Order Capture

Orders from multiple sales channels are merged into one order management platform. A Sales Order is used to record and track a sale within the Salesorder app.

Sale details like line items, quantities, pricing, discounts, tax details, payment terms, etc.  are defined in a Sales Order. After a Sales Order is created, the next step is stock allocation.

Depending on availability of stock, the Sales Order will be fully or partially allocated. 

Refer to the order capture process below:

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FAQs

The Salesorder app stores sales order details in the system using a Sales Order Document.

Depending on your process of capturing orders, you may need additional fields to store data specific to your business process. You can add additional fields, sections and tabs to the Sales Order Document.

You can customize the Sales Order Document to store additional data. To perform this, go to:

SETUP > Configuration > Sales Order > Customise Fields

Or

SALES > Sales Orders > Select a Sales Order > Configure > Customise Fields

Using this feature, you can add additional fields, sections and tabs in the Sales Order document.

For more details on how to implement this, refer to Using Customization.

An Items tab in the Sales Order document has a Line Item table that enables you to enter and select items like products/services.

Line Items are entered into each line of the Line Item table by using either the Enter or Find links.

Clicking Enter will allow you to enter product details directly on the line such as Description, Unit Price, Quantity etc.

Alternatively, clicking Find will allow you to search for Items already entered into your system, which will include details such as Description, Unit Price etc.

For more details on items, refer Using Items.

Price Lists allow you to set prices for items that are different from the default Item Price.

When a Sales Order document is created, the price of the Line Items added to the document will be taken from the associated Price List. Each Price List has a name, and you can create an unlimited number of lists.

You can set different prices for different customers using Price Lists. Price List can be assigned to Prospects, Customers and Suppliers.

To assign a price list to the Customer, go to:

SALES > Customers > Select Customer > View Customer > Edit > Profile tab

Go to Trading Information section, set Price List in the drop down.

By default, when creating a new Sales Order, the price list assigned to the Customer is inherited by the Sales Order document. The inherited price list will be displayed in the Price List field in the document.

You can change the Price List for a Sales Order by selecting one of the price lists in the Price List drop-down field.

Also, in case the items in Sales Order are not included in the selected Price List then the default price of the item (base price) is considered.

For detailed information on Price Lists, refer Using Price Management.

Approval workflow

The Salesorder app provides a simple mechanism for approving sales orders. This approval mechanism is optional.

In organizations where sales orders must undergo an approval process before being accepted, this workflow can be implemented.

Approval Permissions and Approval Status

In the app, permissions are assigned to roles. For a user to have permissions, the user needs to be assigned to a role having the appropriate  permissions. For detailed information on roles, refer Using Roles

A user needs appropriate permissions to approve a sales orders. Once a
sales order has been approved its status cannot be changed.

To set approval permissions on a role, go to:

SETUP > Roles >  Select Role > Permissions tab > Approval Permissions

Check Sales Order checkbox.

When saving a sales order:

  • If a user is authorized to approve sales orders then a Sales Order is automatically approved and the Approval Status is set to ‘Approved’.
  • If a user does not have permissions to approve sales orders then the Sales Order is saved with Approval Status as ‘Not Approved’.

NOTE:

Status of Sales Order is different from Approval Status of Sales Order. Status and Approval Status are different fields on a Sales Order document.

The Status field tracks the journey of the Sales Order from being Open, Pending, Partially Fulfilled to Fulfilled.

The Approval Status field is used to implement the approval workflow for sales orders.

A user with permissions to approve sales orders can view all the sales orders with Approval Status as ‘Pending Approval’ by visiting –

SALES > Sales Orders > List Pending

The user can approve an entire batch of sales orders awaiting approval by selecting all the sales orders and clicking on the Approve button on the screen.

Once a Sales Order has been approved, its Approval Status cannot be changed.

NOTE:

Status of Sales Order is different from Approval Status of Sales Order. Status and Approval Status are different fields on a Sales Order document.

The Status field tracks the journey of the Sales Order from being Open, Pending, Partially Fulfilled to Fulfilled.

The Approval Status field is used to implement the approval workflow for sales orders.

You can use Memorize feature to automate the Sales Order creation process.

To learn more refer Using Memorized Transactions

You can print the Sales Order with your company logo, colors, and layout format. This is implemented using print templates.

You can create print templates and set them in a Sales Order Document using the Template field drop-down.

To know more details about configuring print templates, refer to Setup Print Template

Sales Quote is commonly known as an estimate. It provides a detailed description on the items and the prices quoted to a Customer/Prospect interested in buying your products/services.

