View source for Sales Order

{{Module Introduction|Sales Order|Sales}} allows the creation of sales orders, credit returns, and drop ship orders. This module is often referred to as the '''SO''' module and also provides the ability to quickly fulfill orders, take payments, print invoices, and much more.

<imagemap>
File:SO_Flow_Chart_Process.PNG|{{RequiredForMap}}|1000px
desc none
rect 10 332 308 458 [[#1. Create a sales order|Create Sales Order]]
rect 2582 334 2882 462 [[#Order status|Order is Fulfilled]]
rect 1950 861 2127 1056 [[Advanced_Reports#Pick_Ticket|Print Pick Ticket]]
rect 2413 861 2590 1056 [[Advanced_Reports#Packing_List|Print Packing List]]
rect 996 620 1216 758 [[#3. Issue a sales order|Save Estimate/Quote]]
rect 1462 620 1684 760 [[#3. Issue a sales order|Issue Sales Order]]
rect 1922 622 2146 758 [[#4. Fulfill a sales order|Pick Items]]
rect 2391 626 2610 759 [[#4. Fulfill a sales order|Pack/Ship Items]]
rect 458 316 712 484 [[#Item types|SO, Credit Return or Drop Ship]]
rect 666 504 986 678 [[#2. Add items|Sales Order]]
rect 754 290 984 426 [[#Drop ship|Drop Ship]]
rect 666 86 984 278 [[#Credit return|Credit Return]]
rect 998 16 1318 168 [[#Credit return|Change Item Type to Credit Return]]
rect 994 320 1316 474 [[#Drop ship|Change Item Type to Drop Ship]]
rect 1568 12 1754 170 [[#3. Issue a sales order|Issue Sales Order]]
rect 1460 318 1646 478 [[#3. Issue a sales order|Issue Sales Order]]
rect 1964 12 2286 168 [[#4. Fulfill a sales order|Receive/Reconcile Sales Order]]
rect 1798 318 2118 476 [[#4. Fulfill a sales order|Issue Purchase Order]]
rect 2260 318 2448 476 [[#4. Fulfill a sales order|Receive Purchase Order]]
</imagemap>

=PROCESS=

==1. Create a sales order==

Follow the steps below to create a sales order.

# Open the {{Module|Sales Order}} by clicking the '''Sales''' module group or menu and then clicking '''Sales Order'''.
# Click the {{Button|New}} in the module toolbar.
# Select a customer by typing the customer's name or number in the '''Customer''' field.
# Make any changes to order details such as order number, customer address, fulfillment date, tax, location group, class, etc.

:[[File:SO Overview.png]]

Sales orders can also be created using the [[Imports_and_Exports#List_of_imports_and_exports|import]].

==2. Add items==

Below are some of the ways to add items to a sales order.

* Start typing in the '''Product''' field and Fishbowl will search for products that begin with the entered text. Highlight the desired item and click '''Enter'''. There is an option in the {{ModuleOptions|Part|General}} that will also allow product descriptions to be searched when typing into this field. [[Customer#Parts tab|Customer part numbers]] can also be typed into the '''Product''' field to select an item.
* Click the {{Icon Button|Drop Down Arrow}} to the right of the '''Product''' field and then click an item in the list to add it to the order.
* Click the {{Icon Button|Search}} to the right of the '''Product''' field. This will display the '''Product Search''' window. Highlight the desired product and click '''OK'''.
* Click the {{Icon Button|Add|Add Items}} to the right of the '''Product''' field. This will display the '''Add SO Item''' wizard which displays more details and allows the following types of items to be added.

