Sales Order entry is integrated with the Inventory Management system, either fully, in the context of quantities management, or partially, in the context of non-stocked goods and services. 

Sales Order entry is an optional step in Customer Sales Invoicing. You can bypass it and go straight to Sales Invoicing instead. For Sales not involving Product (Stocked or Services), Batch Sales Invoicing is more efficient.

Sales orders can be entered independently or result from a Sales Quote that was accepted by a Customer and then promoted. In the latter case, the fields will be auto-populated with the details taken from the Sales Quotes. However, you can still override many of these details. In both cases, when the order is processed, you can then invoice it.

See:

16.2 Converting Sales Quotes to Orders and Orders to Deliveries 

16.3 Processing invoices from Sales Orders 

16.4 Sales Quotes, Orders & Delivery Queries 
 

Creating Sales Item Invoices‍ 

Using Sales Quotes‍ 

Creating Sales Batch Invoices‍ 

Managing Customer Master Records‍ 

Using Codes Maintenance‍ 

The listing grid allows you to search for, edit, print, and email Sales Orders previously entered.

Go to AR > Orders.

The grid displays a list of Sales Orders based on filter criteria. 

To view a Sales Order for a particular account, enter all or part of the account code in the Account Code search field.

Sales Order Columns:

• Despatched: This appears if the Sales order has a quantity remaining to be despatched. If Despatched is not there, then the Sales Order has already been fully despatched or closed.
• Number: This is the unique Sales Order number created by the system.
• Account code: This is the Customer's unique code.
• Account name: This is the Customer Account name from the Customer Master Record.
• Address: This is the address on the Sales Order. This will default from the Customer Master Record, but you can change it for individual orders.
• Order date: This is the date the Order was created.
• External Reference: This comes from the Sales Order header.
• Created by: This is the username of whoever created the Order.
• Total: This is the total net amount in Customer Currency.
• Status:
  • New: This is the status when you click New Order and before you click Process. The order has not been processed or stored in the database. If you exit an order with this status without processing, the order will not be saved in the system.
  • Reserved: The Order has been processed, which allocated items against it. No deliveries have been made against the order.
  • Partial Delivery:  The Order has one or more quantities delivered against it, but there are still outstanding quantities to be delivered.
  • Full Delivery:  The Order has all its quantities fully delivered. The Despatch button is now unavailable in the grid for this order.
  • Cancelled: The order is closed as it has not progressed to despatching. There is still a record of this Order in the Sales > Sales Orders grid for historical purposes.
  • Complete: The order has been matched with an invoice and is now complete. This order remains in the grid but has progressed to the Sales > Item Invoices screen.

Go to AR > Orders > New Order.

Sales Order Details

Complete the Header as follows:

• Sales Order No: You can control auto-numbering in Setup > Company Details & Settings. Autonumbering must be on if you have an integration with another system.
• Customer: Select the customer from the dropdown. This will cause other inherited fields to be auto filled.
• Order Date: This defaults to today’s date, but you can change it here. Note that this date will place this order into the correct financial period. This is done automatically to ensure that the transactions go to the correct period. If the Order resulted from a Sales Quote, then it will be that date. 
• External Ref: Enter a unique number for subsequent identification. This could be a contract number or any other relevant information which should appear on the Sales Order.
• Expected Delivery Date: This defaults to today’s date, but this can be modified to represent the date the order is expected to be delivered on. If the Order resulted from a Sales Quote, then it will be that date. 
• Quote: If a Sales Quote has been converted into an Order, a display-only Quote Number will appear here. 
• Use Acc VAT Code: Checking this box means that any items entered will use the default tax code from the Customer record instead of the product's tax code. For example, if a particular product has a default tax code of 21%, but an overseas Customer and is exempt from tax. This field can be modified to allow you to account for the difference. If checked, then this is the VAT Rate that will appear on all Line Items as a default. However, you can amend this at line level.
• BI Code: This comes from the Customer Master Record and will appear on each line of the Order. However, you can amend this at line level.
• On Hold Status: This comes from the Customer Master Record, but you can change it here.
• Sales Area: This is the sales area that will be associated with this order from a sales analysis point of view. This comes from the Customer Master Record, but you can override it using the dropdown. This is useful to enable you to track sales by area within the dashboard functions in the system. 
• Sales Rep: This is the Sales Representative associated with the Customer. This comes from the Customer Master Record, but you can override it using the dropdown. This setting is used to track the sales against each sales rep in reports.
• Billing Address: This is the address of the Customer that this order relates to. This address is read from the customer record and can be changed at order level.
• Customer Contact: The default contact name for a contact is loaded here. This can be modified for a specific order.

Complete the Line Item as follows: 

• Line: Click on the Line Number to expand it to view and add optional details such as Discounts, or Stock information. To delete a Line on an existing Order, click F8. 
• Item:  Enter the Item Code or select it from the dropdown. 
• Description: This is for additional identification.
• GL Acc No: This comes from the Inventory Master Record, but you can override it using the dropdown.
• BI Code: This comes from the Customer Master Record, but you can override it using the dropdown.
• Qty: Enter the Customer's required Quantity. To update the Qty without changing the Unit price click Cancel when prompted. 
• Unit Price: The Unit Price (excluding VAT) comes from the Product Master Record. However, if the Customer has a Price List nominated in the Customer Master Record, then that will take precedence.
• VAT: The Rate Code comes from the Product Master Record, or from the Customer Master Record if the Use Tax Code and Default Tax Code are both set there. However, you can change it here using the dropdown. 
• VAT Amt, Line Total: These are calculated from all the entries.
• Disc. Rate, Disc. Amount:  The default discount rate comes from the Customer Master Record. Entering a discount here will override any discounts entered there or in the Additional Details tab of this order. You can change individual line rates which will cause the Net, Tax, and Line Total to be recalculated. If you make changes to the default in the record, this will not affect existing orders so you will need to update discount data here. 
• Line Note: You can enter a Note against the Line.

