Sales Orders

Sales Orders Full

• The Sales Orders module allows items to be sold to customers.
• To create a new sales order, click the New button. Each existing sales order is displayed in the search area on the left.
• After all items have been added to the order, click the ISSUE button in the action bar at the top of the order.

Sales Orders details

When you first open the Sales Orders module, it will be blank. But as you add sales orders, you will see them appear in the main section under the following headers:

• No. - The order number, which distinguishes each sales order from every other sales order in the system. This number can only be changed when an order is an estimate.
• Status - The current condition of a sales order. There are six statuses a sales order can have:
  1. Estimate - The sales order has been saved, but it hasn't been issued or fulfilled yet.
  2. Issued - Inventory is allocated and shipments are being prepared, but none of the items in the sales order have been fulfilled yet.
  3. Picked - All items have been picked for the order in the Picking module and are ready to be shipped.
  4. Partially Fulfilled - At least one of the items in the sales order has been fulfilled, but not all of them.
  5. Fulfilled - All items in the sales order are delivered. However, an order can be fulfilled and not yet be paid for in full by the customer.
  6. Cancelled - The sales order has been voided at some point before it could be marked as fulfilled.
• Customer - The name of the customer being billed for the order. You can select a customer name from the list you created in the Customers module. You can only change the customer when the sales order is an estimate.
• Sales Rep - The sales representative in your organization who is responsible for this sale. They may also be responsible for its fulfillment. You can only change the sales rep when the sales order is an estimate.
• Location - The place where the items in the sales order are coming from. You can only change the location when the sales order is an estimate.
• Date Created - The month, day, and year (MM/DD/YYYY) the sales order was created. Note that this is different than the Scheduled date in the sales order on which it is to be fulfilled.
• Date Last Modified - The month, day, and year (MM/DD/YYYY) the sales order was most recently saved.
• Date Issued - The month, day, and year (MM/DD/YYYY) the sales order's status was changed from Estimate to Issued.
• Order Type - The deal(s) being transacted by the sales order. This simply reflects the types of transactions occurring in a sales order and isn't something a user can select. There are four order types a sales order can fall under:
  1. Sale - A regular transaction in which you receive money from a customer in exchange for an item or service.
  2. Credit Return - A transaction that returns money to a customer for a defective or unused item/service.
  3. Drop Ship - A transaction that relies on a third-party vendor to deliver an item to a customer.
  4. Mixed - A combination of at least two of the order types above in a single sales order. For example, you may have a credit return for one item and a sale for a replacement item on the same sales order. Thus, it wouldn't be purely a sale or credit return but a mixed transaction.
• Total - The sum of all the charges in a sales order. If it contains credit returns, the total may be negative. But most sales orders will have a positive total amount.
• Paid Amount - The amount of money that has been paid toward the sales order. Even if a sales order is an estimate, you can accept payments for items in it via the PAYMENTS button. In the end, the Paid Amount should match the Total.

Sales order information is separated into three tabs:

• General tab
• Details tab
• Documents tab

General tab

The following fields can be filled in the General tab when creating a new sales order. Required fields are marked by an asterisk:

• Customer* - A dropdown menu of all of your customers. You can narrow down the customers by typing all or part of an existing one's name into the textbox. In addition, you can create a new customer by typing their name into the textbox and then hitting enter or clicking the option below the textbox. The New Customer wizard will appear with the name you just added. You can then set the customer's Payment Terms and click SAVE. You can only change the customer when the sales order is an estimate.
• Order No.* - A textbox containing the identifying number for the sales order. It will be auto-populated with the next order number, according to what is designated in the Settings module. You can only change the order number when the sales order is an estimate.
• Location* - A dropdown menu of all of your Primary locations. You can narrow down the locations by typing all or part of an existing one's name into the textbox. In addition, you can create a new location by typing its name into the textbox and then hitting enter or clicking the option below the textbox. The New Location wizard will appear with the name you just added. You can then set its Type, Location Path, and address and click SAVE. You can only change the location when the sales order is an estimate.
• Customer PO - A textbox for you to type the reference number provided by your customer, most likely in a B2B transaction. Typically, it is the purchase order number generated from the customer's inventory management system. You can change the customer PO at any point until the sales order is fulfilled.
• Vendor PO - A textbox for you to type the reference number provided by your vendor. Typically, it is the purchase order number generated from the vendor's inventory management system. You can change the vendor PO at any point until the sales order is fulfilled.
• Sales Representative - A dropdown menu of all of your sales representatives. You can narrow down the sales reps by typing all or part of an existing one's name into the textbox. In addition, you can create a new sales rep by typing his or her name into the textbox and then hitting enter or clicking the option below the textbox. The New Representative wizard will appear with the name you just added. Then you simply have to enter the sales rep's initials and click SAVE. You can only change the sales rep when the sales order is an estimate.
• Scheduled - A textbox containing the month, day, and year the sales order is scheduled to be fulfilled by. It will be auto-populated with the current date, but you can change it to any other date you like by clicking the textbox or the calendar icon. You can change the scheduled date at any point until the sales order is fulfilled.
• Carrier - A dropdown menu of all of your carriers. You can narrow down the carriers by typing all or part of an existing one's name into the textbox. In addition, you can create a new carrier by typing its name into the textbox and then hitting enter or clicking the option below the textbox. The New Carrier wizard will appear with the name you just added. You can then add its SCAC and Description and click SAVE. However, there won't be any Service attached to a carrier you create in this manner. You'll have to add services to the carrier in the Carriers module. You can change the carrier at any point until the sales order is fulfilled.
• Service - A dropdown menu of all of the delivery services or methods provided by the Carrier you selected. You can narrow down the services by typing all or part of an existing one's name into the textbox. You can't create a new service from here. You can only add services to a carrier in the Carriers module, as mentioned above. You can change the service at any point until the sales order is fulfilled.
• Bill To - A dropdown menu for selecting a physical address to send the bill to for the sales order. Click the arrow on the right side of the textbox to select one of the options. If there are no addresses for the customer, you can click Custom and fill in the Custom Address wizard that pops up. Clicking the Add to Customer checkbox at the bottom of that wizard will add the information to the customer in the Customers module under the Addresses tab. If you already added one or more addresses in that module, you will see them in the dropdown menu options. Click Clear to remove the address from this field without deleting the address outright in the Customers module. You can change this address at any point until the sales order is fulfilled.
• Ship To - A dropdown menu for selecting a physical address to send the items in the sales order to. Click the arrow on the right side of the textbox to select one of the options. If this address is the same as the Bill To address, you can select Same As Billing. If it's different, and there are no addresses for the customer, you can click Custom and fill in the Custom Address wizard that pops up. Clicking the Add to Customer checkbox at the bottom of that wizard will add the information to the customer in the Customers module under the Addresses tab. If you already added one or more addresses in that module, you will see them in the dropdown menu options. Click Clear to remove the address from this field without deleting the address outright in the Customers module. You can change this address at any point until the sales order is fulfilled.
• Custom Fields - If you have any custom fields, you will see them below the main group of textboxes atop the sales order. Up to three custom fields will appear automatically. If you have more than that, you can click the SHOW MORE button to display all of them. The order they appear in will depend on what you set in the Custom Fields wizard of the Sales Orders module. To hide the extra custom fields, click HIDE FIELDS, and then only the first three will be visible again. You can change the information in these custom fields at any point until the sales order is fulfilled.
• Class - A dropdown menu containing means of categorizing transactions. You can select a class to categorize a sales order by its location, size, use, or a variety of other criteria. You can create a new class by typing its name into the textbox and then hitting enter or clicking the +Create New option above the textbox. The New Class wizard will appear with the name you just added. Click SAVE to create it. You can only change the class when the sales order is an estimate.
• Tax - A dropdown menu that enables you to select a tax that applies to a sales order. There are many taxes you can choose from, such as Sales Tax or Service Tax. You can find an existing tax by typing all or part of its name into the textbox. In addition, you can create a new tax by typing its name into the textbox and then hitting enter or clicking the +Create New option above the textbox. A New Tax wizard will appear with the name you just added. You can then set its Code, Vendor, and Amount and click SAVE. You can only change the tax when the sales order is an estimate.
• Discount - A textbox that lets you add a dollar amount or percent discount to a sales order. Click the number to edit it, and then click the ADD button. You can change this field when the sales order is an estimate or issued. But you won't be able to change it when the sales order is partially fulfilled or fulfilled.

Details tab

The Details tab is just to the right of the General tab in a sales order. Click it to find the following textboxes, dropdown menus, and other information. For all of the dropdown menus, you can type text into them to search for values to select. All of these can be modified until a sales order is marked as Fulfilled:

• Expires - The month, day, and year the sales order needs to be fulfilled by. This only applies to orders with an Estimate status. An expired order can be activated by clicking the ISSUE button.
• Priority - The level of importance this specific sales order has in relation to all others. There are five priorities a sales order can have: Lowest, Low, Normal, High, or Highest. Normal is the default priority.
• Created - The month, day, and year a sales order was first saved. This date won't appear until you click the SAVE or SAVE AND CLOSE button for the first time on a sales order.
• Modified - The month, day, and year the sales order was most recently updated.
• Issued - The month, day, and year the sales order's status was changed from Estimate to Issued.
• Completed - The month, day, and year the sales order's status was changed to Fulfilled.
• Attention - The name of an individual who should be alerted about the sales order's status changes and completion.
• Payment Terms - The timeframe in which you will be paid by a customer for the sales order. This dropdown menu includes all payment terms you previously created in the Payment Terms module.
• Email Status - The current condition of emails that are sent in relation to the sales order. There are three statuses this can have: Need to Send, Email Sent, or Not Set. Not Set is the default email status.
• Phone - The customer's phone number. If you set it up previously in the Customers module, it will automatically appear here. There is a helpful flag icon to indicate which country the phone number is for.
• Shipping Terms - The payment method to the carrier for their shipping services. There are three shipping terms you can use: Prepaid & Billed, Prepaid, or Freight Collect. You can set the default shipping term in the Company section of the Settings module.
• Print Status - The current condition of printed pages of the sales order. There are three statuses this can have: Need to Print, Print Complete, or Not Set. Not Set is the default print status.
• E-mail - The customer's email address. Like their phone number, if you previously set up the email address in the Customers module, it will automatically appear here.
• FOB - Free On Board, a shipping term referring to the point at which international shipping costs are charged. There are three options: Destination, Origin, or Port of Entry. Origin is the default.
• Notes - A place to add information or instructions about a sales order. There is no character limit.