===Item types===
[[File:SO Item Types.png|right]]

* '''Product'''
** '''Sale''' - A product that is being sold.
** '''[[#Credit return|Credit Return]]''' - A product that is being returned.
** '''[[#Drop ship|Drop Ship]]''' - A product that is shipped directly from a vendor to the customer.
** '''[[Kitting|Kit]]''' - A group of products.
** '''Shipping''' - A type of part/product used for shipping charges.
* '''Miscellaneous Sale''' - A sale that is not tied to a product.
* '''Miscellaneous Credit''' - A credit that is not tied to a product.
* '''Subtotal''' - An item that sums the prices above it.
* '''[[#Discount|Discount]]''' - A percentage or flat rate discount. Discounts can be created in the {{Module|Discount}} or by clicking the {{Button|Discount}} to the right of the sales order item table.
* '''Associated Price''' - An additional charge associated with [[Product#Associated pricing|specific products]].
* '''Tax Rate''' - A percentage or flat rate [[Tax Rate|tax]]. To make a one-time modification to a flat rate tax, click the '''Unit Price''' field after adding the flat rate tax to the order.
* '''Note''' - Adds a note to the sales order as a separate line item. These are different than item notes which can be added to individual items in the [[#Edit_an_item|'''Edit''' window]].
* '''Custom Work Order''' - Creates a custom work order and adds it to the sales order. To view or reconfigure the work order, double-click the sales order item and select the '''Configuration''' tab. The sales order item can then be picked after the work order is completed.

'''Insufficient inventory dialog'''

If the option is set on the {{ModuleOptionsTab|Sales Order|General}} to check for '''Insufficient inventory''', an item with insufficient inventory can be [[#Drop ship|drop shipped]], [[Product#Assign_substitute_products|substituted]], added with only the available quantity, or added anyway. The lead time represents the time it will take to order or build the part. The lead time is also displayed on the '''Fulfillment Date''' step of the '''Add SO Item''' wizard.

[[File:Insufficient Inventory.png]]

Click the {{Icon Button|Info|Show inventory amounts}} in the bottom-right corner of the dialog to see inventory details and purchase orders that have been placed for this item.

===Edit an item===

Below are some of the ways an item can be edited.

* '''Inline''' - Many fields (Qty, Price, Type, Notes, etc.) can be edited directly in the table by simply clicking the field and typing.
** Quantity, cost, and price fields throughout Fishbowl can solve mathematical equations. Enter the equation and the answer will appear when leaving the field.<br>[[File:In field calculator Tip.png|x24px|text-bottom]]
* '''Right-click or multi-select''' - Hold the '''Ctrl''' key or the '''Shift''' key while selecting multiple line items. Right-click any item to display the context menu.<br>[[File:SO item right-click.png]]
* '''Double-click''' - Other changes can only be made by double-clicking the line item or clicking the {{Button|Edit}} on the right to open the '''Item Details''' window. Below are a few of the things that can be edited on an item.<br>[[File:SO 2.png|right]]
** '''Type''' - Product types include Sale, Drop Ship, and Credit Return. Miscellaneous item types include Credit and Sale.
** '''Quantity''' - The quantity of the item.
** '''UOM''' - The unit of measure for item.
** '''Unit Price''' - The price per unit of the item. Click the '''Pricing''' button to apply [[Pricing Rule|Pricing Rules]].
** '''Taxable''' - Determines if the item should be taxed or not.
** {{anchor|Tax code}}'''Tax code''' - The tax code is displayed in the '''Item Details''' window. The tax code can also be displayed on the sales order item table. Currently, the tax code is read-only and is determined by the order tax or set by [[Avalara]]. Line item taxes will display their tax code. In future releases, the tax code will be set manually, or based on the product.
** '''Notes''' - Allows notes to be added to the item. These notes will display in the {{Module|Picking}} and on many reports. Information added on the '''Memo''' tab will only be visible internally.
**Detailed information about the '''Product''', '''Inventory''', and '''Cost''' can be seen by clicking the appropriate tabs in the item details window.
**{{anchor|Custom}}On the '''Custom''' tab of the '''Sales Order Item Details''' window, custom fields can be set for each sales order line item. To configure custom fields for sales order line items, select '''Sales Order Line Item''' from the drop down in the {{Module|Custom Field}}. Custom field columns can also be displayed in the [[#1._Create_a_sales_order|sales order line item table]] by right-clicking any column header.<br>[[File:SO Line Item Custom Fields.png]]
::After any changes have been made in the item details window, click '''OK''' at the bottom of the window and then click the {{Button|Save}} in the module toolbar to save the changes.

