How does Sales Order Entry Work?

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

Written By Gerry Mckeown ()

Updated at June 30th, 2018

1.     Introduction:

If you have previously prepared a Quote for a Customer, on acceptance, you should convert that Quote into a Sales Order – and follow the guidance below in terms of amending or modifying the Sales Order.  Otherwise, you can use this program to enter a new Sales Order for a Customer.  The Order Entry process is an optional step in Customer Sales Invoicing and 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, if you wish, bypass this sub-system and go straight to Sales Invoicing instead.   

Not all Customer Sales need to be pre-ordered:  For Sales not involving Product (Stocked or Services) you can instead use the Batch Sales Invoicing which is a much quicker and simpler process. Refer to the Article (“How does the Batch Sales Invoice Work?”).

2.    Sales Orders screen:

To access Sales Orders, select Sales > Sales Orders.  This will open a list of Sales Orders based on the filter applied on this screen. This screen follows the format of the Listing screen used throughout the system. Please refer to this article below explains how these listing screen such as the Sales Orders screen works: How do I Navigate the General Features and Facilities of the System?

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

Some of the most common used columns for the Sales Order screen are described below;

Despatch - The Despatch word is present 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 address if populated and can be changed on each order if the Sales order address is different.

Account name - This is the customer account name as from the Customer Account record.

Order date - This is the date of the Order entered by the user.

External Reference - This is the Ext ref field in the Sales Order Entry Header section where the user types in the External Reference desired.

Created by - This is the username who created the Order.

Total - This is the total net amount in the Customer currency.

Statuses Explained:  

(i)    New - This is a new order and is the status when you click on New Order and before you click Process. The order has not been processed or stored in the database. If an order is exited without processing with this status, the order will not be saved in the system.

(ii)    Reserved - The Order has been processed, which has allocated or reserved items against it. No deliveries have been made against the order.

(iii)    Part Delivery -  The Order has one or more quantities delivered against it, but there are still outstanding quantities to be delivered.

(iv)    Full Delivery -  The Order has has all its quantities fully delivered. The Despatch button is now not available in the Sales Orders Listing screen for this order.

(v)    Complete - The order has been matched with an invoice and is now complete. This order is still retained on the sales orders screen but has progressed to the Sales > Item Invoices screen.

(vi)    Closed - The order has been closed as it has not progressed to despatching. There is still a record of this Order on the Sales > Sales Orders screen for historical purposes.

3.     Order Entry:

To enter a new Customer Order click on the highlighted area “New Order”, or to call up an existing Order click on its Order Number in the Grid;

This will bring up this Window;

The Header portion of this Window should be filled in as follows;

The Sales Order No. is controlled by a Setting in the “Company Details & Settings” program where auto-numbering can be switched “On” or “Off”.

Choose the Customer from the drop down which will cause many of the other inherited fields to be filled in on all three Tabs.

The Order Date defaults to today’s date – but can be changed.

The External Ref. is a number supplied by you for subsequent identification.

The Expected Delivery Date defaults to today’s date – but can be changed.

Quote is a display only field in the event that a quote was prepared previously and converted to an Order.  It is the Quote Number.

Use Acc Vat Code and Rate is inherited from the Customer Master Record.  If this tick box is checked, then this is the VAT Rate that will be used on all Line Items as a default – but can be amended on each Line.

Department (BI Code): This is the default Department Code (BI Code) from the Customer’s Master record which is presented on each line of the Order – whereupon it can be over-ridden. 

Sales Areaand Sales Rep. are defaulted from the Customer’s Master record but can be changed using the Drop Down.

Billing Address comes from the Customer Master record and can be altered here.

You can alter or add a Customer Contact also.

Exchange Rate:  The Exchange Rate is presented from the Currency Table in the event that this Customer is nominated as having a different Currency from that of the Company’s Base Currency.  If highlighted, you can change the Rate of Exchange from the default using the associated drop down.

On each Line Item;

Line Nos. are presented automatically.  Click on the Line No. to expand it to view and insert optional Discounts, Stock information, etc.  Click on “F8” to delete a Line on an existing Order. 

Item:  Enter the Item Code or choose it from the Drop Down.  The example above shows a Line Item entry for a “Non-Stocked” Product.  If, on the other hand, you were to enter a “Stocked” Product Code, then the Line presentation would look like this;

The Description is presented for sight verification.

The Sales GL Code is defaulted from the Inventory Master and you can change it using the Drop Down.

The Department (BI Code) (if any) is defaulted from the Customer’s Master record and can be changed using the associated Drop Down.

Enter the Customer required Quantity in the Quantity field.

The Unit Price (excluding Vat) is taken from the Product Master record, or, if the Customer has a “Price List” nominated on the Finance Tab of the Customer’s Master record, then the price from this Price List will be used.

The VAT (Tax) Rate Code is defaulted from the Product record – or from the Customer record if the “Use Tax Code” and “Default Tax Code” are both set under Tax Settings on the Finance Tab of the Customer record.   It can be changed at this stage using the Drop Down. 