Documents tab

To add files to a sales order, click the Documents tab, and then click the UPLOAD button on the top right. The Upload Documents wizard will appear. You can either drag and drop files into the window, or you can click the BROWSE button on the bottom left to select files to add and then click the ADD button. You can add virtually any file type in here, not just documents. In addition to DOC and DOCX files, you'll find that JPG, GIF, PDF, XLSX, PPTX, and many other file types are permissible. Once you add a file, you won't be able to edit it. All you can do is download a copy of it. If you want to edit a file, you'll need to download it, edit it, and upload the revised version.

To delete a file, click the trashcan icon with an X in it to the right of the file, and then click DELETE in the popup window.

Once you make a change, whether adding or deleting a file, be sure to click SAVE or SAVE AND CLOSE to preserve your work.

How to create a sales order

To create a sales order, click the ADD NEW button. It will shrink the list of sales orders to a small window on the left, and the larger section on the right is where you can add information to the new sales order.

Adding items to a sales order

While a sales order is an estimate or issued, you can add and update items and their quantities to it. Click in the Items textbox to see a dropdown menu of all of your sale items. Enter all or part of a sale item's name, description, or SKU to search for it. Then click the item you want to add to the sales order. You will then be asked to enter the Quantity.

Once you're ready to add the item, you can either click the ADD ITEM button to add it as a sale item, or you can click the arrow on the right of that button and choose one of these three options:

• Sale - This is a regular item or service you're selling to a customer.
• Credit Return - This is an item a customer wishes to return for a refund.
• Drop Ship - This is an item you will have a vendor ship to the customer. This won't be an option if the item being sold is a service.

If you leave the Items dropdown menu blank and click the arrow next to ADD ITEM, you will find that it has four additional options:

• Miscellaneous Sale - If you don't want to include a particular item on a sales order, but still want to accept payment for something, you can use this option. You can add a Name, Unit Price, Quantity, Total Cost, Description, and Notes to the miscellaneous sale item.
• Miscellaneous Credit Return - This is basically the opposite of a Miscellaneous Sale. You can enter all the same information, but it will be used to pay back a customer for a miscellaneous item.
• Flat Rate Tax - This enables you to select a Flat Rate Tax you previously created in the Tax Rates module and add it as a line item.
• Note - This enables you to add a note (up to 255 characters) to a sales order as a line item.

Once you add an item, you will find it as a line item in the sales order with the following column headers:

• Item - The item name, description, and an image, if available.
• Unit Price USD - The price you are charging (or refunding) for the item, as set in the Sale Items tab of the Items module. You can manually change the unit price from here, and it won't affect the price in other sales orders or in the Items module.
• Quantity - The number of units attached to the sales order. You can set the quantity to any number above zero. If you modify the quantity after using a different Unit Price than the one listed for the sale item, you will receive a prompt asking if you want to change the Unit Price to apply the original price to all of the units.
• Tax - The rate the unit(s) will be taxed at. This can be None, Not Taxable, or any rate above 0% that you have created in the Tax Rates module.
• Discount - A dollar amount or percent discount that applies to a sale item. The difference between this and the Discount mentioned above in the General tab section is that this doesn't apply to the entire sales order, but only one line item in it.
• Status - The condition of an item as either Entered or Fulfilled. This won't tell you if there is an adequate quantity on hand to fulfill the item. You will have to check the Picking module (if the sales order is issued) or the Inventory module to see whether the Allocated quantity exceeds the Available quantity or not.
• Subtotal USD - The sum of this equation: Unit Price USD x Quantity - Discount. This is the amount of money you expect to receive for the unit(s) in a particular line item. There is also a number below the main one that shows how much tax money needs to be collected, based on the tax rate.

When you click on a sale item in a sales order, the Edit Sales Order Item wizard will pop up. Most of the information is the same as what's found above with three notable additions:

• SKU - The stock-keeping unit for the item. It can't be changed from here, only from the Items module.
• Total Cost - The total amount of money it cost you to purchase the sale item unit(s).
• Notes - A place to add information or instructions about an item on the sales order. There is no character limit.

When you click the More button next to an item, you will see the following options:

• Move Up - If you have multiple line items, you can reorganize one higher on the list with this button.
• Move Down - If you have multiple line items, you can reorganize one lower on the list with this button.
• Fulfill - If the sales order is issued, you can click this button to fulfill a line item in it.
• Duplicate - This button adds an exact copy of a line item to the bottom of the sales order.
• Duplicate To Credit Return - This button adds a copy of a line item to the bottom of the sales order, but it will be a refund for that item.
• Edit - This does the same thing as when you click on a line item. It opens the Edit Sales Order Item wizard.
• Remove - This deletes a line item from the sales order.

Credit Return

Follow the steps below to create a credit return. Additional instructions are also available in this PDF and in the video to the right.