==3. Issue a sales order==

Before an order is issued, it has a status of '''Estimate''' which means it can be saved as a quote. To issue a sales order, click the {{Button|Issue}} in the module toolbar. Issuing a sales order automatically saves the order and allows the order to move to the next step in the sales order process.

* For '''Sale''' type items, issuing will create a [[Picking|Pick]].
* For '''Credit''' type items, issuing will create a [[Receiving|Receipt]].
* For '''Drop Ship''' type items, issuing will create a [[Purchase Order]].

===Order status===

The '''Status''' field shows the status of the sales order.

* '''Estimate''' - The sales order has been created, but not issued.
* '''Issued''' - The sales order has been issued, but not picked.
* '''In Progress''' - The sales order has been picked or partially fulfilled.
* '''Fulfilled''' - The sales order has been completely picked, packed, and shipped.
* '''Closed Short''' - The sales order was closed short before all items were fulfilled.
* '''Void''' - The sales order was voided before any items were fulfilled.
* '''Expired''' - The sales order has expired. An expired order can be activated by clicking the '''Issue''' button. For more information, see the '''Date Expires''' field on the {{ModuleTab|Sales Order|Details}}.

==4. Fulfill a sales order==

* A '''Sales''' type item is fulfilled by [[Picking#Picking an order|Picking]], [[Shipping#Pack_an_order|Packing]], and [[Shipping#Ship_an_order|Shipping]] the item.
* A '''Credit Return''' type item is fulfilled by [[Receiving#Receive an order|Receiving]] the item.
* A '''Drop Ship''' type item is fulfilled by first Issuing the [[Purchase Order]] and then [[Receiving#Receive an order|Receiving]] the item.

=FUNCTIONS=

==Module buttons==

{{Module Button|New}} [[#1. Create a sales order|creates a new sales order]].

{{Module Button|Issue}} [[#3. Issue a sales order|toggles the '''Issued''' status of the sales order]].

{{Module Button|Save}} saves any changes made to the sales order.

{{Module Button|Cancel}} will permanently set the order status to '''Cancelled'''. This function is similar to '''Void''' except that it can be used even if the order is [[Picking#Picking_an_order|picked]] or [[Shipping#Pack_an_order|packed]]. The '''Cancelled''' stamp can be hidden in the [[#Module_Options_General_tab|module options]].

{{Module Button|Delete}} [[#Delete, void, or close short|deletes the sales order if it is in an '''Estimate''' status]]. '''Issued''' orders can be unissued to return them to the '''Estimate''' status.

{{Module Button|Void}} replaces the '''Delete''' button when an order has an '''Issued''' status. The order will be [[#Delete, void, or close short|voided, but not deleted]].

{{Module Button|Close Short}} replaces the '''Delete''' button when an order has been partially fulfilled. This button will [[#Delete, void, or close short|close short the unfulfilled portion of the order]].

{{Module Button|Payment}} [[#Take a payment|takes a payment for the sales order]].

{{Module Button|Avalara}} [[Avalara#Process|gets a tax estimate from Avalara]].

{{Module Button|Check Balance}} [[#Check balance|gets the customer's balance from the accounting system]]. This button is also available in the {{Module|Customer|Check_balance}}.

{{Module Button|Invoice}} prints the invoice [[Reports|report]] for the sales order. Visibility for this button is set in the {{ModuleOptions||General}}.

{{Module Button|Payment Link}} generates a [[Payment_Gateway#Payment_links|payment link]] and adds a '''Pay Online''' button to the bottom of the [[Advanced_Reports#Sales_Order_Report|Sales Order Report]].

{{Module Button|SO to PO}} [[#SO to PO|creates a PO (Purchase Order) for the items on the sales order]].

{{Module Button|Inventory}} checks to see if there is sufficient inventory to fulfill the current order.

{{Module Button|Quick Ship|Quick Fulfill}} [[#Quick fulfill|picks, packs, and ships the order from the Quick Fulfill wizard]]. The name of this button can be customized in the {{ModuleOptions||Custom}}.

{{Module Button|To Pick}} opens the order in the {{Module|Picking}} if the sales order has an '''Issued''' status.

