can print Sales Order document using this option.

The document is printed as a PDF and the print style and layout depends on the template set for the Sales Order document.

Refer to the Template field in the Reference section in this article.

Email

(available in
View mode)		 You can send emails directly from the Sales Order document. The email message will automatically include the Sales Order document as a PDF attachment.

  • Blank Message
    • You can compose and send a custom email using this option.

  • Sales Order Issued
    • You can send an email to inform the Customer about the Sales Order.
To learn more , refer Using Email

Help

(available in
Create | Edit |
View mode)		 Takes you to the Salesorder help documentation.

Sales Order Lists enable you to perform tasks on Sales Orders in batches.

To learn more about batch processing of Sales Orders, refer to Using Sales Order List

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