1. To add a credit return item to a sales order, type or select the product in the Items field. Then click the arrow on the ADD ITEM button and select Credit Return.
   
2. Click the ISSUE button and then click To Receiving in the Flow bar at the top of the order.
   
3. Click the RECEIVE button and then click the FINISH button to receive the credit return item back into inventory.
   

Main header options

Once you have added all the information you need to a sales order, you're ready to save it, issue it, and accept payments. You can do that with these buttons at the top in the action bar:

• QUICK FULFILL - This will automatically issue a sales order and fulfill as many items as possible in it until it can be marked as Fulfilled. If any items are short, this tool will fulfill all units that are available and mark the sales order as Partially Fulfilled.
• ISSUE/UNISSUE - Issuing a sales order changes the status of all the items in it from Available to Allocated in the Inventory module. You can unissue a sales order if none of the items in it have been fulfilled. If a sales order is Partially Fulfilled, you won't be able to unissue it, though you can cancel it.
• PAYMENTS - This enables you to request and add payment(s) for a sales order in the form of credit card, cash, and/or check.
• SAVE - This saves a sales order to the system and lets you continue working on it.
• SAVE AND CLOSE - This saves a sales order to the system and returns you to the main section of the Sales Orders module where you can see all of your sales orders.

Requesting, adding, and refunding payments

At the top of a sales order, you will not only see its fulfillment status, but you will also see whether or not it has been paid. This payment status doesn't appear in the main section that lists all of the sales orders. You will only see it once you click on a sales order. There are three options, which are fairly self-explanatory:

• UNPAID - No money has been received from the customer in payment for items in a sales order.
• PARTIALLY PAID - Some money has been received from the customer, but not the full amount owed for a sales order.
• PAID - The full amount has been paid by the customer for all items in a sales order.

You can receive payments for sales orders with any status, including Cancelled. If a sales order is cancelled, the only thing you can't do is request payment. Clicking the PAYMENTS button mentioned above brings up the Payments wizard. Click the REQUEST PAYMENT button to create an invoice to be sent to the customer on the sales order. It will ask you for the following information:

• AMOUNT - All or part of the total amount due for a sales order.
• DUE DATE - The month, day, and year payment must be received before it will be considered overdue.

Once you click SAVE, it will generate an invoice via Stripe with a unique URL, which you can email to a customer. They can then pay for the sales order via credit card or bank transfer.

To manually enter a payment from a customer, click the ADD PAYMENT button to open a separate window. It will show the Total Due, Total Payments already made, Current Payment that you're about to add, and Balance after any payments are made. You can add payment via Card, Cash, and/or Check.

• Card - Enter the following information:
  • Payment Amount
  • Name On Card
  • Card Number
  • Expiration Date
  • CVC
• Cash - Enter the following information:
  • Payment Amount
• Check - Enter the following information:
  • Payment Amount
  • Reference Number (or check number)

Once you finish adding and/or requesting payments, you will see them listed under the following headers:

• Date - The month, day, and year a payment was created.
• Payment Type - Cash, Card, Check, or Request Link.
• Transaction Type - Charge or Refund.
• Status - PAID, PENDING, or REFUNDED.
• Amount - The dollar amount paid, billed, or refunded.

Once payments are marked as PAID, you will have the option to refund them by clicking the Refund Payment button on the right of them. When you click that button, a new window will pop up where you can add a Refund Amount. It will be automatically populated with the full amount of the payment on that line. If you have previously refunded part of that amount, the Refund Amount will reflect how much was already refunded.

How to quickly go to the Picking module

After you click the ISSUE button in a sales order, you will notice that the Picking part of the Flow bar tool on the top left of the window lights up. Clicking it will take you directly to that sales order in the Picking module. If you have any unsaved changes, you will receive a prompt asking if you want to save before leaving.

This is a smooth way to move through the fulfillment process. Once a sales order is ready for picking, you can click that button to go right there and then go on to shipping. You can return to the sales order in the Sales Orders module by clicking Sales Order in the Flow bar.

One thing to keep in mind is that when you return to the Sales Orders module, you will technically be in a search. So if you close the sales order, you will only see that one listed on the main Sales Orders module page. To get out of the search and list all of your sales orders, click the Show All button on the top left under the search bar.

More button

On the top right of the Sales Orders module, just to the left of the ADD NEW button, you will see a More button. Click it to open a dropdown menu containing the following options:

• Show Report
• Export Orders
• Import Orders
• Custom Fields
• Change Dates

You will find explanations of everything contained in these options below.

Sales Order Summary report

Clicking Show Report will bring up the Sales Order Summary report. This report initially has the following columns:

• SO# - The identifying number of each sales order, along with a list of all items in that sales order and their descriptions and quantities.
• Status - The condition of the sales order within the system. There are seven statuses, which differ slightly from the Sales Orders details section above:
  • Estimate - The same as above.
  • Fulfilled - The same as above.
  • Issued - The same as above.
  • Cancelled - The same as above.
  • Partially Fulfilled - This is the same as above, but it is referred to as In Progress in the Optional section below.
  • Voided - This applies to orders that were issued (and perhaps even fulfilled) and then later had that action undone.
  • Entered - This means an item has been added to a sales order, but it hasn't been fulfilled, nor has it necessarily been allocated yet.

