Difference between revisions of "Sales Order"

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Latest revision as of 11:09, 3 March 2011

Overview

A Sales Order (Pro-forma Invoice) is created when someone orders products from you. A Sales Order does not post anything to your Chart of Accounts. It is a non-posting transaction and has no financial impact until it is converted to an Invoice. Products allocated to a Sales Order are not taken out of stock; Their 'In Stock' levels are not changed but the product's 'Available' level will be reduced as they have been 'Allocated to a SO'.

How To Create a Sales Order

• Select the Sales Order button displayed within the Sales Tab.
• Select the Customer Name from the drop down list; this will auto fill the Order To and Ship To fields.
• If different details are required, delete the current details and add new ones.
• Order To details show the Customer to receive the Sales Order.
• Ship To details show where the goods will be delivered once the Sales Order is shipped.

• Add a P.O. Number if the Customer has provide one.
• Select the Representative for this Customer if it is different to the default Rep or the logged in user.
• Select the Department from the drop down list.
• Click on the 'Choose Template' check box if you want to select a different Sales Order Template.

• Select the date of the Sales Order if different to the current date.
• Add a Sales Order No. if you need to use a different one to the system default.
• If the Customer is to be invoiced in a Foreign Currency, you can select the required currency from the drop down

list and alter the Exchange Rate if required. NB This does not alter the default Exchange settings.

• Select a Ship Date.
• Select a shipping method from the drop down list.
• Customer Terms will auto load from the Customer card. They can be changed at this point if required.
• Select a Due Date to indicate when the Customer expects delivery of the order.
• Select 'Is Future Order' if goods are to be ordered ready for a future order.

Internal Orders

An internal order is required to manufacture a product to be put into stock. Tick the Internal Order button and an invoice is not required when completing the manufacture process. See alsoPreferences for Manufacturing.

Sales Order Line Columns

Name Select a Product using the 'Name' drop-down field. When you select a product, its details populate from the Product Card into its line in the Invoice.

Units Displays the default Unit of Measure for the product - change if required

Ordered Enter Quantity Ordered

Shipped Displays if turned on in Preferences. Enter the quantity allocated to be shipped

BO Displays the difference between Ordered and shipped and these will be placed on Back Order

Description Displays the Sales Description from the product card

Product Description Memo Displays the extended "Memo" description from the Product Card

Cost (Inc) Displays the Cost (Inc) per unitof the product from the product card - this cost should not be changed.

Price (Inc) Displays the Price (Inc) per unit from the product card after allowing for any quantity or customer discounts

Profit (Inc) Displays the Profit Inc in currency calculated from the cost and price

Gross%

%Profit (Ex) Displays the Profit (ex) as a percentage

Code Displays the Tax code from the Product File

Tax Displays the Tax amount

Discount($) Enter the amount of any additional discount given in currency

Discount(%) Enter the amount of any additional discount as a percentage

Amount(Inc) Displays the total amount for thr line, being quantity x price less discount

Auto Create Order?

Ordered?

Memo Line Enter here any comments specific to this line item

Ship Date This is the Sip Date used by Manufacturing - enter the date required

SalesLinesCust Field # User defined custom field no #

Note that when you type in the Ordered quantity, one or both of the next 2 fields will populate. If the chosen Department has these items in stock, ERP will automatically populate the Shipped field. If the Department does not have these items in stock, the BO field will be populated.

*Press the down arrow in your keyboard ( ) to add more products to the Invoice

• Any relevant notes can be added to the Comments field. These will appear on the Sales Order when printed, faxed or emailed to the Customer.

• Related documents or files can be attached to the Sales Order in the comments field using the drag and drop function.

• Any relevant details can be added to the Picking Instructions field. These notes will not appear on the Customer copy of the Sales Order when printed, faxed or emailed.

• To add Consignment Note details, click in the Consignment Note field and enter the details.

• The total cost of items on the invoice will be displayed if switched on in preferences.

• The overall markup as a percentage of the invoice total will be displayed if switched on in preferences.

• Your basic Invoice is done. You can now save it by clicking on 'Save', print it by clicking on 'Print', or preview it before printing by clicking on 'Preview'. You can also print a delivery docket or picking slip

• To Preview the Sales Order, select the Preview button.

• To Print the Sales Order, select the Print button.

• To Print the Picking Slip, select the Print Pick button.

• To Print the Delivery Docket, select the Del Docket button.

• To complete the Sales Order without producing an Invoice, select the 'Complt no Invc' button.

• To create a Prepayment for this Sales Order, select the Prepayment button.

• To copy the Sales Order to an Invoice, select the Copy to Invoice button.

• To copy the Sales Order to a Cash Sale, select the Copy to Cash button.

• To copy the Sales Order to a Smart Order, select the Copy to Smart button.

• To email the Sales Order to the Customer, select the 'Email' button.

• To Fax the Sales Order to the Customer, select the 'Fax' button.

• The Sub Total, Tax Total and Sales Order Total are displayed in their respective fields.

• Select the Save button to complete the Sales Order.