{{Module Button|To Receive}} opens the order in the {{Module|Receiving}} for credit return items.

{{Module Button|History}} [[#History button|opens the '''Purchase History Report''' for the customer on the sales order]].

{{Module Button|Duplicate}} [[#Duplicate a sales order|creates a copy of the sales order]]. The order number will automatically be assigned and the new sales order will have an '''Estimate''' status.

{{Module Button|Duplicate Options|Duplicate}} also has drop-down options to [[#Duplicate a sales order|duplicate the sales order and change each item type to]] [[#Drop_ship|'''Drop Ship''']] or [[#Credit_return|'''Credit Return''']].

{{Default Buttons}}

{{Module Button|Fishbowl Time|Schedule}} opens the schedule in [https://fishbowltime.com Fishbowl Time] if the [[Fishbowl Time#Fishbowl integration|Fishbowl Time plugin is installed]].

==Credit return==

To create a credit return using the items and prices from an existing sales order, click the black arrow to the right of the '''Duplicate''' button and select '''Credit Return'''.<br>[[File:Duplicate SO options.png]]<br>A new order will be created with the same items and prices as the original order. There will be no connection between the original order and the duplicated order, but each [[#Item_types|item type]] on the new order will be set to '''Credit Return'''. To associate a credit return with the original purchase, use the {{Module|RMA}}.


Credit return items can also be added manually by following the steps below. To associate a credit return with the original purchase, use the {{Module|RMA}}.

# [[#1. Create a sales order|Create a sales order]] or open an existing sales order.
# [[#2. Add items|Add the item]] and [[#Edit an item|change the type]] to '''Credit Return'''. Alternatively, click the {{Icon Button|Add}} on the component toolbar to the right and choose '''Return Product'''.
# [[#3. Issue a sales order|Issue the sales order]].
# Receive the returned items in the {{Module|Receiving}}.

See [[Accounting_Journal_Entries#Credit_Return|Credit Return Journal Entries]] for an explanation of the accounting process for credit returns.

==Discount==

Follow the steps below to add a discount to a sales order.

# Highlight the item that will be discounted, and then click the {{Icon Button|Add Discount|Discount}} located on the component toolbar to the right.<br>[[File:Add Discount Page.png]]
# Choose a discount from the window and click '''OK'''. Discounts can also be selected by typing the beginning letters of the discount name, description, or rate and then pressing '''Enter''' on the keyboard. To create a new discount, click the {{Icon Button|Add}}.<br>[[File:Discount window.png]]
# The discount will be added below the selected item. A discount applies to the item directly above it. Items on a sales order can be rearranged by right-clicking an item and then selecting '''Move Up''' or '''Move Down'''. To make a one-time modification to an '''Amount''' type discount, click the '''Unit Price''' field after adding the discount to the order.
# To apply a discount to more than one item, add a subtotal before the discount. As soon as one item included in the subtotal is fulfilled, the subtotal and discount will also be fulfilled.<br>[[File:Subtotal group.png]]

==Drop ship==
{{SearchTerms|Dropship or Dropshipping}}

# [[#1. Create a sales order|Create a sales order]] or open an existing sales order.
# Add a drop ship item using any of the following methods.
#* [[#2. Add items|Add the item]] and [[#Edit an item|change the type]] to '''Drop Ship'''.
#* If the option is set on the {{ModuleOptionsTab|Sales Order|General}} to check for '''Insufficient inventory''', an item with insufficient inventory can be added as a drop ship type. <br> [[File:Insufficient Inventory.png]]
#* The item can be set to always drop ship by loading the product in the {{Module|Product}} and changing the '''SO Item Type''' to '''Drop Ship''' on the '''Details''' tab.
# Issue the sales order. Drop ship items must have a vendor association before the order can be issued. Vendor associations can be added on the {{ModuleTab|Part|Vendors}}, or on the {{ModuleTab|Vendor|Parts}}.
# Open the purchase order that was created when the sales order was issued. The purchase order can be found by double-clicking the drop ship item, selecting the '''Purchase Order''' tab, and clicking on the blue '''Number''' link.
# Issue the purchase order by clicking the '''Issue''' button in the {{Module|Purchase Order}}.
# Click the '''Receive PO''' button in the {{Module|Purchase Order}} and then click the '''Receive''' button in the {{Module|Receiving}} to fulfill the order.


