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 visit 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.

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. This 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.

Given the name of this tab, everything seems to be pointing toward only being able to add Word files. But the fact is that 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.

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.
   

Import Sales Orders

• To import orders 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.
• The suggested order of CSV imports for new databases can be found here.
• For a step-by-step tutorial on working with CSV files, check out the CSV video here.
• Below is a list of the CSV columns. All column headers are required. Columns with an asterisk must contain data.
  • SalesOrder-Number
  • SalesOrder-CustomerPONumber
  • SalesOrder-VendorPONumber
  • SalesOrder-CustomerName
  • SalesOrder-CarrierName
  • SalesOrder-CarrierServiceName
  • SalesOrder-RepresentativeName
  • SalesOrder-BillToName
  • SalesOrder-BillToStreet
  • SalesOrder-BillToCity
  • SalesOrder-BillToState
  • SalesOrder-BillToCountry - For example, US or United States. Click here to see the list of supported countries and codes.
  • SalesOrder-BillToPostalCode
  • SalesOrder-BillToResidential - default false
  • SalesOrder-ShipToName
  • SalesOrder-ShipToStreet
  • SalesOrder-ShipToCity
  • SalesOrder-ShipToState
  • SalesOrder-ShipToCountry - For example, US or United States. Click here to see the list of supported countries and codes.
  • SalesOrder-ShipToPostalCode
  • SalesOrder-ShipToResidential - default false
  • SalesOrder-Contact
  • SalesOrder-Phone
  • SalesOrder-Notes
  • SalesOrder-Url
  • SalesOrder-DateScheduled
  • SalesOrder-DateExpires
  • SalesOrder-DateIssued
  • SalesOrder-DateFulfilled
  • SalesOrder-DateDue
  • SalesOrder-SalesOrderStatus
  • SalesOrder-PriorityName
  • SalesOrder-TaxRate
  • SalesOrder-SalesTaxName
  • SalesOrder-Subtotal
  • SalesOrder-MultiCurrencySubtotal
  • SalesOrder-OrderLevelDiscountPercent
  • SalesOrder-OrderLevelDiscountTotal
  • SalesOrder-MultiCurrencyOrderLevelDiscountTotal
  • SalesOrder-DiscountTotal
  • SalesOrder-MultiCurrencyDiscountTotal
  • SalesOrder-TaxTotal
  • SalesOrder-MultiCurrencyTaxTotal
  • SalesOrder-GrandTotal
  • SalesOrder-MultiCurrencyGrandTotal
  • SalesOrder-LocationName
  • SalesOrder-PaymentTermName
  • SalesOrder-ShippingTermName
  • SalesOrder-FobPointName
  • SalesOrder-Emails
  • SalesOrder-AmountsIncludeTax
  • SalesOrder-HomeCurrencyName
  • SalesOrder-ExchangeCurrencyName
  • SalesOrder-ExchangeRate
  • SalesOrder-BillToVerified
  • SalesOrder-ShipToVerified
  • SalesOrder-EmailStatus
  • SalesOrder-PrintStatus
  • SalesOrderItem-LineNumber
  • SalesOrderItem-SaleItemName
  • SalesOrderItem-Description
  • SalesOrderItem-CustomerSaleItemName
  • SalesOrderItem-DateScheduled
  • SalesOrderItem-DateFulfilled
  • SalesOrderItem-Notes
  • SalesOrderItem-Quantity
  • SalesOrderItem-QuantityFulfilled
  • SalesOrderItem-QuantityPicked
  • SalesOrderItem-UomName
  • SalesOrderItem-Price
  • SalesOrderItem-Cost
  • SalesOrderItem-MarginPercent
  • SalesOrderItem-Markup
  • SalesOrderItem-DiscountPercent
  • SalesOrderItem-DiscountFlatAmount
  • SalesOrderItem-DiscountTotal
  • SalesOrderItem-MultiCurrencyDiscountTotal
  • SalesOrderItem-Total
  • SalesOrderItem-MultiCurrencyTotal
  • SalesOrderItem-TaxTotal
  • SalesOrderItem-MultiCurrencyTaxTotal
  • SalesOrderItem-SalesOrderItemType
  • SalesOrderItem-SalesOrderItemStatus
  • SalesOrderItem-TaxName
  • SalesOrderItem-TaxRate
  • SalesOrderItem-Taxable
  • SalesOrderItem-ExchangeCurrencyName
  • SalesOrderItem-ExchangeRate

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.