The VAT (Tax) Amt. and Line Total are now computed and presented.

Next you can enter an optional Discount Rate or Discount Amount for this Line.  This will cause the Net, Tax and Line Total to be recalculated.

You now have the option to enter a Note against the Line which will be shown on the printed Order.

Turning to the “Additional Details Tab” (which ideally should have been reviewed and modified, if necessary at the same time as the “Sales Order Details”;

You can now change the Delivery details, if required.

Ship Via is inherited from the Customer’s Master record and can be changed now.

Click on For Collection if required.  This will be notified on the printed Order.

Discount:  Again, defaulted from the Customer’s Master record and applies to the Order as a whole.  However you can change it here.  If you do, you will be asked to confirm that it applies to all Lines on the Order and if so, the Net, Tax and each Line Total will be recalculated.

Payment Method:  You can change the Customer Default here.

And you can add a Note for the Order as a whole to be reproduced on the printed Order.

On the Notes Tab you can record successive Notes to the Order for subsequent recall and review.

4.     Processing and Printing Orders:

To “Process” an Order click on “Save” or “Save and Print” at the bottom right hand side;

The Order is printed in .PDF form where it can be emailed to the Customer.

5.     Sales Order Amendment:

You can recall the Order at any time before it is fully despatched in order to amend it and/or re-issue it;

Click on the Order No. as shown to recall the Order;

You can now Delete Lines, Add new ones, change Quantities and Prices, Vat (Tax) Rates, add Line Notes and Order Notes and so on.  You can also amend General Ledger Codes and BI Codes.  Click on the Circle (highlighted in Red) or in the Item Code Drop Down to carry out these actions on any or all of the lines.

Or you can “Cancel” the Order which will remove it from the system.

Alternatively, you can “Duplicate” the Order which will create a replica to which you can now add a new “External Ref.” and then modify it (including adding new Order Lines) as you require before “Saving” and emailing the new Revised Order.   The old Order will still remain in the system as it was.

You can also Print or Reprint the Order from here and you can also email the Order to your Customer from here also.  “Actions will allow you to Cancel the Order or Duplicate it.

6.     Viewing, Editing & Printing Previously Entered Orders:

To view or edit an existing order, simple go to the Sales > Sales Order screen and enter your search criteria in any of the column headers.

If the Order has already been fully delivered and, therefore, ready to be invoiced (see below) you will notice that its Status is set to ‘Full Delivery’ and the Despatch button will be missing from the left hand column in the list.

In this case, when you open the order by clicking on the Order number, all fields in the order window will be ‘greyed out’ and cannot be edited.

If the Despatch button is present then there are some quantities left to deliver. You can open the order by clicking on the order number and make any required changes. Click Save to save the changes.

A copy of a sales order can also be printed from the Sales > Sales Orders screen, simply click on the Print option for the order and chose which format you want to print it in.

7.    Closing / Re-Opening / Duplicating an Order:

You can close an order at any time by opening the order (click on the order number to do so) and click on the Close Order button at the bottom of the window. This will update the status of the order to ‘Closed’ and remove the Despatch option so that the order can not be delivered. Note that you cannot ‘re-open’ an order that has been closed but you can achieve the same result by duplicating it.

You can duplicate or copy an order at any time on the Sales > Sales Orders screen by going to Actions > Duplicate or by opening it and clicking on the 'Duplicate' button. This will copy the contents of the order to a new order which will be saved with a new number when you process it. Of course, you can change the details of the ‘copied’ order as required before saving it. In fact, the duplicate order may have completely different line details than the original but you may want just the original ‘header’ information to remain.

You can also duplicate closed orders even though all the details for the closed order will be ‘greyed out’ (i.e. read-only).

8.     Despatching Orders:

Enter the Order as described in 2. above and process it to the stage of sending it to your Customer as confirmation of his Order.  When you’re ready to deliver the Goods, the next step in the system process is to “Despatch” the Goods (full of partial).

Click on “Despatch” against the Order No. in question which will bring up the following screen;

In this example, we’re going to deliver Order Line 1 only.  Key in the Quantity despatched (in this case “1”).  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.

The “Reset” button will undo the Delivery Quantities and the “Deliver All” will fill in all the Quantities from the “Outstanding” field.  You may still have to revise the Storage Location details.

You can now “Save” the Order or “Save & Print” the Order which will produce a Goods Despatch Note which you should email to your Customer.

After that, when you recall the Order you can see the Deliveries which have been made;

You can now cancel the remainder of the Order if you wish.

9.     Invoice Creation:

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

If there have been several deliveries before an Invoice is prepared, then these will all be shown on your system copy of the Invoicing program.  In this example I have added a second delivery of quantity 3 to the second Order Line.

You can now revise the Description, the Sales General Ledger Code, and the Department.  You cannot amend the Quantities but you can amend the Unit Price (in which case you will be asked to enter a reason for the revision) and also the Discounts, VAT Codes and Notes.

On completion click on “Save” or “Save and Print”, etc. to produce the Customer Invoice;