To create a drop ship order using the items and prices from an existing sales order, click the black arrow to the right of the '''Duplicate''' button and select '''Drop Ship'''. There will be no connection between the original order and the duplicated order, but each [[#Item_types|item type]] on the new order will be set to '''Drop Ship'''.<br>[[File:Duplicate SO options.png]]

==Take a payment==

Follow the steps below to take payment for a sales order.

# Open the sales order that is being paid for and click the {{Button|Payment}} located on the module toolbar.
# Select a payment method and enter the payment information.<br> [[File:Fishbowl Payments payment.png]]
#* Payments can be refunded by selecting '''Refund Credit Card''' in the '''Method''' field.
#* Custom payment methods can be created on the {{ModuleTab|Settings|Payment Methods}}.
#* The required fields for credit card payments can be set in the {{ModuleOptions|Payment Viewer|Credit Card Processing}}.
#* The '''Paid''' amount indicates the total of previous payments.
#* The '''Difference''' amount indicates the difference between the amount due and the amount paid. If the amount is in parenthesis this indicates the customer has overpaid.
#* Credit card receipt options can be set in the {{ModuleOptions||General}}.
#* The [[#Quick fulfill|Quick Fulfill wizard]] can be started automatically by selecting the checkbox at the bottom of the payment window. This option is also available in the {{ModuleOptions}}.

# Click '''Process''' to complete the payment and print a receipt. When the order is paid in full, a '''Paid''' stamp will appear on the sales order. The '''Paid''' stamp can be disabled on the {{ModuleOptionsTab|Sales Order|General}}.<br>[[File:Paid SO.png]]

'''NOTE:''' For companies that consistently take prepayment before an order is fulfilled, see [[Accounting_Journal_Entries#Handling_prepayments|Handling prepayments]] for a process that will export the payment to an unearned revenue account instead of the Accounts Receivable account.

{{anchor|Quick ship}}

==Quick fulfill==

The '''Quick Fulfill''' wizard allows the process of picking, packing, and shipping to be done within one simple wizard and is ideal for users who complete entire orders by themselves, or for orders that are quickly being processed without any delay. Instead of having separate users in charge or picking, packing, or shipping, one user can do all three in one easy step. Follow the steps below to use the quick fulfill feature.

# Open the order in the {{Module|Sales Order}} and click the {{Button|Quick Ship|Quick Fulfill}} located on the module toolbar.
# A warning will be displayed if [[#Take a payment|the order has not been paid]]. This can be customized in the {{ModuleOptions}}. There is also an option to start the quick fulfill wizard after taking payment.<br>[[File:Payment warning.png]]
# The first step of the '''Quick Fulfill''' wizard shows the pick for the order. Items can be picked individually, or all items can be picked automatically by clicking the '''Next''' button. <br> [[File:Picking Quickship.png]]
#* The details of each pick item can be customized by highlighting the item, modifying the details in the lower pane, and using the buttons in the component toolbar to the right.
#* Clicking the {{Icon Button|Find}} will automatically select a location for the item.
#* The {{module|Picking}} documentation has more information about [[Picking#Put_a_pick_item_on_hold|putting an item on hold]], [[Picking#Split_or_combine_a_pick_line_item|splitting and combining items]], [[Picking#Pick_item_status|pick item status]], [[Picking#Module Options General tab|FIFO picking]], and [[Picking|more]].
# Click '''Next''' to advance to the '''Summary''' step. The summary step allows a pick report or packing list to be printed or previewed.<br>[[File:Quick fulfill summary.png]]
# Verify the summary information and click '''Finish''' to ship and fulfill the order.

==QuickList==

A QuickList is a group of products that can be quickly added to a sales order. Similar results can also be achieved with a [[Kitting|kit]], a [[Bill of Materials|bill of materials]], or [[Product#Associated_products|associated products]]. QuickLists are an efficient way to manage groups of regularly purchased goods for a specific customer. For example, if a customer orders the same 16 items on a monthly basis, that list of items and their respective quantities can be stored in a QuickList for that customer, while still maintaining the ability to customize the items once they have been added to the order.