By default, you will be able to see all sales orders (in a specified date range) that fall under all statuses. To narrow down which one(s) you want to include in this report, look at the settings on the right of the report and go to the bottom of the Optional section. You will find checkboxes for each of the statuses listed above. If you only check the box next to Estimate, for example, you will only see sales orders that are estimates. You won't see any fulfilled, issued, or any other type of sales order. Be sure to click the blue GENERATE REPORT button at the bottom to make the report reflect your changes.

To select all of the status fields at once, click the Select All Optional checkbox. However, if you leave that unchecked, the report will still display all of them. The Select All Optional checkbox won't affect any of the dropdown menus you see under the Optional header. Each of these checkboxes will add a new column to the report if you check them:

• Date Range Option - By default, the date range will be when a sales order was created. But you can specify which dates you want to include by selecting one of the options below:
  • Date Created - When a sales order was first saved, even if it wasn't issued.
  • Date Issued - When a sales order was finalized, and the fulfillment process began.
  • Date Last Modified - The most recent time a sales order was changed and saved by a user.
  • Date Scheduled - When a sales order is estimated to be fulfilled by.
  • Date Completed - When the sales order is actually fulfilled.
  • Sales Order Item Date Fulfilled - This doesn't apply to the entire sales order, but to the item(s) contained within it.

• Group By - This enables you to reorder the sales orders in this report by one of three criteria:
  • Location - The place within your company where items are shipped from.
  • Sales Person - The sales representative responsible for creating a sales order and possibly overseeing it to its fulfillment.
  • Ship To State/Province - The location of the buyer where the item(s) in a sales order is/are being shipped to.
• Ship To State/Province - The location of the customers you're shipping items to on a sales order. The dropdown menu includes a list of all 50 U.S. states, plus:
  • American Samoa
  • District of Columbia
  • Federated States of Micronesia
  • Guam
  • Marshall Islands
  • Northern Mariana Islands
  • Palau
  • Puerto Rico
  • Virgin Islands
• Sales Representative - The person responsible for the creation of a sales order. You can select a sales representative from the list you created in the Representatives module under the Setup group. You can't create a new sales rep from here, nor can you select more than one.
• Location - The physical place or area where the items in a sales order are being shipped from. You can select a location or sub-location from the list of ones you created in the Locations module under the Setup group. You can't create a new location from here, nor can you select more than one.
• Customers - The individuals listed as the recipients of items on sales orders. You can select customers from the list you created in the Customers module under the Sales group. You can't create a new customer from here, but you can select as many customers as you like.
• Sale Item - The item in a sales order. There can be other items in the sales order, but if you select this, only sales orders containing this sale item will be listed. You can select an item from the list of ones you created in the Items module under the Materials group. You can't create a new sale item from here, nor can you select more than one.
• Date Range - Clicking this textbox brings up a calendar to select a start and end date for the report. In addition, you can select one of these options on the right:
  • Today
  • Yesterday
  • This Week
  • Last Week
  • Last 7 Days
  • This Month
  • Last Month

In addition, you can click the Columns dropdown menu under the Optional section. This will open the following column headers that you can add to the report:

• Customer - The name of the recipient of the item(s) in a sales order.
• Cost - The amount of money you paid for all of the items in a sales order.
• Margin - The percent difference between the Cost and Ordered amounts.
• Date Fulfilled - The month, day, and year a sales order was marked as fulfilled. However, this doesn't necessarily mean that the items have been shipped or that payment has been received.
• Date Scheduled - The month, day, and year a sales order is supposed to be fulfilled by.
• Remaining - The sum of the Ordered - Shipped amounts. This is the value of all items that have not yet been delivered to the customer.
• Ship To State/Province - The place within the U.S. or one of its territories that the items in a sales order are being shipped to.
• Customer PO - If applicable, the number of the corresponding purchase order a customer generated when their sales order was created.
• Order Payment Term - The timeframe in which a customer will pay for a sales order.
• Date Issued - The month, day, and year a sales order was changed from an Estimate to an Issued status.
• Ordered - The total price a customer has agreed to pay for the item(s) in a sales order.
• Sales Representative - The salesperson responsible for selling the item(s) in the sales order.
• Shipped - The value of all items that have been shipped to the customer.

If you want to add all of these columns to the report, click the Select All Columns checkbox. If you only want certain ones on the report, click the checkbox next to them, and they will be added.

Create a new preset

To apply your changes and see what they will look like in the report, click the GENERATE REPORT button on the bottom right.

To save a report for later use, click the CREATE NEW PRESET button on the top right of the wizard. A popup will appear asking for just one thing: Preset Name. Add any name you like. For example, it can be the name of the customers and/or date range the report includes. Then click the SAVE button. You can either do this before you begin making changes to the report, or you can do it at the end. If you want to make additional changes to the report, click the UPDATE button. The CREATE NEW PRESET button changes to UPDATE when you're in a preset report.

Additional presets

To create another preset report, first click the X to the right of the dropdown menu containing the current one's name. Then you can go through the same steps above to create a new preset.

The first preset report you create will automatically be the default. Once it's saved, there will be a Default checkbox option above the UPDATE button.

