How does Sales Order Entry Work?

Step by Step Guide to entering Sales Orders into the System.

Written By Grainne Reidy (Super Administrator)

Updated at January 20th, 2023

Introduction

In this article:

 About Sales Orders

 Using the Sales Order grid

 Creating Sales Orders

 Despatching Sales Orders

 Editing Sales Orders

 Cancelling Sales Orders

 Printing Sales Orders

 Duplicating Sales Orders

 Closing Sales Orders

 

About Sales Orders

Sales Order Entry is an optional step in Customer Sales Invoicing. It is integrated with the Inventory Management system, either fully, in the context of quantities management, or partially, in the context of non-stocked goods and services. You can bypass Sales Order Entry and go straight to Sales Invoicing instead. For Sales not involving Product (Stocked or Services) it is much more efficient to use the Batch Sales Invoicing.


If you have previously prepared a Quote for a Customer, upon acceptance convert it into a Sales Order. Then follow the instructions below to amend the Sales Order (see Processing Invoices Resulting from Sales Orders). 

See:

  Sales Item Invoices‍ 

  How does the Sales Quotation System Work?‍ 

How does Sales Batch Invoicing Work?‍ 

How do I Maintain Customer Master Records?‍ 

 How do I use Code Maintenance to Control the Behaviour of the System?‍ 

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Using the Sales Orders grid

Go to Sales > Orders. The grid displays a list of Sales Orders based on filter criteria.                                                                                                                                         

To view a Sales Order for a particular account, enter all or part of the account code in the Account Code search field.

 

Some of the most used columns in the Sales Order screen are:

  • Despatched: This appears if the Sales order has a quantity remaining to be despatched. If Despatched is not there, then the Sales Order has already been fully despatched or closed.
  • Number: This is the unique Sales Order number created by the system.
  • Account code: This is the Customers unique code.
  • Address: This is the address on the sales Order. This will default from the Customer Master Record if populated, but you can change it for individual orders.
  • Account name: This is the Customer Account name from the Customer Master Record.
  • Order date: This is the date the Order was created.
  • External Reference: This comes from the Sales Order header where you can enter the desired External Reference.
  • Created by: This is the username of whoever created the Order.
  • Total: This is the total net amount in Customer Currency.
  • Status:  
    • New: This is the status when you click New Order and before you click Process. The order has not been processed or stored in the database. If you exit an order with this status without processing, the order will not be saved in the system.
    • Reserved: The Order has been processed, which allocated or reserved items against it. No deliveries have been made against the order.
    • Part Delivery:  The Order has one or more quantities delivered against it, but there are still outstanding quantities to be delivered.
    • Full Delivery:  The Order has all its quantities fully delivered. The Despatch button is now unavailable in the grid for this order.
    • Complete: The order has been matched with an invoice and is now complete. This order remains in the grid but has progressed to the Sales > Item Invoices screen.
    • Closed: The order is closed as it has not progressed to despatching. There is still a record of this Order in the Sales > Sales Orders grid for historical purposes.
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Creating Sales Order 

Go to Sales > Orders > New Order or open an existing Order by clicking the relevant order number in the Number column. This opens the Sales Order Entry screen.
 

Sales Order Details tab

Complete the Header as follows:

  • Sales Order No: You can switch auto-numbering for order numbers on or off in Setup > Company Details & Settings.
  • Customer: Select the customer from the dropdown. This causes other inherited fields to be auto-filled.
  • Order Date: This defaults to today’s date, but you can change it here.
  • External Ref: Enter a unique number for subsequent identification.
  • Expected Delivery Date: This defaults to today’s date, but you can change it here.
  • Quote: If a previously prepared quote has been converted into an Order, a display-only Quote Number will appear here. 
  • Use Acc VAT Code: This comes from the Customer Master Record. If ticked, then this is the VAT Rate that will appear on all Line Items as a default. However, you can amend this at line level.
  • BI Code: This comes from the Customer Master Record and will appear on each line of the Order. However, you can amend this at line level.
  • Sales Area, Sales Rep: These come from the Customer Master Record, but you can override them using the dropdowns.
  • Billing Address: This comes from the Customer Master Record, but you can override any details.
  • Customer Contact: You can alter or add a Customer Contact.
  • Exchange Rate: If the Customer has a different Currency from the Company Base Currency, it comes from the Currency Table. If highlighted, you can change the Rate of Exchange from the default using the dropdown.