Footer details:

• Exchange Rate: Sales Orders for foreign currency customers show the Exchange Rate and a View rate history link. This field displays the default exchange rate currently associated with the chosen Customer. This can be overwritten if necessary and will be used when posting the order to calculate the base currency value of the order. Note, a Sales Order converted from a Quote for a foreign currency customer will keep the original currency rate and will not read the latest currency rate from the currency table.
• Sub Total, VAT Total: For foreign currency customers, these will appear in both the currency of the account and the base currency of the entity.

Additional Details

Complete the following:

• Delivery: You can change the Delivery details, if required.
• Ship Via: This comes from the Customer Master Record, but you can change it here.
• For Collection: Tick this if the item is not for delivery.
• Discount: Any discount entered here will override the discount from the Customer Master Record and will recalculate the Net, Tax, and Line Total. 
• Payment Method: This specifies how this order will be settled by your company. The default comes from the customer record, but you can select any payment method that has been set up as an 'online' payment method in codes maintenance. This and any orders with the same payment method can be settled via Bulk Payments.
• Note Printed on Sales Order: Record a note here that will be printed on the header of the Sales Order for Customer to view.

Notes

Notes appear here for subsequent recall and review.

To add a note:

1. Click Add New Note. 
2. Record your Note. 
3. Click Save. 

If needed, attach any supporting documents to the Sales Order by clicking the Attach paperclip icon. 

See:

 Adding Attachments and Notes to Transactions and Master Records‍ 

Check if the totals are accurate. Click Save or Save and Print Order to print the order in PDF format. You can then email it to the Customer. Once saved, Sales Order can be downloaded by clicking Export.

First process the order to the stage of sending confirmation to the customer. When you are ready to deliver the Goods, the next step is to Despatch them (full or partial). 

1. Go to AR > Orders.
2. Click Despatch against the Order No. in question to open the Sales Deliveries screen. 
3. Lines can be delivered individually (partial delivery) by entering the Quantity despatched. Alternatively, click Deliver All for a full delivery. To undo the Delivery Quantities, click the Reset button. 
   • Note that you may have to update the location if an Order Line is for Stocked Product and the product was despatched from a different location.
4. Click Save or Save and Print to produces a Goods Despatch Note that you can email to your Customer.

After this process, you can open the Order and click View Deliveries to see any Deliveries made. If you want to cancel the remainder of the Order, click Cancel Order.

Reporting

To view complete details of an order's history, you can run a ‘Sales Delivery Listing’ Report in the Report Manager‍. This gives a full view of the status of the originating Sales Order through to the Sales Invoice stage.

Go to AR > Deliveries and find the relevant Sales Order.

First check that it does not have a status of ‘Full Delivery’ in the listing grid as these orders cannot be edited. 

Orders with the status of ‘Not yet Delivered’ or ‘Due for Delivery’ can be edited. If the order is not yet delivered, the Despatch button will still be available. 

1. Open the Sales Order.
2. In the Sales Order Entry screen, click the Item Code dropdown to carry out any of these actions on a line:
   • Delete or add new lines.
   • Change Quantities, Prices, VAT (Tax) Rates, GL Codes, BI Codes.
   • Add Line Notes and Order Notes.
3. Click Save.

Go to AR > Orders.

The following actions can be performed the listing grid.

Print

Click the Print icon against the relevant Order and select the desired format.

Email

Click the Email icon against the relevant Order.

Duplicate

1. Click Duplicate Order. This will create a replica. 
2. Add a new External Ref. and then modify the Order, including adding new Order Lines, as you require.
3. Click Save and email the new Revised Order. The old Order will remain in the system as it was.

Cancel

Click Cancel Order to remove it from the system. You can close an Order at any time by clicking Close Order. This will update the status of the order to Closed and remove the Despatch option so that the order cannot be delivered. Note that you cannot re-open a closed order, but you can achieve the same result by duplicating it.

Orders can also be duplicated or cancelled in the entry screen:

When a Delivery has been made,it will be available for invoicing in the Deliveries listing grid. You can wait for further Deliveries to the Customer against this Order, or process the Invoice immediately. For more details on invoicing, see Creating Sales Item Invoices and if needed Creating Recurring Sales Invoices.

1. Go to AR > Deliveries and find the related Invoice awaiting processing.
2. Select Invoice to open the Sales Item Invoice. To view details of deliveries, select View Deliveries in the Actions dropdown.
3. The invoice will be pre-populated with details from the order.  
   • The following cannot be edited:
     • Customer
     • Order Number
     • Item Code
     • Quantities
   • The following can be edited:
     • Description
     • Sales General Ledger Code
     • BI Code
     • Unit Price (Enter a reason for the revision.)
     • Discounts
     • VAT Codes
     • Notes
4. For foreign currency customers, the value will appear in the foreign currency amount and the exchange rate field will be enabled to allow for any changes.
5. Click Save. You now have the option to Save Invoice/Save and Print Invoice/Print Invoice/Print and Post Invoice. Saved invoices will now appear in the Sales Invoice listing grid, ready for further processing.

See:

Creating Sales Item Invoices‍