If this isn't the first time you've opened this wizard, and you previously created at least one preset, you will see the default preset report first thing. And you will be able to see all of the preset reports listed in the dropdown menu on the top right.

To set a new default preset report, click the Default checkbox in it and click the UPDATE button. If you uncheck the Default checkbox on the default preset report and click the UPDATE button, you'll receive an error message. That's because there usually has to be a default. However, if you delete the default preset report, there won't be a default report, and it will show all items and locations when you click the REPORT button. That is, until you pick a preset report as the default or create a new one.

To delete a preset report, first click the trashcan icon next to the UPDATE button. Then click the red DELETE button in the message that pops up.

Sales Order Summary report options

The following buttons are at the top of the Sales Order Summary report to allow you to make adjustments and send it to other people:

• Zoom Out - This makes the text in the report appear smaller.
• Reset - This restores the report to its original size. So even if you forget how many times you click Zoom In or Zoom Out, you can quickly return to normalcy by clicking this button.
• Zoom In - This makes the text in the report appear larger.
• Next Page - If a report has multiple pages, this button enables you to move to the next page.
• Previous Page - If a report has multiple pages, this button enables you to move to the previous page.
• Download XSLX File - This enables you to download the report into an XSLX file, which you can open in Excel.
• Download PDF - This enables you to download a report into a PDF, which you can open with Adobe Acrobat.
• Print Report - This enables you to print a hard copy of a report.
• E-mail Report - This enables you to email a report to as many recipients as you like. It opens a popup where you can add email addresses in the To, Cc, and Bcc textboxes. Then you can add a subject and message. Click the SEND button to send the email with the report as a PDF attachment. The sender will be Fishbowl <fishbowl@fishbowlonline.com>, and it may go to recipients' junk mail folder, depending on their email settings.
• Expand - This expands the report to the full size of your browser window. When you click this button, it changes to a Contract button, which you can click to return the report to its previous smaller size.

Import orders

Clicking the Import Orders button allows you to import sales orders and their associated data into your Fishbowl Online database. To get an import template, click Export Orders and download a CSV file. It will have all the columns formatted correctly. You can just populate them with your own information.

If the import of at least one sales order fails, you will receive an error message. Then you can go to the Downloads page and download a CSV file containing the item(s) that failed to be imported. In the first column of the spreadsheet, it will tell you where the error occurred. That way, you can fix it and try to import the revised file again.

All of your imported and exported files will be listed by date in the History column on the right side of the Downloads page. You can download your exported files from the column on the left marked Downloads. Imports that are successful will be marked as Completed in the History column, and they won't be able to be downloaded. But imports that fail (in full or in part) will be marked as Failed, and they can be downloaded.

Import CSV

• To import order from a spreadsheet or CSV file, click the More button at the top of the item list and choose Import Orders.
• To create a template file with the correct column headers, click Export Orders.
• For a step-by-step tutorial on working with CSV files, click the video to the right.

There are currently 88 columns to fill out in the Sales Order Import CSV file. Only 22 of them are required, as denoted by an asterisk. The columns are all listed below, along with an explanation of what they entail:

• SalesOrder-Number* - The identifying number of a sales order. It must be different than all other SO numbers in the system.
• SalesOrder-CustomerPONumber - The number of the purchase order a customer generated when their sales order was created.
• SalesOrder-VendorPONumber - The number of the purchase order a vendor generated when their sales order was created.
• SalesOrder-CustomerName* - The name of the customer on a sales order. It must be one of the names found in the Customers module.
• SalesOrder-CarrierName* - The name of the carrier (e.g., UPS, USPS, or FedEx) assigned to a sales order. It must be one found in the Carriers module.
• SalesOrder-CarrierServiceName - The service provided by a carrier to deliver the item(s) in a sales order. It must be one of the services under a carrier in the Carriers module.
• SalesOrder-RepresentativeName - The name of the sales representative on a sales order. This name must be found in the Representatives module.
• SalesOrder-BillToName - The name of the individual or corporation being billed for a sales order.
• SalesOrder-BillToStreet - The street address the bill for a sales order was sent to or will be sent to.
• SalesOrder-BillToCity - The city the bill for a sales order was sent to or will be sent to.
• SalesOrder-BillToState - The state in the U.S. that the bill for a sales order was sent to or will be sent to.
• SalesOrder-BillToCountry - The country the bill for a sales order was sent to or will be sent to.
• SalesOrder-BillToPostalCode - The postal code of the address the bill for a sales order was sent to or will be sent to.
• SalesOrder-BillToResidential - This is either True or False to indicate if a Bill To address is residential or commercial, respectively.
• SalesOrder-ShipToName - The name of the individual or organization the items in a sales order were shipped to or will be shipped to.
• SalesOrder-ShipToStreet - The street address the items in a sales order were shipped to or will be shipped to.
• SalesOrder-ShipToCity - The city the items in a sales order were shipped to or will be shipped to.
• SalesOrder-ShipToState - The state in the U.S. that the items in a sales order were shipped to or will be shipped to.
• SalesOrder-ShipToCountry - The country the items in a sales order were shipped to or will be shipped to.
• SalesOrder-ShipToPostalCode - The postal code of the address the items in a sales order were shipped to or will be shipped to.
• SalesOrder-ShipToResidential - This is either True or False to indicate if a Ship To address is residential or commercial, respectively.
• SalesOrder-Contact - The name of the individual who serves as the contact for a sales order.
• SalesOrder-Phone - The phone number of the contact in a sales order.
• SalesOrder-Notes - Written notes about a sales order. There is no character limit.
• SalesOrder-Url - A URL where a sales order can be found.
• SalesOrder-DateScheduled* - The month, day, and year that a sales order is expected to be fulfilled by. It can include the hour, minute, and second, too.
• SalesOrder-DateExpires - The month, day, and year that a sales order will be voided if it isn't fulfilled by. It can include the hour, minute, and second, too.
• SalesOrder-DateIssued- The month, day, and year that a sales order was issued. It can include the hour, minute, and second, too.
• SalesOrder-DateFulfilled - The month, day, and year that a sales order was fulfilled. It can include the hour, minute, and second, too.
• SalesOrder-DateDue - The month, day, and year that payment for a sales order is due to be received by. It can include the hour, minute, and second, too.
• SalesOrder-SalesOrderStatus* - As noted in the Sales Orders details section above, the status of a sales order can be Estimate, Issued, Picked, Partially Fulfilled, Fulfilled, or Cancelled.
• SalesOrder-PriorityName* - As noted in the Details tab section above, there are five priorities a sales order can have: Lowest, Low, Normal, High, or Highest.
• SalesOrder-TaxRate - The tax percent or dollar amount that applies to the item(s) in a sales order.
• SalesOrder-SalesTaxName - The name of the sales tax associated with a sales order. This must be an existing tax rate found in the Tax Rates module under the Setup module group.
• SalesOrder-Subtotal - The total amount of money due for all items in a sales order (not including taxes).
• SalesOrder-MultiCurrencySubtotal - The total amount of money due for all items in a sales order (not including taxes), based on multicurrency conversions.
• SalesOrder-OrderLevelDiscountPercent - The percent discount that applies to all items in a sales order.
• SalesOrder-OrderLevelDiscountTotal - The total amount of money due after a discount is applied to all items in a sales order.
• SalesOrder-MultiCurrencyOrderLevelDiscountTotal - The total amount of money due after multicurrency conversions and discounts are applied to all items in a sales order.
• SalesOrder-DiscountTotal - The total amount of money due after an item's discount is applied.
• SalesOrder-MultiCurrencyDiscountTotal - The total amount of money due after an item's multicurrency conversion and discount are applied to an item in a sales order.
• SalesOrder-TaxTotal - The total amount of taxes due for all items in a sales order.
• SalesOrder-MultiCurrencyTaxTotal - The total amount of taxes due for all items with multicurrency conversions in a sales order.
• SalesOrder-GrandTotal - The total amount of money due for all items in a sales order.
• SalesOrder-MultiCurrencyGrandTotal - The total amount of money due for all items in a sales order after multicurrency conversions are applied.
• SalesOrder-LocationName* - The location that items are shipped from in a sales order.
• SalesOrder-PaymentTermName* - The payment term that applies to a sales order.
• SalesOrder-ShippingTermName* - The shipping term that applies to items in a sales order.
• SalesOrder-FobPointName* - Free On Board, a shipping term referring to the point when international shipping costs are charged.
• SalesOrder-Emails - All email addresses associated with a sales order.
• SalesOrder-AmountsIncludeTax* - This is either True or False to indicate if amounts in a sales order include taxes or not.
• SalesOrder-HomeCurrencyName* - The currency all other currencies are converted into for accounting purposes.
• SalesOrder-ExchangeCurrencyName* - The currency that needs to be converted.
• SalesOrder-ExchangeRate* - The rate at which the exchange currency gets converted into the home currency.
• SalesOrder-BillToVerified - This is either True or False to indicate if the Bill To address has been verified as accurate or not.
• SalesOrder-ShipToVerified - This is either True or False to indicate if the Ship To address has been verified as accurate or not.
• SalesOrder-EmailStatus* - The email status, whether Sent, Need to Send, or Not Set.
• SalesOrder-PrintStatus* - The print status, whether Printed, Need to Print, or Not Set.
• SalesOrderItem-LineNumber* - The number of a line item in a sales order.
• SalesOrderItem-SaleItemName - The name of a sale item in a sales order.
• SalesOrderItem-Description - The description associated with a sale item in a sales order.
• SalesOrderItem-CustomerSaleItemName - The customer-facing name of a sale item in a sales order.
• SalesOrderItem-DateScheduled - The month, day, and year an item in a sales order is scheduled to be fulfilled by. It can include the hour, minute, and second, too.
• SalesOrderItem-DateFulfilled - The month, day, and year an item in a sales order was fulfilled. It can include the hour, minute, and second, too.
• SalesOrderItem-Notes - Notes associated with an item in a sales order. There is no character limit.
• SalesOrderItem-Quantity - The number of units of an item in a sales order.
• SalesOrderItem-QuantityFulfilled - The number of units in a sales order that have been fulfilled.
• SalesOrderItem-QuantityPicked - The number of units in a sales order that have been picked.
• SalesOrderItem-UomName - The unit of measure associated with an item in a sales order.
• SalesOrderItem-Price - The price charged to customers for a single unit in a sales order.
• SalesOrderItem-Cost - The cost paid to obtain a single unit in a sales order.
• SalesOrderItem-MarginPercent - The rate of profit or loss for a single unit in a sales order.
• SalesOrderItem-Markup - The dollar amount above cost the price is set at for a single unit in a sales order.
• SalesOrderItem-DiscountPercent - The discount rate applied to a single unit in a sales order.
• SalesOrderItem-DiscountFlatAmount - The dollar amount discount applied to a single unit in a sales order.
• SalesOrderItem-DiscountTotal - The total dollar amount discount applied to a single unit in a sales order.
• SalesOrderItem-MultiCurrencyDiscountTotal - The total dollar amount discount applied to a single unit in a sales order after a multicurrency conversion is applied.
• SalesOrderItem-Total - The total amount of money charged for all units of an item in a sales order.
• SalesOrderItem-MultiCurrencyTotal - The total amount of money charged for all units of an item in a sales order after multicurrency conversions.
• SalesOrderItem-TaxTotal - The total tax amount applied to all units of an item in a sales order.
• SalesOrderItem-MultiCurrencyTaxTotal - The total tax amount applied to all units of an item in a sales order after multicurrency conversions.
• SalesOrderItem-SalesOrderItemType* - The type of item in a sales order as sale, credit return, drop ship, etc.
• SalesOrderItem-SalesOrderItemStatus* - The status of an item in a sales order as entered, fulfilled, etc.
• SalesOrderItem-TaxName - The name of a tax applied to an item in a sales order.
• SalesOrderItem-TaxRate - The tax rate applied to an item in a sales order.
• SalesOrderItem-Taxable* - This is either True or False to indicate if an item in a sales order is taxable or not.
• SalesOrderItem-ExchangeCurrencyName* - The currency applied to an item in a sales order that needs to be converted.
• SalesOrderItem-ExchangeRate* - The rate at which the exchange currency gets converted into the home currency for an item in a sales order.

