Sales Orders (SO)

Overview

Sales Orders are created to confirm orders, issue pro-forma invoices, or to facilitate production planning. Typically, sales orders are created by copying a quotation. In this case, the sales order preserves all the information from a quotation, even though some of it might not be displayed (e.g. if none of the Estimate tabs are visible, or estimating is not enabled for sales orders).

How to create a Sales Order by Copying a Quotation

ℹ️ The copy rules determine when a quotation can be copied to a sales order (e.g. only an accepted quotation may be copied).

1. From editing a transaction (e.g. Quotation), click Actions (button) > Copy to Sales Order.
2. On the popup, check the checkboxes next to the items that must be copied.
   • Note: If there are no items, a sales order may already have been created for that transaction, or there are no items that match the conditions in the copy rule.
3. Click Copy (button).
4. Confirm the copy if applicable (the copy rule may request confirmation).

How to Create a Sales Order from Scratch

1. Navigate to Sales Orders.
2. Click New (button) and fill in the details as follows:
   1. Customer = Select a Customer from the dropdown list.
   2. Contact = Select a Contact from the dropdown list.
      1. Note:  If there is only one Contact, the name is automatically selected.
         • Note:  If there is only one Contact, the name is automatically selected.
   3. Rep = By default, the Sales Representative linked to the Customer is selected. You may select a different one.
   4. Category = Select a Category from the dropdown list.
   5. Order No. = Type an order number.
   6. Terms = The default terms for the customer are automatically selected. You may select other terms.
   7. Deliver to = Click the arrow to select a Delivery Address.
      1. Note: To change the delivery address, click in the block and delete the name of the address using the backspace key. Click the arrow again to select a different address.Note: Click the pencil to edit the address.
         • Note: To change the delivery address, click in the block and delete the name of the address using the backspace key. Click the arrow again to select a different address.
         • Note: Click the pencil to edit the address.
3. Select Items in one of the following ways:
   1. Click Add (Popup) (button) to add items from an existing document and select one of these options:
      1. Items: Opens a list of items > Select an Item > Click Add (button) at the bottom of the popup.
      2. Timekeeping: Opens a list of timekeeping records > Select the relevant records > Click Select (button) at the bottom of the popup.
      3. Copy Items (e.g. Copy Items from Quotations):
         • Displays entries for all the copy rules, and displays items based on these copy rules: the Type (All, Flow, Parent, Contact) selected for the Copy Rule determines which items are available.
         • Select the items > Click Add (button) at the bottom of the popup.
   2. Type a search criterion in the Search block (optional)
      1. Select an item from the dropdown list in the adjacent block.
      2. Type the quantity in the block next to Qty.
      3. Click Add (button).
4. Add Custom Items if applicable: Click Custom (button) and enter the details on the inserted line.
5. Click Save (button).

How to Print, Preview or Email a Sales Order (Output)

ℹ️ You can create a template for the email subject and message on the same interface where you link the Output templates.

Sales Orders can be used to generate pro-forma invoices, or to confirm an order with a customer.

1. From editing a quotation, click Output (button), hover your mouse over one of the options below, and click the applicable template.
   • Print: Prints the selected template to the default printer.
   • Print (Show Dialogue): Allows you to select a printer.
   • Preview: Displays the template on screen from where it can be printed or saved.
   • Email: Creates a draft email with the quotation attached in .pdf format.