Sales Orders Tutorial

Overview#

💡These tutorials explain how to create a Sales Order, add its lines, and pass each line on to production, purchasing, stock, delivery and invoicing.

For every button, field and setting on the screen, see Sales Orders.

How to Create a Sales Order from a Quotation#

Most Sales Orders start from an accepted Quotation (see How to Accept a Quotation).

1. Open the Quotation and click Actions (button) > Copy to Sales Order. The Sales Order opens.
2. Complete the header as follows:
   1. Order No. = Enter the customer's order number.
   2. Deliver to = Select the delivery address.
   3. Due Date = Check the date production must be finished.
   4. Req Date = Check the date the customer wants the order.
3. Click Save (button).

How to Create a Sales Order#

1. Navigate to Sales Orders.
2. Click New (button).
3. Complete the header as follows:
   1. Customer = Select the customer. Confirm the questions about the customer's adjustments and delivery address.
   2. Order No. = Enter the customer's order number.
   3. Reference = Enter a reference, for example, the job name.
      • Note: The caption of this field can be customised, so your Sales Order might show a different name for it (see General Settings).
   4. Deliver to = Select the delivery address.
   5. Due Date and Req Date = Enter when production must be finished and when the customer wants the order.
   6. Branch = Select the branch, if it is blank.
4. Click Save (button).
5. Add the lines (see How to Add Lines to a Sales Order).

How to Add Lines to a Sales Order#

• Material: Click Material (button), select one or more materials and click Add (button). Each line takes its Resolve from the material.
• Batch: Click Batch (button) and select stock batches. Each is added with its location and full batch quantity.
• Service: Click Service (button) and select the services.
• Custom line: Click Custom (button), then enter the Description, Qty and Unit Price on the new line.
• Quotation lines: see How to Add Lines from a Quotation.

How to Add Lines from a Quotation#

The quantity and prices on an estimate line can be changed, and updated from the linked Quotation if required.

1. Click Quote (button) to open the Quotation lookup.
2. By default, the outstanding lines for the linked Quotation appear (see the Out Qty field). Uncheck the Outstanding checkbox to see all the lines on the selected Quotation.
3. To select a different Quotation, enter a Quote No.. The list shows all the lines on that Quotation and all its versions, and the outstanding quantities do not apply.
4. If the Quote No. is blank, all the Active Quotations for the customer appear.
5. Select the Status the Quotation must be changed to.
6. Select the lines to add, and press Enter or click Add (button).

How to Fulfil the Lines#

Each line's Resolve decides where it goes next (see Resolve).

• Produce: Click Actions (button) > Copy to Work Order.
• Purchase: Click Actions (button) > Copy to Purchase Order.
• Reserve: The stock is reserved until it is issued. To issue it, click Actions (button) > Copy to Materials Movement (Issue), set the correct location and set the status to Issued.

How to Deliver and Invoice#

1. Open the Sales Order.
2. Click Actions (button) and select Copy to Delivery Note or Copy to Invoice.
3. Complete and save the new transaction (see Delivery Notes and the Customer Invoices Tutorial).
   • Note: The Sales Order's Out Qty shows what is still to be invoiced or delivered, depending on the Set Outstanding Quantity by general setting.

How to Invoice Part of a Line#

A material priced from a price range by quantity must have a fixed unit price before part of it can be invoiced.

1. Right-click the line and select Convert to Fixed Unit Price (MUP).
2. Copy the Sales Order to an invoice for the part being invoiced (see How to Deliver and Invoice).