Export orders

Clicking the Export Orders button will generate a CSV file you can access from the Downloads section. To see your downloads, click your user profile icon on the top right of the interface, and then click Downloads in the dropdown menu. The file name of each download will include the type of file it is and the date it was generated.

The Export file mirrors the Import one. Hence, you can download a CSV file by clicking this button, add your own information in it, and reuse it to import that information into your Fishbowl Online database.

Custom fields

Clicking the Custom Fields option will bring up a wizard that allows you to add, edit, and delete custom fields on the General tab of a sales order. The list will be blank at first, of course.

To add a new custom field, click ADD FIELD on the top right. Then enter a name and type for it. Your type options are:

• Number - A textbox that only allows numeric characters to be typed into it.
• Text - A textbox that allows alphanumeric characters to be entered.
• Date - A field for adding dates in the following format: MM/DD/YYYY. A calendar option lets users select dates from a calendar if they prefer not to type them by hand.
• Checkbox - A small box that can be checked or unchecked to indicate yes or no.
• Single Choice - A dropdown menu of text options. If selected, this will ask you to enter at least one row to appear in the dropdown menu. Users can only select one of the options available.
• Multiple Choice - A dropdown menu of text options. If selected, this will ask you to enter at least one row to appear in the dropdown menu. Users can select one or all of the options available.
• URL - A textbox that lets you add a website address in relation to a sales order or any of the items in it.

When creating or editing a custom field, click the Required checkbox to make it a required field. Otherwise, it will be optional. Then click ADD to save it, or click CANCEL or the X on the top right to get rid of it. If you're editing an existing custom field, clicking CANCEL or the X won't delete it but will simply return it to its original state. You can also click the Required toggle switch next to a custom field in the main wizard to turn that function on or off.

To delete a custom field, click the More button to the right of it in the Custom Fields wizard. Then select Delete from the dropdown menu. You can also select Edit or Duplicate from that menu.

To change the order of custom fields, click ORDER FIELDS to the left of ADD FIELD. Then select one of the custom fields and click the up or down arrow on the right to move it. You can do this to each custom field until they're all in the order you want them to be in.

Only the first three custom fields will show up automatically in the General tab of a sales order. Any others can be viewed only after clicking the SHOW MORE button. Bear this in mind when creating and ordering them. Click the SAVE ORDER button to apply your changes to the wizard, and then click the SAVE button to apply those changes to the Sales Orders module.

Change dates

At the top of the Sales Orders module, you will see the following column headers:

• No.
• Customer
• Status
• Sales Rep
• Location
• Date Created
• Order Type
• Total
• Paid Amount

You can click any of them, except Order Type, to reorganize the rows under them. However, they are not all set in stone. For example, if you click Change Dates under the More button, you will find you have three options for the Date column:

• Date Created - A permanent marker that denotes when a sales order was first saved.
• Date Last Modified - A changeable marker that denotes the most recent time a sales order was updated and saved by a user.
• Date Issued - A permanent marker that denotes when a sales order was changed from an Estimate to Issued status.

You can pick whichever one will best help you organize the orders in the Sales Orders module.