A sales order (SO) is an internal document generated by you - the seller - indicating that your customer is now ready to purchase products and services. It is a confirmation document that authorises the sale of items for the given amount. You will generate an SO when the sales quote sent to the customer is approved.

BOSPrint Sales Orders

Once your Quotation has been accepted, creating a Sales Order (SO) is the next step in the business cycle, effectively taking a Quote and handing it over to the operations cycle of the business.

The Sales Order module also serves as the repository for Customer orders that are awaiting completion - your Work in Progress.

This is an important module which serves as a hub to which all related transactions are linked, including Quotations, Purchase Orders, Work Orders, Delivery Notes and Invoices.

Some features include:

• Sales Orders can be viewed by Transaction (Transaction View) or by Items (Items View) in the Module Grid.
• QuickEasy can restrict users to making Sales Orders for Active customers only - ie. customers with an approved account of which the credit limit has not been exceeded.
• Being an integrated system, the QuickEasy Age Analysis combines outstanding Sales Orders (Work in Progress) with outstanding Invoices to warn you when credit limits have been exceeded.
• Sales Order items can be created from Quotes, Material items, Inventory items, Services or simply by entering a description, qty and amount for additional costs or author's changes.
• When a Sales Order is created from an Itemised Quotation, the Quote No is displayed in the Sales Order header.
• When adding Quotes to a Sales Order, you are able to multi-select Quotations and add them all with one click.

Discover Sales Orders

• Sales Orders Data Grid
• Sales Order Interface
• Copy to Sales Order

Sales Orders Data Grid

Navigation

Main Menu > Customers > Sales Orders > View

Navigation Bar > Sales Orders > View

1. Find linked Transactions - This field allows you to Find Sales Orders linked to other Transactions. Simply select Quotations, Sales Orders, Work Orders, Customer Invoice or Delivery Notes from the filter drop down list, enter the Transaction's number in the text field and click View. All the Sales Orders linked to the Transaction you entered will be shown in the data grid.
2. Data Filters - Customise the records you wish to view in the data grid by making use of the data filters. You are able to filter the records by Date, User, Rep, Customer, Category, Branch, Pending, Complete, Active or Cancelled.
3. Menu - The Menu button provides the following additional functionality:
   • Transaction View - This is the default view when opening the Sales Orders module, (image above). The Transaction View's data grid will display the following fields by default: Sales Order number, Work Flow number, Status, Sales Order's Date, Rep, Order number, Job Category, Customer, Reference, Due Date, Time, Total (Exc) and Branch. Additional fields are available in the Field Chooser.
   • Items View - This will change the Sales Orders data grid to display the Items linked the Transactions within the data grid. See image below:

a. Transactions - This data grid shows the Sales Order's details similar to the Transaction View.

b. Items - This data grid shows the Items within the Transactions. The data grid will display the following fields by default: Item number, Status, Work Order number, Description, Resolve, Quantity, /Unit and Total.

Sales Order Interface

Navigation

Main Menu > Customers > Sales Orders > New/Edit

1. Status - The Status is automatically updated by User activity, and can change to Statuses such as Production, Costed, Delivered, Invoiced, Complete. The Status can also be manually changed by clicking Status in order to Cancel or revert the Sales order to a different Status.

When the Sales Order's Status is set to Complete or Cancelled the linked Work Order's Status will automatically be set to Complete or Cancelled. See image below.

This function will not be available if the Sales Order has not been copied to a Work Order. For more about copying Transactions, click here.

2. Links - This allows you to view all the Transactions linked to the Sales Order.

3. Req Date / Due Date - This allows you to set a deadline for the job: Required Date is when the job needs to be completed by. Due Date is when the final deadline is.

4. Detail - The Customer detail is automatically transferred from the approved Quotation to the Sales Order. However, if the Sales Order is created without a Quotation, the Customer detail is captured here.

5. Reference - Here you are able to enter a Reference, Specification and Other information.

6. Deliver to - The address entered for the specific Customer in Customer Setups will be shown here, however you are able to change it in this text-block. When the Sales Order is copied to a Delivery Note the Address will automatically be copied to the Delivery Note.

7. Other Details - Here you can select the Category and Controller of the Sales order. The Order and Quote number are displayed here.

8. Add Adj% - This allows you to add a blanket markup / discount to the entire Sales Order.

9. Add - A custom line Item can be added to the Sales Order with the Add Custom button, or Items can be added from a Material, Service, or Quotation.

10. Items Data Grid - The Items data grid will list all the Items linked to the Sales Order.

11. Menu - Additional functionality is included in the Menu. These items are important and worth mentioning:

• Find Sales Order No - This allows you to search for a specific Sales Order number.
• Select another Delivery Address - This allows you to select another Delivery Address. See image below:

• Update from Quotation - This will recreate the entire Sales Order, header and Items, from the linked Quotation. A Work Order linked to the Quotation, will also be updated. See image below:

• Open Workflow - This will open the Workflow in the side panel
• Open Job Summary - This will open the Job Summary in the side panel.
• View Audits - This will open the Audits interface.
• View Customer Summary - This opens up a summary of the Customer detail, Activity, Age analysis, and Transaction history.
• View Linked Transactions - This will show all the linked Transactions.
• Inventory - Inventory functionality is included.
  • Re-create Inventory Order Transactions - This allows you to re-create the order transactions against Inventory Items.
  • Issue all Inventory Items - This allows you to issue all Outstanding Reserved Stock Items directly from the Sales Order.
• Customer - Additional Customer functionality is included.
  • Edit Customer - This allows you to edit the Customer detail from within the Sales Order module.
  • Add New Customer - This allows the you to create a new Customer without having to exit the Sales Order module.
  • Refresh Customer lookup list - This is used to refresh the Customer list after adding new Customers to the system.
• Revert to default Adjustments - This will change Adjustments to the default value specified in setups.

Copy to Sales Order

To Copy a Quotation to a Sales Order is as easy as clicking on the Copy button and selecting Copy to Sales Order. See image below:

Once you clicked Copy to Sales Order a window will appear. The window will show all the Items in the Quotation to copy and the Status the Quotation will change to.

Quotation to Sales Order

When you copy a Quotation with multiple Material Items, Services and Estimates the Items data grid will be populated with all the Items in the Quotation to copy. However you can select specific Items to copy by deselecting the unwanted Items. See image below:

When the Quotation has been copied to a Sales Order, the Quotation Status will be changed to Accepted automatically. See image below:

For more about Copying Transactions, click here.

Sales Order to Purchase Order

A Sales Order can be copied from a Purchase Order. This is useful for inter-branch transactions, e.g., one Branch places a Purchase Order to another Branch using the same database. The Sales Order No is linked to the Purchase Order.

To enable this functionality, navigate to Main Menu > Setup > Staff > Select User > Right-click > Edit > Settings > Copy Rules > Purchase Orders - Copy to Sales Order. For more about Copy Rules, click here.

When a Sales Order is copied to a Purchase Order the following two additional check-boxes are available, see image below:

a. Copy Adjustment - Any Adjustments added to the Items in the Sales Order will be copied to the Purchase Order as well.

b. Outstanding Qty - Outstanding Quantities will be copied as well.