'''Create a QuickList'''

# Create a sales order, add all of the required items.
# Right-click any item and select '''Add items to a QuickList'''.
# Items can be added to an existing list, or a new list can be created. Select an option, and click '''Next'''.<br>[[File:QuickList Wizard Choose QuickList.png]]
# Select individual items to be added to the QuickList, or click the '''Select All''' button.<br>[[File:Choose_items_to_add_to_Quicklist.png]]
#* The quantities of the items for future orders can be modified by double-clicking in the quantity field. Changing the quantity will not affect the quantity on the current sales order.
# Click '''Finish to complete the wizard.

'''Use a QuickList'''

# Create a sales order for a customer that has a QuickList. QuickLists are customer specific. 
# Click the {{Icon Button|List}} in the component toolbar.
# Select a QuickList from the drop down at the top of the dialog window. <br> [[File:QuickLists.png]]
# Place a checkmark next to the items to be added or click the '''Select All''' button.
# Click '''Insert''' to add the items to the sales order.

==Check balance==

The {{Button|Check Balance}} appears when Fishbowl is integrated with an accounting system. When pressed, a dialog will display the following information for the customer on the current order. This button is also available in the {{Module|Customer|Check_balance}}.

[[File:Check Balance.png]]

* '''Balance''' - The customer's unpaid balance in the accounting system.
* '''Credit Limit''' - The customer's credit limit. If the customer has different limits in Fishbowl and the accounting system, both limits will be displayed.
* '''Difference''' - The customer's available credit. The difference between the credit limit and the balance.
* '''Sales Order Total''' - The total of the order that is currently open.
* '''Unposted Payments''' - Recent payments that haven't been posted to the accounting system yet.
* '''Difference''' - The available credit plus unposted payments minus the sales order total.

==History button==

The {{Button|History}} will open the '''Purchase History''' report. If an order is open, the report will show the purchase history of the customer on the order.

[[File:Purchase History Report Window.png]]

To change the report that is loaded when clicking the '''History''' button, open the {{ModuleOptions|Reports|Select Reports}} and change the report for '''Customer Purchase History'''. The same button is also found in the {{Module|Customer}}.

==Duplicate a sales order==

To duplicate a sales order, click the {{Button|Duplicate}} located on the module toolbar. This will create a copy of the sales order using the next auto-assigned SO number. Any sales order may be duplicated, including fulfilled orders. The new sales orders will have an '''Estimate''' status.

[[File:Duplicate SO.png]]

Click the black arrow to the right of the '''Duplicate''' button to duplicate a sales order and change each item type to [[#Drop_ship|'''Drop Ship''']] or [[#Credit_return|'''Credit Return''']]. There will be no connection between the original order and the duplicated order. To associate a credit return with the original purchase, use the {{Module|RMA}}.

[[File:Duplicate SO options.png]]

==Delete, void, or close short==

The '''Delete''' button changes according to the status of the sales order. Before deleting or voiding a sales order, any order processing, such as picking and packing, needs to be voided. Shipped items cannot be voided, but can be reversed with a [[#Credit return|Credit Return]]. The unfulfilled items on a partially fulfilled order can be closed short. 

The {{Button|Delete}} will remove an order, and any record of it. Saved orders with an '''Estimate''' status can be deleted. If the order is already being processed, void the pack in the {{Module|Shipping}}, void the pick in the {{Module|Picking}}, and unissue the order in the {{Module|Sales Order}} order before clicking the '''Delete''' button.

The {{Button|Void}} will prevent the order from being processed, but leave a record of it. Orders with an '''Issued''' status can be voided. If the order is already being processed, void the pack in the {{Module|Shipping}} and void the pick in the {{Module|Picking}} before clicking the '''Void''' button.