Complete the Line Item as follows: 

  • Line: Click on the Line Number to expand it to view and add optional details such as Discounts, or Stock information. To delete a Line on an existing Order, click F8
  • Item:  Enter the Item Code or select it from the dropdown. 
  • Description: This is for additional identification.
  • GL Acc No: This comes from the Inventory Master Record, but you can override it using the dropdown.
  • BI Code: This comes from the Customer Master Record, but you can override it using the dropdown.
  • Qty: Enter the Customer required Quantity.
  • Unit Price: The Unit Price (excluding VAT) comes from the Product Master Record. However, if the Customer has a Price List nominated in the Customer Master Record, then that will take precedent.
  • VAT: The Rate Code comes from the Product Master Record, or from the Customer Master Record if the Use Tax Code and Default Tax Code are both set there. However, you can change it here using the dropdown.
  • VAT Amt, Line Total: These are calculated from all the entries.
  • Disc. Rate, Disc. Amount: These are optional. Entering them will cause the Net, Tax and Line Total to be recalculated.
  • Line Note: You can enter a Note against the Line.

Additional Detail tab

Complete the following:

  • Delivery: You can change the Delivery details, if required.
  • Ship Via: This comes from the Customer Master Record, but you can change it here.
  • For Collection: Tick this if the item is not for delivery.
  • Discount:  This comes from the Customer Master Record and applies to the Order as a whole. However, you can change it here. If you do, you will have to confirm that it applies to all Lines on the Order. Doing so will recalculate the Net, Tax, and Line Total.
  • Payment Method:  You can change the Customer Default here.
  • Note Printed on Sales Order: You can add a Note to appear on the printed Order.

Notes tab



Notes appear here for subsequent recall and review.


To add a note:

  1. Click Add New Note
  2. Record your Note. 
  3. Click Save

Processing and Printing Orders

Click Save or Save and Print Order to print the order in PDF format. You can then email it to the Customer.

 

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Despatching Orders

Process the order to the stage of sending confirmation to your Customer.
 

When you are ready to deliver the Goods, the next step is to Despatch the Goods (full or partial). 

  1. Go to Sales > Orders.
  2. Click Despatch against the Order No. in question to open the Sales Deliveries screen.


     
  3. In this example, we are going to deliver Line 1 only:
    • Enter the Quantity despatched. 
    • You may also have to update the Storage Locations if this Order Line is in respect of Stocked Product and the product was despatched from a different storage area.
    • To undo the Delivery Quantities, click the Reset button. 
    • To fill in all the Quantities from the Outstanding field, click Deliver All. 

       
  4. Click Save or Save & Print which produces a Goods Despatch Note that you should email to your Customer.


     
  5. After this process, you can open the Order and click View Deliveries to see any Deliveries made. If you want to cancel the remainder of the Order, click Cancel Order.

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Delivery Status and Editing Sales Orders

Go to Sales > Deliveries and find the relevant Order.

If the Order has already been fully delivered and is ready for invoicing:

  • Its Status in the Order Entry grid will be Full Delivery
  • The Despatch button will be missing.

In this case, when you open the order, all fields in the order window will be greyed-out and you cannot make edits.

If the Order has not been fully delivered:

The Despatch button will still be present as there are some quantities left to deliver. You can open the Sales Order and make any required changes. 

 

Editing Sales Orders

In the Sales Order Entry screen, click the Item Code dropdown to carry out any of these actions on a line:

  • Delete or add new lines.
  • Change Quantities, Prices, VAT (Tax) Rates, GL Codes, BI Codes.
  • Add Line Notes and Order Notes.
Click Save.

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Cancelling, Duplicating, Printing, and Closing Sales Orders

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You can do the following within the Order or from the Actions dropdown in the grid.

Cancelling an Order:

Click Cancel Order to remove it from the system.

Duplicating an Order:

  1. Click Duplicate Order. This will create a replica. You can duplicate closed orders.
  2. Add a new External Ref. and then modify the Order, including adding new Order Lines, as you require.
  3. Click Save and email the new Revised Order. The old Order will remain in the system as it was.

Closing an Order:

You can close an Order at any time by clicking Close Order. This will update the status of the order to Closed and remove the Despatch option so that the order cannot be delivered. Note that you cannot re-open a closed order, but you can achieve the same result by duplicating it.

Print an Order:

In the Actions dropdown, click the Print icon against the relevant Order and select the desired format.

Email an Order:

In the Actions dropdown, click the Email icon against the relevant Order.

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Processing Invoices resulting from Sales Orders

When a Delivery has been made, a record is created awaiting Invoicing. You can now await further Deliveries to the Customer against this Order, or you can process the Invoice(s) immediately.

  1. Go to Sales > Deliveries
  2. Find the related Invoice awaiting processing. 
  3. In the Actions dropdown, select View Deliveries to open the Sales Item Invoice.


     
  4. In this example, there is a second delivery of quantity three in the second Order Line. 
  5. You cannot change the Quantities but you can edit the following:
    • Description
    • Sales General Ledger Code
    • BI Code
    • Unit Price (Enter a reason for the revision.)
    • Discounts
    • VAT Codes
    • Notes
  6. Click Save. You now have the option to Save Invoice/Save and Print Invoice/Print Invoice/Print and Post Invoice.


See:

  Sales Item Invoices‍ 

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