Sales Orders

Use Sales Order to create a document recording product orders from customers. Sales Orders will update the Quantity on Sales Order for each stocked item on the document.

To enter a sales order, complete the following steps:

  1. Access the Sales Order application from the Sales menu and click on New in the Sales Order List screen to enter a new transaction.

  2. Select the Customer for whom you are preparing a sales order and press Tab. As you enter a Customer in the Type-Thru drop box, the system will find the best match. You can also click on the down arrow at the right of the drop box to display the full list of customers. Scroll down the list until you find the desired customer and click to retrieve it for the sales order. NOTE: If the customer you wish to select has not been setup in the system, you can enter the customer by clicking on the field caption to open a customer entry form.

  3. After you select a Customer, the Salesperson/owner, Class, Terms, Sales Tax Group, Payment Method, Print Format and Shipping Method fields will default from the Customer's setup defaults. The Billing Address will default to the Customer's Bill To Address, the Shipping Address will default to the Customer's Primary Address, and the Date will default to the current business date. Upon Save, the Due Date will be calculated using the Quote Date and the Terms.

  4. The Account will default to the Company Setup Accounts Receivable Account. You may change this account. As you enter an Account in the Type-Thru drop box, the system will find the best match. You can also click on the down arrow at the right of the drop box to display the full list of Accounts. Scroll down the list until you find the desired Account and click to retrieve it for the sales order.

  5. If applicable, select a contact related to the customer. As you enter a Contact in the Type-Thru drop box, the system will find the best match. You can also click on the down arrow at the right of the drop box to display the full list of contacts. Scroll down the list until you find the desired contact and click to retrieve it for the sales order. NOTE: If the contact you wish to assign to the sales order has not been setup in the system, you can enter the contact by clicking on the field caption to open a contact entry form.

  6. Optionally, you may select a Customer Message to appear on the printed sales order in the Billing Tab, Message drop down field.

  7. By default, Active will be checked. If you uncheck the Active field, the sales order may not be used to generate an invoice or update inventory quantity on sales order amounts.

  8. Optionally, you may select a Sales type or enter a Reference Number or descriptive text in the Description field.

  9. The Sales Order ID will automatically be assigned at Save.

  10. Fill in the sales order detail lines. You must select an Item and enter a Quantity Ordered. The detail Account, Cost and Price will default from the Item. The Amount will be calculated as Quantity * Price. The Taxable checkbox will default to checked if the Item you selected is setup as Taxable in Items. You may enter a Class or descriptive text in the Memo field for each transaction. Enter as many transactions lines as you need.

  11. Click on Save to save the Sales Order. Upon Save, the Total Tax and Total Amount of the transactions lines and the Total Amount Due (sum of the Total Tax and Total Amount ) of the sales order will be calculated and displayed.

To create an invoice from an existing sales order, complete the following steps:

  1. Access the Sales Order application from the Sales menu and click on Edit for the sales order in the Sales Orders List screen from which you wish to generate an invoice.

  2. Click on the Create button in the Sales Order edit window and select Invoice.

  3. You will be prompted to confirm the generation of the document. Click on 'OK' to complete the generation of the invoice. The Quantity Invoiced on the sales order will be populated after the invoice is created.

To create an invoice for partial quantities of the sales order:

  1. Access the Sales Order application from the Sales menu and click on Edit for the sales order in the Sales Orders List screen from which you wish to generate a partial invoice.

  2. Click on the Ship and Invoice button in the Sales Order edit window.

  3. You will be prompted to enter a quantity to invoice for each transaction on the sales order.

  4. Click on 'OK' to complete the generation of the invoice. The Quantity Invoiced on the sales order will be updated after the invoice is created.

To send an sales order via email to a customer, complete the following steps:

  1. Access the Sales Order application from the Sales menu and click on Edit for the sales order in the Sales Orderd List screen that you wish to send.

  2. Click on the Send button in the Sales Orders edit window.

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