The {{Button|Close Short}} will void the unfulfilled items on a partially fulfilled order. Orders with an '''In Progress''' status can be voided. All items on the order must either be fulfilled or in a voidable state. If there are any open shipments or picks, they must be fulfilled or voided before clicking the '''Close Short''' button. To see the original quantity after closing short an order, hover over the item's '''Qty''' field.<br>[[File:Close Short Qty.png]]

==Edit a fulfilled sales order==

Many details of a sales order can be edited even after the order is fulfilled. A user with access to all of the '''Sales Order-Can Always Change''' [[Access Rights]] in the {{Module|User Group}} will be able to modify the Fulfillment Date, Bill To Address, Ship To Address, Contact, Salesperson, Shipping Terms, Payment Terms, FOB, Carrier, Ship Services, Order Notes, Item Notes, Memos, and Custom Fields. After making changes to a fulfilled order, click the '''Save''' button in the module toolbar to commit the changes.

'''NOTE:''' If an order has already been exported to QuickBooks, a dialog will be displayed informing the user that the changes will need to be manually entered into QuickBooks.

==SO to PO==

The '''SO to PO''' function allows a purchase order to be quickly created for the items that are on a sales order.  To use the '''SO to PO''' feature, items must first have a vendor association which can be added on the {{ModuleTab|Part|Vendors}}, or on the {{ModuleTab|Vendor|Parts}}.

# If the {{Button|SO to PO}} button is not on the module toolbar, enable it in the {{ModuleOptions||SO to PO}}.
# Create and issue a sales order.
# Click the {{Button|SO to PO}} in the module toolbar.
# Choose which items should be purchased and click '''OK'''. <br> [[File:SO to PO Dialog.png]]
# A confirmation dialog shows the order numbers for the purchase orders that were created. If the items on the sales order are associated with different vendors, multiple purchase orders will be created.

If a sales order item has a [[Bill_of_Materials#Create_a_bill_of_materials|BOM with '''Auto Create''' enabled]], selecting '''All Items''' in the SO to PO window will place all of the raw goods on a purchase order.

==Currency conversion==

The {{Module|Currency}} provides the ability to create alternate currencies and set the conversion rate between the home currency and the alternate currency. These currencies can then be assigned to [[Customer#Details_tab|customers]]. When a customer with an alternate currency is used in the {{Module|Sales Order}}, prices can be viewed and set in the alternate currency. Fields used for multi-currency will not be visible until [[Currency#MODULE_OPTIONS|currency conversion is enabled]]. Below are the currency features available in the {{Module|Sales Order}}.

* The currency rate for the order can be set using the '''Rate''' field at the bottom of the sales order. When changing the rate, a dialog will allow the customer's default rate to be updated as well if the customer is not using the currency default rate.<br>[[File:Set Alternate Currency for SO.png]]
* When selecting a customer, the sales order currency and conversion rate will default to the customer's default values set on the {{ModuleTab|Customer|Details}}. {{ChangeCurrency}}<br>[[File:Customer Default Currency.png]]
* The alternate currency is displayed in the order item table. Click to edit the '''Unit Price''' or '''Total''' field in either currency and the currency conversion will happen automatically.<br>[[File:Alternate Currency in SO Item Table.png]]
* The order total will be displayed in the alternate currency at the bottom of the sales order.<br>[[File:Sales Order Total Currency.png]]
* The [[Advanced_Reports#Sales_Order_Report|Sales Order report]] can display the alternate currency which allows the order to be sent to the customer in their default currency. The [[Advanced_Reports#Shipping_Invoice|Shipping Invoice]] can also display alternate currencies.
* If [[Currency#MODULE_OPTIONS|currency conversion is enabled]] in Fishbowl and QuickBooks, orders will export to QuickBooks with the alternate currency set.
* The Sales Order [[Imports_and_Exports#List_of_imports_and_exports|import]] also has currency conversion support.

==Search==

{{Search|'''Number''', '''Customer''', or '''Status'''}} Custom field columns can also be displayed in the [[#1._Create_a_sales_order|sales order line item table]] by right-clicking any column header.

[[File:SO Advanced Search.png]]

=TABS=

{{HideH2|General tab}} [[File:SO General Tab.png|right]]

The '''General''' tab displays important order information, including the customer, the order number, the order status, addresses, order items, tax, and more.