Creating a Sales Quote does not have an impact on the Sales Ledger or  Customer Balance.

There are two ways to create a Sales Quote:

1. Using Customer | Prospect master

To create a Sales Quote for a Customer, go to:

SALES > Customers > Select Customer > Action > Create a Sales Quote

To create a Sales Quote for a Prospect, go to:

SALES > Prospects > Select Prospect > Action > Create a Sales Quote

2. Using Sales Quotes master

You can create a new Sales Quote for a Customer using the Sales Quotes master. Go to:

SALES > Sales Quotes > Select Customer > Create New

To learn more refer Using Sales Quotes

To reduce costs, product delivery can be streamlined using Dropship and Special (Just-in-Time) Orders.

Dropship vs special(Just-in-Time) orders 

Dropship orders: In dropship, once an order is captured and a Sales Order is created for Customer, a corresponding Purchase Order is sent to the Supplier. The Supplier directly ships the product to the Customer.

You do not have to stock the goods. After the order is shipped, Supplier sends you the Bill while you invoice the Customer for the goods from the originating Sales Order.

To learn more refer Using Dropship Sales Orders

Special (Just-inTime) orders: In special orders, when a Customer places an order for the product you do not stock, it needs to be specially ordered from the associated Suppliers.

These items are ordered Just-in-Time. The Supplier ships the product to you which is then shipped by you to the Customer.

To learn more refer Using Special Orders

Create drop ship and special sales orders

To create a sales order, go to:

SALES > Customers > Select Customer > Actions > Create a Sales Order

To add billing and shipping address on Sales Order document, go to :

Address tab > Billing Address and Shipping Address

For more details on managing addresses, refer Using Addresses

Create Purchase Orders for drop shipping and special orders 

Salesorder app gives you the ability to create Purchase Order directly from a Sales Order.

To create a Purchase Order for dropship orders, go to:

SALES > Sales Orders > Select Sales Order > Actions > Dropshipment(Create Purchase Order)

When the Purchase order is created for the drop ship order, the shipping address in the Purchase order is the Shipping Address of the originating Sales Order document which is the Customer’s address.

This means after the Supplier receives the Purchase Order they will ship the product directly to the Customer.

To create a Purchase Order for special orders, go to:

SALES > Sales Orders > Select Sales Order > Actions > Special Order(Create Purchase Order)

When the Purchase order is created for the Just-in-Time order, the shipping address in the Purchase order is the Shipping Address of the originating Sales Order document which is your address.

This means after the Supplier receives the Purchase Order they will ship the product to you.

Impact of drop ship and just-in-time order on accounts

Drop Shipped Items are never received into your Stock as they are delivered directly to the Customer. If you Drop Ship a Stock Item the associated Stock Asset account will never be affected.

If you create a Special Order for a Stock Item, it will be received into your Stock and will affect your Stock Asset account, both on the purchasing and sales side.

Stock Allocation means reserving stock to fulfill a Sales Order. Once stock is reserved it cannot be sold or assigned to other orders. Stock allocation enables you to:
  • track stock in real time,
  • identify orders that can be fulfilled,
  • know when you need to replenish stock.
You can allocate stock in two ways:
  • Individually to each Sales Order.
  • In batches to Sales Order List.
Refer Using Stock Allocation for more details.

Reference for Order Capture

  • Refer Using Stock Allocation to learn about allocating stock to sales orders.
  • Refer Using Items to learn how to configure items (products / services) you buy and sell in your business.
  • Refer Using Dropship Orders to execute dropship sales orders.
  • Refer Using Special Orders to create just-in-time sales orders.
  • Refer Using Preferred Suppliers to know about configuring preferred supplier function to support purchase order automation in drop ship, just in time (special), back-order and stock replenishment tasks.
  • Refer Using Price Lists to learn about setting stock item prices and configuring different prices for different customers.
  • Refer Using Discounts to learn how to apply discounts on items.
  • Refer Using Approvals to know more about approval workflow, submitting and approving sales orders and configuring approval permissions.
  • Refer Using Roles to setup roles and define permissions in salesorder app.
  • Refer Using Contacts to know how to records contact details of prospects, customers and suppliers in Salesorder app.
  • Refer Using Addresses Roles to setup billing, payment and shipping addresses for customers and suppliers in Salesorder app.
  • Refer Using Email to know how to configure your email accounts so that you can directly send emails from the Salesorder app.
  • Refer Using Memos to learn how to assign tasks, schedule events and  setup reminders in Salesorder app.
  • Refer Using Attachments to learn how to upload or link files in Salesorder app.

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