* Click the {{Icon Button|Edit}} in the address panel to modify the addresses for the current order.
* Use the component toolbar to the right of the item list to add and modify items, discounts, QuickLists, and more.
* Right-click on the table header and choose '''More...''' to customize which columns are displayed.
* Order items can be rearranged by right-clicking on an item and choosing '''Move Up''' or '''Move Down''', or by using the [[Fishbowl_Hot_Keys|Keyboard Hot Keys]].
* To view the product image, hold the '''Alt''' key and click a sales order item, or right-click the item and choose '''Show Product Image'''.

{{HideH2|Details tab}} [[File:SO Details Tab.png|right]]

The '''Details''' tab displays important order details including a link to the customer in the {{Module|Customer}}, shipping terms, payment terms, order dates, and more.

* '''Date Expires''' only applies to orders with an '''Estimate''' status. The '''Date Expires''' field will be set automatically with the [[Sales_Order#Module_Options_General_tab|'''Days to expire''' module option]]. The date can be modified on the '''Details''' tab, but orders will only expire if the module option is enabled by entering an amount greater than 0. If the module option is set to 0, orders will not expire, even if an expiration date is manually entered on the order. Each day at 1 AM, a scheduled task will run and change the status to [[Sales_Order#Order_status|'''Expired''']] for any '''Estimates''' with expiration dates that have passed. Expired orders can be viewed by selecting the '''Expired''' or '''All''' status in the sales order search pane. An expired order can be activated by clicking the '''Issue''' button.
* The '''Phone''' and '''Email''' fields will show the default '''Main''' number and '''Email''' address of the customer's default '''Ship To''' address. These fields can be modified on a per order basis and they will transfer to the {{ModuleTab|Shipping|Details}}. For more information, see [[Customer#Address precedence|Address precedence]].
* The '''Category''' field sets the [[Calendar#Categories|calendar category]] for the sales order.
* Many of the details, such as shipping terms, payment terms, etc. will default to the values on the '''Details''' tab in the {{Module|Customer}}.
* The priority set in the '''Priority''' field will transfer to the pick priority in the {{Module|Picking}}.
* Information added to the '''Note''' field will be displayed on the [[Advanced_Reports#Sales_Order_Report|Sales Order report]]. Information added on the '''Memo''' tab will only be visible internally.
* The URL field can be used to link to local files, websites, etc.
* Each sales order can be marked as '''To Be Printed''' and '''To Be Emailed'''. These values will default to the [[Customer#Details_tab|customer's settings]]. These orders can then be filtered in the search pane by clicking the '''Advanced Search''' button. Some of these fields can also be sent to the [[Accounting_Integration#MODULE_OPTIONS|Accounting system]].

{{HideH2|Memo tab}} [[File:SO Memo Tab.png|right]]

The '''Memo''' tab can be used to add information to each sales order. The upper pane displays the memos, the date they were created, and the user that created them. Highlighting a memo will display the details of the memo in the lower pane.

* Click the {{Icon Button|New}} to create a new memo.
* To edit a memo, highlight the memo in the upper pane and then click the {{Icon Button|Edit}}.
* To delete a memo, highlight the memo in the upper pane and then click the {{Icon Button|Delete}}.
* Click the '''Print Memos''' button to print the memos for an order.

{{HideH2|Custom tab}} [[File:SO Custom Tab.png|right]]

The '''Custom''' tab stores additional fields for the order that can be customized to fit the needs of each company.

* Custom fields can be created and modified by opening the {{Module|Custom Field}} and selecting '''Sales Order''' from the search pane to the left of the module.
* Custom fields with the same name and type will transfer from the customer to the sales order if the [[Customer#Module Options General tab|'''Customer''' module option]] is enabled. For example, if a customer has a custom field that stores priority and there is a matching custom field for sales orders, the data in the custom field will transfer when creating a new order for the customer.
* To search for orders using the custom fields, click the '''Advanced Search''' button in the search pane to the left and then click the '''Custom''' tab..

{{Module Options:Sales Order}}